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Risk Management and Safety

Event Approval FAQs

Why do Events need Event approval from Risk Management and Safety?

Events associated with Brigham Young University can expose the university, participants, and the greater community to inherent risks, including legal, reputational, contractual, operational, financial, property damage, and physical harm. Many Events sponsored or hosted by BYU or BYU-affiliated organizations also involve third-party contracted vendors, venues, and service providers that require additional scrutiny to eliminate misunderstandings.

In order to avoid unacceptable levels of risk or, where appropriate, to transfer or mitigate risk, certain Events sponsored or hosted by BYU, or a BYU-affiliated organization should be submitted to and approved in advance by Risk Management and Safety. The phrase “BYU and BYU-affiliated organizations” includes all of BYU’s academic and administrative units as well as organizations affiliated with BYU, such as alumni chapters and performing groups.

What type of Events or activities need to be reviewed by Risk Management and Safety?

Events subject to review are those that have at least one of the following:

  • Involve an inherent risk of injury to persons or property (e.g., races, water activities, rock climbing, etc.),
  • Include open flames, fireworks, lasers or any other combustion ( e.g., BBQs, fireworks, Polynesian fire performances, etc.),
  • Involve entering contract(s) which require Risk Management and Safety review under the BYU Legal Documents Policy (See circumstances outlined under the question “How are contracts handled?”),
  • Impose compliance obligations under government regulations (such as government permits), or Include a large (over 250) number of participants or crowd.

How are contracts handled?

All contracts are subject to the BYU Legal Documents Policy, which requires Risk Management and Safety review in the following circumstances:

  • Any language that requires the university to indemnify, defend, or hold harmless another entity;
  • A contracted service that presents a risk of substantial loss or liability;
  • A commitment by the university or affiliated entities to obtain insurance or to provide proof of insurance; or
  • Efforts to obtain a government permit.

Note: As a word of caution, a verbal contract may carry the same weight as a written contract and could also expose BYU to a claim for breach of contract.

What types of Events do not need approval by Risk Management and Safety?

Academic events and activities that are conducted as part of credited courses and organized by faculty members to meet specific course learning outcomes do not generally need Event approval by Risk Management and Safety.  However, academic activities that are outside typical academic expectations and could foreseeably cause injury or illness to participants may need a Risk Management and Safety review (e.g., use of or riding in a helicopter, exposure to hazardous materials or animals, etc.). Ordinary employee or department meetings which take place on campus and that do not otherwise trigger the review factors noted above also do not need approval from Risk Management and Safety.

What activities are prohibited by BYU Risk Management and Safety?

Due to the excessive risk involved, BYU Risk Management and Safety prohibits the following Event activities:

  • Bungee jumping
  • Parkouring
  • Mechanical Bulls
  • Slacklining
  • Extreme Sports
  • Shooting projectiles or using weapon facsimiles

What will Risk Management and Safety do once an Event approval request is submitted?

Risk Management and Safety will assess your Event and, absent unacceptable risks or legal barriers, notify you of its approval with specific conditions intended to protect participants and the university. It is critical that Event organizers follow the requirements that will be sent with conditional approval. Risk Management may also seek additional information to clarify the scope of the Event and the activities that will take place.

How long will the approval process take after submitting an Event Approval Request form?

Risk Management generally requires two weeks to process the request. Some Events may require a longer review depending on the details.

When will Risk Management and Safety require participants to sign a waiver?

Participants will be asked to sign a pre-participation liability waiver for Events that: (1) pose a significant risk of bodily injury or property damage and (2) are not required as part of an official university course or academic instruction or employment duties. 

Common examples of activities that pose a risk of significant injury or property damage include:

Running races, bike rides, water activities (swimming, slip n slide, etc.), ax throwing, spikeball, 9-square, volleyball, etc.

Do class field trips need Risk Management and Safety approval?

No. Field trips that are part of credited courses and where attendance is required by the class do not generally need Risk Management and Safety approval. However, it is strongly encouraged that departments purchase field trip insurance prior to all field trips. Requests for field trip insurance can be made at risk.byu.edu/insurance.

How do BYUSA Clubs or Student Academic Association activities receive approval from Risk Management and Safety?

Generally, BYUSA Clubs and Student Academic Associations are approved for regularly scheduled meetings at the beginning of each academic year through the process outlined in the BYU Clubs and Associations Policy. When wanting to hold an Event outside their normally scheduled meetings, Club or Association leaders must submit a request at clubs.byu.edu. When warranted, those requests are also sent to Risk Management and Safety for review. If Risk Management and Safety requires pre-participation waivers, a separate Event Approval Request form will be required.

What does BYU Risk Management and Safety require for bounce house or inflatable type activities?

Bounce house and/or inflatable type activities (where the design of the bounce house or inflatable is intended for individuals to jump on, climb on, or get inside of) may be approved by Risk Management and Safety under the following conditions:

1. The bounce house or inflatable is provided (and preferably operated) by a reputable outside vendor;
2. The vendor has submitted proof of insurance satisfactory to Risk Management and Safety; and
3. Participants must sign a pre-participation liability waiver that acknowledges and accepts the risks of participation.

Are there specific considerations if an Event includes minors (under 18 years old)?

Yes, Events that include participants or volunteers that are minors (under 18 years old) must follow the BYU Minor Protection Policy. For questions regarding that Policy or the participation of a minor in an Event, please refer to minorprotection.byu.edu or call Risk Management and Safety at 801-422-4468.

What if an injury occurs to a participant during an Event?

Injuries should be reported promptly to Risk Management and Safety at incident.byu.edu. Risk Management and Safety will review the report, determine if further information is needed, and follow up with the affected individual. For further questions regarding injuries, please contact the BYU Claims Manager at 801-422-1203.

What is required for drone flights?

All drone flights must be approved by Risk Management and Safety. For more information, please refer to the Unmanned Aircraft System Permit information found at risk.byu.edu/ehs/unmanned-aircraft-system-permit.

What are the requirements for outdoor tents at an Event?

Tents that are 200 square feet or more need to be approved and permitted by Provo City Fire Department. Usually, the approved off-campus vendor setting up the tent will obtain the permit. A copy of the city-issued permit must be provided to Risk Management and Safety prior to the Event taking place. Contact the vendor to verify that a permit will be obtained. E-Z up (pop up) tents are allowed but must be properly weighted (recommended weight for a 10X10 foot tent is 40 pounds per leg of tent). A permit may be necessary if your tent area exceeds certain fire code requirements. Contact the University Fire Marshal at (801-422-6880) for more information.