Purpose
To ensure that all Special Events are conducted with the utmost concern for safety and loss prevention. Special Events are important to our organization so they must be conducted in a way that maximizes their benefits while reducing risk and cost.

1. All events will be carefully assessed as to their cost, benefits and risk to the organization.
2. Events will be chosen based on prescribed selection criteria.
3. Events will be managed by a responsible and experienced person that will be given full operational authority for the event.
4. All activities within the event will be carefully considered as to their potential risk and any activity that is deemed high risk will not be considered.
5. Any events involving alcohol service will conform to our alcohol service policy.
6. All appropriate authorities will be contacted and all regulations strictly followed. Examples include: Municipality, liquor control board, fire department, occupational health and safety authority, food service authority, etc.
7. Event security and crowd control will be contracted out to qualified, bonded and insured companies.
8. First aid and emergency response procedures will be in place and strictly enforced.
9. All contractors or service providers will be experienced, qualified and adequately insured, and the organization will be added as an additional
insured on their policy.
10. Our insurance representative will be consulted on all events at least 30 days in advance of the event date.

Responsibilities
All employees/volunteers are responsible for abiding by this policy.
Special Events: Roles of a Municipality
Provider of Facilities Only
● The municipality provides the facilities/grounds for either a nominal fee or for free.
● No control is exerted over the event (the organizers have control).
● It is possible to limit occupiers' liability through the use of contracts and insurance.

Quick Facts:
● As the owner of the property, municipalities have an obligation to keep the property reasonably safe for the purposes intended
● If the municipality retains control over the maintenance of the area (after issuing a permit), the municipality may be held liable in the event of an injury.

Event Manager
● The event is run by municipal employees
● Employees sign contracts
● The municipality is in total control over the event

Quick Fact:
As event manager, the municipality gains the profits and assumes the risk of financial loss and all other risks associated with an event.

Event Sponsor
● The municipality may donate funds or “in kind” donations to sponsor an event
● The municipality likely anticipates receiving a certain amount of economic benefit by having the event in the community

Quick Fact:
It is possible that merely sponsoring an event will attract liability, and that the municipality will be named in a lawsuit as a potential deep pocket.

Event Committee Member
● Municipal employee(s) may be on the event organizing committee to represent the municipality.
● The employee(s) may also provide links to various municipal departments.
External Event Organizers

Quick Fact:
The organizer(s) are responsible for compliance with all federal, provincial and municipal regulations and legislation.

To reduce liability, the best approach is to have another organization or committee run the event. There are three types of event organizers:

1. Private Organization/Entrepreneur
● Direct business deal
● Negotiation of financial and other terms required before the event can proceed in municipal facilities
● The municipality should NOT undertake the event under its own insurance

2. Community-based Organization
● Local service club/committee puts on the event
● More advantageous for legal entities who have experience organizing events and have financial resources

3. Special Events Committee
● Usually less desirable than the above options due to lack of experience and funds
● May pressure the municipality to provide facilities, assume risks and provide insurance
● If it is an annual event, the municipality should get directly involved in the first year then encourage the committee to be self-sufficient (i.e. through fundraising) and arrange its own insurance for ensuing years.

Important questions to consider when choosing the organizers of an event:
● Are they a legal entity?
● Do they have experience in organizing this type of event?
● Do they have financial resources for the upfront costs?
 

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