BEST PRACTICES. For Planning a Community Event.

Transcription

1 BEST PRACTICES For Planning a Community Event

2 Areas of Discussion Event Planning Vendor Management Coverage Considerations Risk Management Tools

3 Event Planning What type of event are you having? How many attendees are you expecting? Where will it be held? What time of year will it be held? What time of day will it be held? Who is sponsoring the event? All of these questions are key in the planning process

4 What is the Event? The type of event dictates the planning process and who is involved: Craft fair? Parade? Community Day? DPW, Police, Fire, EMS, State Police? The larger the event, the more complicated the event, greater number of parties involved. You need to get all parties to the table

5 How Many Attendees are Expected? Do you need crowd control Police? Will you need off duty assistance? Will the event attract the wrong crowd? Will the event impact the local residences and businesses via traffic changes? Do you need to arrange for additional parking? Overflow do you need to arrange shuttles? Handicapped?

6 Where is the Event being held? Municipal Property? Business Location? Private Property? All Three? Where the Event is being held is critical to managing the risk

7 What Time of Year? Climate impacts your planning: Summer dehydration, sun exposure Winter cold possible postponement? Rain and/or Snow dates?

8 What Time of Day? The time of day impacts your planning Lighting Pedestrian traffic Traffic crossings Rush hour

9 Who is Sponsoring the Event? Municipality? Quasi Municipal Entity Community Events Committee? Local Business? Local Clubs? Rotary VFW Political Group? Sponsors create a whole new area of concern

10 Vendor Management What type of vendors are being invited? Food, alcohol, crafts, amusement rides, personal services? Does the vendor require a specific license to operate? County Department of Health, State? Are you required to verify the status of licenses or permits?

11 Vendor Management Are vendors required to complete an application? Does the application include indemnification/hh language? Does the application require a COI be issued? Are you charging a fee? Are you inspecting their set up? Electrical connections, plumbing, tripping hazards?

12 Vendor Management Managing Certificates of Insurance What types of coverage & limits do you require? Are they appropriate for the exposure? Who is reviewing the COI? One person should be responsible for securing and managing all COI Local RMC? Municipal Clerk? Claims Coordinator?

13 Vendor Management One question I m always asked We are having a craft fair and none of the vendors have insurance? My Response: Who is sponsoring the event? If it is an organization other than the town, obtain a COI from the sponsor. If the town is the sponsor you need to make a judgement call: Does the community good that comes from holding the event outweigh the risk associated with the event? If so, hold the event, but practice good risk management!

14 Coverage Considerations The type of event dictates the coverage required from your vendors/co-sponsors Fireworks & amusement rides MEL Bulletin Alcohol/Beer garden Liquor Liability Helicopter landing/hot air balloon rides Aircraft Coverage The event location(s) dictates the coverage required from your vendors/co-sponsors Using/crossing County and/or State Roads? Railroad crossings?

15 Risk Management Tools Certificate of Insurance Guidelines Municipal Facilities Use Agreement Safety Director s Bulletin Managing Special Events Community Safety Leadership Management of Special Events Tenant Users Liability Insurance Program (TULIP)

16 Certificate of Insurance Guidelines Available on JIF Website In the process of being revised Outlines suggested coverage and coverage limits based upon the exposure Includes coverage limits and required language for special exposures Liquor Liability Fireworks/Amusement Rides Includes model Indemnification & Hold Harmless language

17 Municipal Facilities Use Agreement Available on JIF Website Includes model indemnification & hold harmless language Outlines the insurance requirements Inquires as to the needs/intent of the applicant Location, police needs, etc. Who should complete the application? Event sponsor? Each vendor?

18 Safety Director s Bulletin Available on the JIF website Issued in June 2015 Provides a broad outline of safety related issues to consider when planning a community event Facility/Infrastructure inspections Clean up plan Fire safety Law enforcement considerations

19 Community Safety Leadership Available on JIF website Issued in Fall 2016 Goes into greater detail Pre-event, event day & post event planning Outlines special exposures to consider Includes a Special Event Safety Checklist Outlines the TULIP Program

20 Tenant User Liability Insurance Program (TULIP) Municipality must register prior to making it available to the public Provides low cost liability coverage to vendors & members of public using municipal facilities $1 million in coverage municipality automatically named as additional insured Coverage is specific to the event Completed via website MEL Bulletin

21 Managing Special Events Webinar Available via the MEL MSI Website Includes a PowerPoint presentation and narration Provides an overview of things to consider when planning a community event Only 15 minutes long! Great way to begin the planning process! BEST PRACTICES FOR A SAFE & SUCCESSFUL SPECIAL EVENT RECORDED APRIL 2017

22 Webinar View Webinar on under Safety Videos and Webinars

23 Think it Can t Happen to you? Civic & Events Association Originally created by Township Eventually became its own entity Sponsored Annual Events: Christmas Parade/Tree lighting Easter Egg Hunt Community Day Antique Car Show

24 Think it Can t Happen to You? Fact Pattern 1: Annual Holiday Parade Parade route goes down a County Road through town Resident runs across the parade route, slips on ice and wedges foot into sewer grate causing sever injuries to her foot Resident sues the Civic & Events Association, the Municipality, and the County claiming dangerous condition

25 Think it Can t Happen to You? Civic & Events Association had insurance but municipality was not named as additional insured for this event County authorized the road closure for the event and never secured a COI from the Civic & Events Association Because neither entity secured a COI, each had to defend the claim Results: Municipality was able to get out on MSJ (Non jurisdiction) Total costs: $30,147 County settles claim for $170,000

26 Think it Can t Happen to You? Historical Committee is holding a fundraiser in a municipally owned park Historical Committee is a separate entity from the municipality There is a hold harmless agreement between the municipality & the Historical Committee and the municipality has a COI from the Historical Society naming them as an additional insured

27 Think it Can t Happen to You? Fact Pattern 2: 83 year old female attendee trips while leaving the event She falls face first into the side of a parked car. She suffers a fractured hip and facial injuries and is placed in a convalescence home There is a hold harmless agreement between the municipality & the Historical Committee and the municipality has a COI from the Historical Society naming them as an additional insured She claims to have tripped over a stump near the street

28 Think it Can t Happen to You? Results: Although the municipality had all of the proper documentation in place they were still liable for damages in the claim: Municipally owned park The municipality had cut down the bush that the plaintiff tripped over and left the stump Allowed a dangerous condition to exist Total cost to defend and settle the claim - $81,459 If the municipality authorizes the use of one of their facilities for an event, they have a requirement to make sure that the facility is free of any obvious hazards

29 Questions? Thank you!