The information and tools below can be used to assist you in planning your event, whether in person or virtual.
Risk Management Form
To ensure that all university sanctioned events (both on and off campus) are appropriately planned and safe, community members are required to complete the Events Risk Management Form minimum 14 days before your event.
The Events Risk Management Form should be completed if your event has one of the following elements:
- Scheduled activity occurring on or off campus
- Features a speaker
- Alcohol is being served;
- A sports-like activity is planned;
- Transporting students by means of chartered bus or rental vehicle
- Any activity that has the potential to result in damage to the individual person, or physical property.
In the event you are not sure your event has any potential risks associated with it, then err on the side of caution and complete the Risk Management Form. Completing it will only take 5-10 minutes.
NOTE: It is important to complete the Events Risk Management Form for the following reasons:
- To provide adequate time to plan resources to support events.
- University staff can offer advice or assistance in helping to organize an event and help to assess any risks that may associate with their activity;
- To ensure a student activity is covered by insurance (either CUSA’s or the university’s); if your event is not approved by the university, you may be personally required to accept any liabilities that result from your activity. Protect yourself by using the Risk Management Process!
Events not submitted a minimum of 14 days in advance of the event date will be declined. Events scheduled after the last day of classes during the final examination period will only be approved if they are academic in nature (ie. study workshops).
Space Booking
If your event requires space on campus, you must book this well in advance. Based on where your event is being hosted, you will need to contact that specific department. For more information, visit our Space Booking website.
Food
If you are planning to have food at your event, please contact Dining Services Catering. Be sure to think about common dietary accommodations (gluten-free, vegan, halal, lactose) to ensure you are able to order food for everyone. If students are registering ahead for an event, include a section in the registration form about dietary accommodations about any dietary accommodations so you have this information ahead of time.
Event Accessibility
When planning your event, you should keep accessibility in mind. A tool that you can use to help others identify what to expect at your event is the Accessibility Icon Toolkit. By using these icons when promoting your event, students know what to expect and can prepare as needed.
If you have any questions about accessibility for your event, contact the Paul Menton Centre.
ICE Planning
You should always have an ICE (In Case of Emergency) plan for your event. This includes evacuation routes, safe destinations sites, plan for contacting campus safety or local authorities, CUSERT requirements, knowledge of emergency procedures and others.
As you plan your event, be sure to review the following:
- Campus Safety Services
- CUSERT
- Emergency Procedures
- Emergency Notification System
- CU WorkSafe – Carleton’s online tool for hazard identification, injury and incident reporting and workplace inspections.