Special Event Checklist

Special Event Checklist

Make sure to have the best loss prevention policies in place and complete the following form as you prepare for the chapter's next special event. You can complete the form and print at the end or download the Special Event Checklist and complete by hand for verification and to keep on file.

 
Chapter Name
Chapter Phone Number
Purpose of Event
Location of Event
Date of Event
Location Address

Event Activities

Event Type/Details
Athletic Event? Yes
No
If yes, waivers are needed for each participant.


Administration

Event Chairman Contact Information
Co-sponsor (if applicable)
Is there another organization involved in planning or working the vent? Yes
No
Name of Organization (if applicable)
Does this organization have insurance? Yes
No
Planned Attendance
Estimated Attendance
Will there be a special construction, alterations or decorations for the event? Yes
No
If yes, explain:
How many times has this event been held in the past?
Have there been any previous claims? Yes
No
If so, explain in detail what changes you have made to prevent additional claims:
Will alcoholic beverages be permitted? Yes
No
Who is responsible for security?
Are Certificates of Insurance obtained from vendors?*

          Liquor Legal Liability Yes
No
          General Liability Yes
No
Have vendors provided proof of liquor license and temporary license to see on premises?* Yes
No
Is the fraternity named as an additional insured on all certificates from vendors?* Yes
No
Have applicable permits and permission been obtained from authorities:*

          College/University Yes
No
          Fundraiser Yes
No
Has any written contract or agreement been signed for any part of this event?* Yes
No
Have you received any correspondence requesting proof of insurance for the event?* Yes
No

*NOTE : If yes is answered to questions 11, 12, 13, 15 or 16 a copy should be reviewed by an advisor!



Additional Insureds

Name and address (city, state and zip code) of any additional insured to be added to the international policy
Reason for adding additional insured
NOTE: If event requires additional insured Additional Insured Request Form must also be completed.



Security

Type of security consists of: (If combination, please select which two make up the combination) Public Police
Private Police
Combination
Paid
Is there a security guard? Yes
No
Does security guard check for weapons? Yes
No


Alcohol

Are security personnel trained on preventing illegal drug use? Yes
No
Are monitors and security personnel trained on preventing disorderly conduct or hazing? Yes
No
Are members or guests hands stamped if they want to leave and return to party? Yes
No
Is smoking permitted at event? Yes
No
If yes, is there a designated smoking area? Yes
No
Has event facility been inspected to ensure that it complies with applicable federal, state and local safety and fire codes? Yes
No
Are guests and members informed of emergency evacuation routes? Yes
No
Is there one well lit entrance that is controlled and monitored? Yes
No
Are security personnel and/or monitors trained on preventing sexual abuse and harassment? Yes
No

Are security personnel, monitors, bar workers and/or vendors trained on how to deal with intoxicated guests and members? Yes
No
Are wrist bands or other method provided for designating those who are not of legal drinking age? Yes
No
Are all who are allowed to enter presenting I.D.? Yes
No
Are those bringing alcoholic beverages given a punch card showing alcoholic quantity and type? Yes
No
Will intoxicated guest or members be served alcohol by bar workers? Yes
No
Is there only one centralized location where alcohol and food are being served? Yes
No
Is there a guest and member list at the door? Yes
No
Are food and alternative non-alcoholic beverages available, visible and easily accessible? Yes
No
Do you have a policy on confiscating keys from intoxicated guests? Yes
No
YOU MUST STOP ALLOWING THE CONSUMPTION OF ALCOHOL AT LEAST ONE HOUR
BEFORE EVENT ENDS.




Transportation

Is transportation (taxi, Safe Rides etc) available for guests who need or request it? Yes
No

The undersigned have read and understand the requirements as outlined in this checklist;


Chapter President:____________________  Signed: ________________   Date _____________


Event Chairman:   _____________________  Signed: ________________   Date _____________


Alumnus Advisor:  _____________________  Signed: ________________   Date:_____________

DISCLAIMER
This questionnaire is being used to assist the chapter in having a safe event.

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