Risk Management Plan

This is the Risk Management Plan for all events that either take place outdoors or have a level of risk associated with them. This form should be filled out completely and orderly.

Risk Management Plan

This form is used to articulate the various types of risks and how your organization will assess and mitigate the identified risks. This form needs to demonstrate a well-thought out plan of action addressing each type of risk.

For student organizations engaging in overnight travel, this form will be customized to the specific risks associated with off-campus travel.

Events requiring a risk management plan pose a heightened level of risk to the University and therefore, subject to approval by multiple campus departments and can take up to 10 business days to review. Please submit this form no later than 2-weeks before your event.

PLEASE NOTE: THIS IS NOT TO RESERVE SPACE FOR YOUR EVENT. IF YOU NEED SPACE, PLEASE CONTACT THE CENTER FOR STUDENT INVOLVEMENT (937-229-3333) AND RESERVE YOUR SPACE.

Are you a student organization, Campus department or external client? *

Student Organization

Campus Department OR External Client renting University Facilities

Please select your organization: *

What is your organization's category? *

Values-Based Fraternity or Sorority (Supported by Fraternity and Sorority Life)

Recreation and Sports Clubs (Supported by Campus Recreation)

Service and Social Action (Supported by Center for Social Concern)

Religious and Faith-Based (Supported by Campus Ministry)

Other (Special Interest, Academic, Media, Etc.)

Are you Co-Sponsoring this event? *

Yes - With a Recognized Student Organization

Yes - With a Campus Department

Yes - With an External Organization

Co-Sponsoring Organization or Department Name(s): *

Are you completing your comprehensive RMP for a Campus Recreation Sport Club team? *

Yes

Additional instructions for the previous question. If you are a UDCR Sport Club team hosting an event that is not a regular practice or competition that requires a RMP, please answer no to this question.

Contact Information

Please provide the contact information for this event

Name of the person filling this form out: *

Name of day-of event contact (can be your name): *

Email address for day-of event contact: *

Phone number for day-of event contact: *

Campus Rec/Club Sports Comprehensive RMP

This page is for ONLY Campus Rec Club sports.

Who is the club's risk manager? *

Does your club have plans to travel off campus at any point during the year? *

Yes

What is your plan of responding/treating an injury of member during a travel event? *

What is your plan to handle travel accidents, if they occur? *

What is your clubs plan on creating an environment of exceptional sportsmanship and protecting the reputation of the club and UD? *

What the plan is to delegate responsibility, if the risk manager is not present at the practice/event. How will you inform replacement/fill in risk manager of the proper protocols/policies? *

Does your club own a first aid kit? *

Yes

Are any club members certified in CPR or First Aid? *

Yes

Please list the members and certifications. *

How will you inform all club members about protocols they list within Risk Management Plan (RMP)? *

I agree that my club will complete and turn in accident reports for any non-UDCR supervised event by the Tuesday following the event *

I agree and Understand the above statement.

I agree that my organization will have the UD Insurance Card EVERY time the club travels off campus. *

I agree and Understand the above statement.

I agree to submit the travel roster PRIOR to leaving for ALL off campus events. *

I agree and Understand the above statement.

Please list your clubs certified University drivers *

Additional instructions for the previous question. Please use a separate line for each driver.

Student Org Event Information

Name of the Event: *

Is this event On or Off campus? *

On Campus

Off Campus

Please briefly describe your event and include specific details about any an all activities during the event. *

Event Start Date and Time: *

Event End Date and Time: *

Campus Departments/External Vendors

PLEASE NOTE: THIS IS NOT TO RESERVE SPACE FOR YOUR EVENT. IF YOU NEED SPACE, PLEACE CONTACT THE CENTER FOR STUDENT INVOLVEMENT (937-229-3333) AND RESERVE YOUR SPACE.

Name of the Event: *

Event Location: *

Reservation Number: *

Please briefly describe your event and include specific details about any an all activities during the event. *

Event Date: *

Start time: *

End time: *

On-Campus Events

Is this event open or closed? *

Open, anyone can attend

Closed, only invited guest or members only

How many participants are expected at this event? *

Will there be alcohol at this on campus event? *

Yes - Student Organization Sponsored Event

Yes - Department / External Sponsored Event

Is this event indoors or outdoors? *

Indoors

Outdoors

Where is your indoor event? *

Kennedy Union

Academic Building

ArtStreet

Residence Hall

Adele Center

Other (Please specify below)

Comments:

Where is your outdoor event? *

Central Mall (KU Field)

ArtStreet (Amphitheater)

Humanities Plaza

5k Course

Stuart Field

Neighborhood House

RecPlex Outdoor Basketball Court

RecPlex Outdoor Volleyball Court

Old River Park

Other (Please specify below)

Comments:

Where will event participants have access to restroom facilities during your event? *

Important Information about the next question. Monday-Thursday, 8am-9pm: Sound may only be amplified during class breaks Friday, 8am-3pm: Sound may only be amplified during class breaks Friday after 3pm, Saturday, Sunday: Sound may only be amplified to the level that it does not interfere with normal activities in surrounding buildings. Note: All amplified sound must end by 11:00pm in accordance with local noise ordinances Note: ALL music played must be the "edited" version (compliant with FCC/radio rules)

Will you have amplified sound at your event? *

Yes

Will you need: electricity, trash cans, recycling containers, grills, or outdoor signage? * (Maximum authorized answers: 5)

Electricty

Trash cans

Recycling containers

Grills

Outdoor Signage

None of these will be needed.

Additional instructions for the previous question. PLEASE NOTE: If you have clicked any of the above, you will need to put a work order in with University Facilities. You can make a work order here: https://www.udayton.edu/facilities/work_orders/
Non-Campus Organizations should contact the Center for Student Involvement for assistance.

Will you be renting or providing any of the following items for your event? *

Tables

Chairs

Tent(s)

Temporary Fencing

None of the Above

Tents can only be placed in specific locations. Please upload your tent diagram here or submit to your event coordinator.

Upload file

Use of fencing requires submission of a fencing diagram. Please upload here or submit to your event coordinator.

Upload file

Additional instructions for the previous question. Temporary Fencing cannot be installed in a way that penetrates the ground.

Will any of the following be a part of your event? *

Ground-Staking (signs, flags, crosses, tents, etc)

Paint, powder paint, tie-dye, etc.

Inflatable items (bounce houses, carnival games, obstacle courses, hamster soccer balls, etc)

Large equipment/items (dunk-tanks, zip-lines, heavy platforms, etc)

None of the Above

What are you planning on putting into the ground? Where? *

Off-Campus Events

You have indicated that this event is off campus, please answer the following questions.

Will this event include an overnight stay? *

Yes

Please provide the name and address for this event. *

Is this event open or closed? *

Open, anyone can attend

Closed, only invited guest or members only

How many participants are expected at this event? *

Is this event indoors or outdoors? *

Indoors

Outdoors

Will there be alcohol at this off campus event? *

Yes

What type of transportation will be utilized for this event? *

Personal Vehicles

University-owned Vehicle

3rd Party Charter Bus

Walking (Not suggested for most events)

Other (Please specify below)

Comments:

Important Information about the next question. I understand that drivers on student organization trips should only drive 6 hours (with 15 minute breaks every 3 hours) or 400 miles total (whichever is greatest) in one day.

Time and Distances: *

I agree.

Important Information about the next question. I understand that for safety, all cargo should be stored completely under the seats or behind the back seat. Be sure not to block the drivers view). There must be nothing under the passengerÔÇÖs feet, in front of the door, or otherwise blocking the access to, or exit from the vehicle. Passengers must be able to exit, and emergency personnel must be able to access, the vehicle quickly in case of emergency.

Luggage and Cargo: *

I agree.

Important Information about the next question. I understand that for safety, an awake, alert person should occupy the passenger seat of the vehicle during any trip over four hours, when travel is done in the dark, or when needed to help the driver to navigate and stay alert.

Passengers: *

I agree.

Important Information about the next question. I understand that for safety: Every passenger and driver must wear a properly adjusted seat belt any time the vehicle is moving and/or in traffic. (This includes any sleeping passengers.) Drivers must obey all motor vehicle laws, including posted speed limits. Driving between the hours of midnight and 5 a.m. should be limited. Travel should not begin, or should be suspended if the National Weather Service has issued a travelerÔÇÖs advisory, or the weather forecast calls for severe weather for any part of the trip.

Additional Considerations: *

I agree.

Important Information about the next question. I agree that students attending this trip MUST RSVP for this trip on 1850. They will sign the Travel Waiver in the RSVP process.

Participants have RSVP's on 1850: *

I agree.

Risk Assessment

Please identify any of the following that may occur at your event

Large Crowds (200+ participants) are anticipated

Food will be served

Alcohol will be served

Inflatables will be present

Athletic Games/Activities/Sports will be played

Open flames (not grills) will be present

Minors (18 and under) will be in attendance

Other elevated levels of risk may be associated (please describe below)

None of the Above

Comments:

Important Information about the next question. You have indicated that there will be a large crowd in attendance for this event. Please provide us with information.

Please list your Officers-In-Charge (NOT Event Managers) and their contact numbers. *

Additional instructions for the previous question. Please use a separate line for each monitor. We require at least one Officer-In-Charge per 60 persons in attendance. THESE ARE NOT YOUR EVENT Managers. If you having a event with alcohol you will be able to add those Event Managers later in the form.

Inclement Weather Plan

Do you have a rain site for this location? *

Yes

What/where is your rain site? *

Please provide your plan in the event of inclement weather: *

Additional instructions for the previous question. Please note: The Center for Student Involvement and the university reserves the right to cancel events when severe weather creates risk to the organizational event and the participants.

Will the event be cancelled in the event of inclement weather? *

Yes

Since you do not have a rain location for this event, you and your organization understands that if inclement weather takes place, the university administration can cancel your event due to safety concerns. *

I agree and Understand the above statement.

Who will be making the call to cancel the event? *

When will this decision be made? *

How and when will organizers and potential attendees be notified? *

Navigating Specific Hazards - Physical Risk

Please indicate your action plan for the below items. We are looking to see that you are considering the "what ifs."

Important Information about the next question. Medical Emergency Plan

What is the nearest hospital to your event? *

Will you have medical personnel on site? *

Yes

Navigating Specific Hazards - Food Safety

Who is providing the food for this event? * (Maximum authorized answers: 4)

University Catering

Dining Service

External Catering/Food Vendor

The organization will providing the food

Other (Please specify below)

Additional instructions for the previous question. Many campus venues require use of UD catering; check with the Center for Student Involvement for more information.

Comments:

Have you considered food allergies for this event? *

Yes

Please provide the External Catering and/or Food vendor *

Will the Organization be preparing/cooking the food on site? *

Yes

Are you cooking raw foods? *

Yes

Important Information about the next question. Read the FDA Guidelines here: http://www.udayton.edu/studev/_resources/files/studentlife/foodsafety.pdf

I agree that I have read the FDA food safety guidelines? *

I agree that I have read the FDA food safety guidelines provided.

Holistic Risk Management

As mentioned in the Event Management Training hosted by the Center for Student Involvement, there are risks at every event. It is the responsibility of the host to mitigate and manage risk for the safety of the attendees, organization and the university.

Please review the 5 Types of Risks associated with event planning.

Physical: These risks can include, but are not limited to: contact injuries from sports or recreational activities, travel related injuries, assaults (physical and sexual), setting up and breaking down equipment, high impact physical activities (working with advanced machinery/tools), consumption of alcohol, unintentional injuries, allergies, etc.

Emotional: This could include, but is not limited to: hazing behavior, alienation or members or participants, negative feelings or triggers (on an individual or community level), etc.

Reputational: This could include negative press (including social media), media attention, and/or peer/administration/community perceptions.

Financial: This could include, but is not limited to theft, embezzlement, fraud, poor oversight and management of funds, broken contracts, etc.

Facilities: This could include, but is not limited to: inclement weather, size of facility, inadequate equipment, potential fire hazards, large crowds, physical damage/vandalizing, etc.

Please review the five types of risk above and describe any possible risks your event may present. *
(Minimum words: 20)

What is your plan to minimize the possibility of these risks occurring at this event? *

How will your organization respond to the risks stated above if they occur during your event? *

Additional instructions for the previous question. What is your organization's plan of action?

How will you share your risk response plan with event attendees? *

Events with Alcohol - Part 1

This form is used to articulate how your organization with navigate and mitigate the risks identified in your Comprehensive Risk Management Plan for Events with Alcohol specific to this event you are planning. This form needs to demonstrate a well-thought out plan of action addressing each type of risk.

Have you and your organization's executive leadership completed Event with Alcohol Training (EMT) this academic year? *

Yes

What type of event with alcohol are you hosting? *

Chapter-Only Event (Only members of your chapter, no outside guests)

Invite-Only Event (Date Party, Semi-Formal, Formal Event, etc.)

Social Event with 1 other UD Chapter (not including your own)

Social Event with 2 other UD Chapters (not including your own)

Parent/Alumni Event

What type of transportation will be utilized for this event? *

3rd Party Charter Bus

Walking (Not suggested for most events)

Please upload the third-party transportation contract. *

Upload file

Additional instructions for the previous question. This contract must not be signed by a student. Please ensure the contract is in the name of "University of Dayton (insert name of your chapter)," for example: University of Dayton (Alpha Beta Gamma)

Does the event venue require a contract?

Yes

Additional instructions for the previous question. Venues that typically require contracts (this is not an exhaustive list): American Legion, Newcom's Tavern, Brightside Event Venue

Please upload the venue contract. *

Upload file

Important Information about the next question. A third-party agreement is a "agreement" between the organization and the venue in which you are hosting the event at. This allows there to be a conversation about what is expected and is a good place to put in writing the agreed upon rental fee.

Click here to download the approved Third Party Vendor Agreement.

Please upload the signed Third Party Vendor Agreement. *

Upload file

Security must be present during the event to ensure the event is private (closed to the public) and that all participants are abiding by proper state and federal alcohol-related regulations. What type of security will you have? *

Venue Security

Third Party Security

Additional instructions for the previous question. Contact the venue for their preferred/required security needs. If the venue does not require or have a preferred vendor for security, please contact CSI for assistance.

Please upload the third-party security contract. *

Upload file

Important Information about the next question. A contract or third-party vendor agreement, signed by CSI staff, must be used for any of the following. Please use the approved third-party vendor agreement if there is no contract.

How many additional vendors have you contacted or entered into an "agreement" with for additional services for this event? Examples include, but are not limited to: DJs, Photographers/Photo Booths, Flower Arrangements, Catering, etc. *

Please upload the service contract or signed Third-Party Vendor Agreement (1). *

Upload file

Additional instructions for the previous question. Contracts cannot be signed by a student. Please ensure the contract is in the name of "University of Dayton (insert name of your chapter)," for example: University of Dayton (Alpha Beta Gamma). A third-party agreement is an "agreement" between your organization and the contracted service. This allows there to be a conversation about what is expected and is a good place to put in writing the agreed upon rental fee. You should have either a contract OR a TPV for each additional service.

Please upload the service contract or signed Third-Party Vendor Agreement (2). *

Upload file

Please upload the service contract or signed Third-Party Vendor Agreement (3). *

Upload file

Please upload the service contract or signed Third-Party Vendor Agreement (4). *

Upload file

Please upload the service contract or signed Third-Party Vendor Agreement (5). *

Upload file

Events With Alcohol - Part 2 - Day-of-Event Plans

This space is for you detail your day-of-event plans based on your Comprehensive Risk Management Plan for Events with Alcohol. Questions to consider:

Does the event venue have any specific hazards that you need to navigate?
If traveling by bus, where is the pick-up location?
If walking to the event, will you gather before and walk together?
What time are you departing campus?
What time are you returning back on campus?
When will the doors open?
Who is responsible for checking guests in and checking IDs?
In the event of an incident who needs to be contacted? Is there an order?

Anyone who reads these day-of-event plans should be able to execute the entire event from start to finish if you were not there to execute it yourself. So, please make sure that these plans are very detailed.

Day-of-Event Plans/Timeline:

Additional instructions for the previous question. From start to finish. Are you hosting a pre-event meeting? Where and when are you getting on the bus? How are you ensuring your members are getting home safely?

Does your event have a theme? *

Yes

Please describe your theme in detail. *

Please list all Event Managers for this event. *

If there are any changes to the event managers for this event, please communicate those changes to greek@udayton.edu. Do NOT resubmit this form. *

Have ALL Event Managers completed the mandatory education during the current ACADEMIC year? *

Yes

Does your organization and the event managers listed above, understand that the University expects that event managers do not consume alcohol before, during, or after registered events? *

Yes

Overnight Travel

Current travel processes are dictated by the Path Forward Travel Plan which can be found in its entirety here. The UD Travel Policy remains in effect, but any guidance from the Path Forward Travel Plan supersedes.

All travelers will sign a Pandemic Travel Waiver to ensure they understand the risks involved with travel at this time during the Pandemic, to reinforce health and safety guidelines and to make protocols, and expectations and responsibilities explicit.

These processes and the application apply to any University-funded, University-supported, University-sponsored, or professional travel. It also applies to student travel for academic purposes (earning credit, fulfilling a degree requirement, using university funding) and student organization travel. Travel is defined as any trip that is by plane, or "out-of-town" and overnight.

Completion of this page replaces the Group Travel Application and Process in the Integrated Travel System. Your travel request will be reviewed by CSI and the UD Travel Review Team.

Overnight travel requires the submission of a travel roster, with emergency contact for each traveler. Please click the link below to download the travel roster form, if you have not already done so.

Upload file

Additional instructions for the previous question. Click here to complete the travel roster.

Note: If you do not yet have a travel roster available, please do not upload one at this time. A travel roster WILL BE REQUIRED prior to final approval.

Important Information about the next question. You will need to identify a Primary Program Leader (PL) and Secondary Program Leader (SPL). These should be students traveling with the organization, and will be responsible for addressing minor concerns while traveling as well as communicating with the University in the event of an emergency.

Who will serve as the Primary Program Leader? *

Primary Program Leader Status *

Undergraduate Student

Graduate Student

Primary Program Leader Email *

Primary Program Leader Cell Phone Number *

Who will serve as the Secondary Program Leader? *

Secondary Program Leader Status *

Undergraduate Student

Graduate Student

Secondary Program Leader Email *

Secondary Program Leader Cell Phone Number *

Third Party Provider/ Organization/Host Name *

Additional instructions for the previous question. You will need to identify a host of the travel program. Preferably, this is an individual identified by the host organization as the emergency contact.

Third Party Provider/ Organization/Host Email *

Third Party Provider/ Organization/Host Phone *

Important Information about the next question. All overnight travelers must have a UD point of contact. Based on your group type, your contact should be your adviser.

This individual should be notified of all minor concerns by email, and contacted by telephone for any emergency or COVID-related concerns immediately. Please complete the following questions and ensure both the primary and secondary program leaders have this information readily available throughout the trip.

Please select the adviser who will serve as your UD contact: *

What is your adviser's title? *

What is your adviser's email address? *

What is your adviser's Emergency Contact Number? *

Your UD Staff Contact Name is: *

Maham Khan

Additional instructions for the previous question. All overnight travelers must have a UD point of contact. Based on your group type, your contact is Maham Khan.

This individual should be notified of all minor concerns by email, and contacted by telephone for any emergency or COVID-related concerns immediately. Please select the following check boxes and ensure both the primary and secondary program leaders have this information readily available throughout the trip.

Maham's Title is: *

Assistant Director, Sport Clubs and Camp

Maham's Email is: *

hkhan1@udayton.edu

Maham's Emergency Contact Number is: *

608-774-0002

Important Information about the next question.

Emergency Planning Questions:

If someone on your trip exhibits symptoms of an illness, you will need a plan of action.

Where is the nearest Urgent Care or hospital? List name, address, and phone number. *

Where is the nearest hotel likely to have availability for temporary participant quarantine/isolation? (or if the participant needs to remain behind). List name, address and phone number. *

What is your plan to accompany and support the sick participant? *

Acknowledgements

I agree that event attendees will RSVP to this event on 1850 and will sign the Release and Agreement Form at the time of their registration on 1850. *

I agree and will ensure ALL event attendees have RSVP'd on 1850.

I acknowledge that this Event Action Plan, as a supplement to our Comprehensive Risk Management Plan for Events with Alcohol, is our protocol in the event of an emergency or incident, and that the contents of this plan will be shared with all participating members, not just event managers and chapter leadership. *

I agree and understand the above statement.

I acknowledge that this risk management plan is our protocol in the event of an emergency or incident and that the contents of this plan will be shared with all participating members, not just event managers and leadership. *

I agree and Understand the above statement.

I acknowledge that this event is still subject to approval from one or more UD campus departments. When your event is confirmed, you will receive official confirmation from CSI. *

I agree and Understand the above statement.