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Risk Management and Safety

Events Frequently Asked Questions

Table of Contents

What does Risk Management need to approve for an event?
How long will the approval process take after I submit an Event Approval Request Form?
What activities and games are approved by Risk Management?
What if my event includes a sport, competitive, or contact activity?
What classifies as a "vendor"?
How are contracts with vendors handled?
What should I know about serving food at my event?
My event isn't at BYU. How should we travel?
Are there special requirements for minors (under 18 years old)?
What if my event includes a drone?
I want to set up a tent for my outdoor event. What are the requirements?

What does Risk Management need to approve for an event?

  • Fire dancers
  • Vehicle displays
  • Animals on campus
  • Drone flights
  • Pyrotechnics (fireworks)
  • Catering
  • Tents
  • Flame effects (open flames)
  • Food trucks
  • Crowds of significant size

Involves or requires contracts that have any language related to the following:

  1. Insurance clauses - Language that requires either party to provide evidence of specific types or levels of insurance coverage to the other party, and sets forth insurance terms and conditions, such as cancellation, additional insured, waiver, and so forth
  2. Liability clauses - Language that assigns or transfers liability to one entity or another and that specifies the damages that one party will be obligated to provide to the other under terms and conditions stipulated in the contract/agreement
  3. Hold harmless or indemnification clauses - Language that requires either party to compensate the other party and/or hold harmless the other party (or each other) for any harm, liability, or loss arising out of the contract/agreement
  4. Mutual release clauses - A general release tailored for use when both parties claim that each other is to blame for the injuries or damages that they have suffered
  5. Waiver of subrogation clauses (including mutual waiver of subrogation) - A contractual provision where one party agrees to limit the rights of its own insurance carrier to sue or collect from a more responsible third party

Examples of activities or events that would require review and approval from Risk Management include:

  • Any run/walk event; 5k, 10k, half and full marathon, etc.
  • Activities with minors (participants under the age of 18)
  • Archery
  • Athletic or sporting activities
  • Blood typing
  • Bounce houses or inflatables
  • Bubble balls
  • Cave diving or spelunking
  • Climbing walls
  • Field trips
  • Foam soap and bubble activities
  • Hiking
  • Horse riding
  • Hover boards
  • Human tissue sampling
  • Ice climbing
  • Inline/roller skating
  • Ice skating
  • Longboarding/skateboarding
  • Martial arts
  • Mountaineering
  • Obstacle Courses
  • Off-campus travel
  • Overnight activities
  • Pie throwing
  • Pillow fights
  • Racing
  • Rallying
  • Rappelling
  • Re-enactment battles
  • River rafting
  • Rock climbing
  • Sailing
  • Scuba diving
  • Shooting
  • Skiing/snowboarding
  • Snowshoeing
  • Surfing
  • Sword fighting
  • Triathlons
  • Tug-O-War
  • Urban Acrobatics
  • Vehicle test drives
  • Water activities (including dunk tanks, splash and dash, water balloon activities, water slides, and water fights)
  • Weight lifting

Due to the excessive risk involved, BYU prohibits the following types of activities:

  • Bungee Jumping
  • Mechanical Bulls
  • Parkouring
  • Slacklining
  • Extreme Sports
  • Shooting Projectiles

Please direct any questions about activity or event requirements to Risk Management at ext. 801-422-4468.

How long will the approval process take after I submit an Event Approval Request Form?

Risk Management requires two weeks to process the request. Some events may take longer to process depending on the event details.

What activities and games are approved by Risk Management?

Risk Management will evaluate and approve each activity or event on a case by case basis. Activities and events are evaluated for any element of inherent danger or potential harm to the participants. Other factors that are considered include: insurability, reputational risk, previous history of injuries, codes, regulations, laws, etc.

The following is a sample, non-exhaustive list which is meant only to illustrate a variety of activities and events which (i) involve elements of inherent danger or other potential risk of harm to participants and (ii) require participation waivers:

5k runs, paintballing, climbing walls, inflatables slides, bounce houses, water activities, dunk tanks, water slides,
athletic events, sporting activities, skiing, racing, vehicle test drives, blood typing, human tissue sampling, pillow fights, re-enactment battles, urban acrobatics, archery, sword fighting, rappelling, climbing, sailing, horse riding, hiking, mountaineering, scuba diving, longboarding, ice climbing, cave diving, inline skating, rallying, foam activities, summer camps for minors, triathlons, etc.

Mechanical bull riding, slacklining, parkouring, bungee jumping, extreme sports, and shooting projectiles are examples of prohibited activities.

What if my event includes a sport, competitive, or contact activity?

All sporting, competitive, or contact activities must be approved by Risk Management. Event organizers of sporting, competitive, or contact activities must abide by the BYU Concussion and Head Injury Policy.

If applicable to your event, Risk Management will send you the Assumption of Risk and Release of liability Waiver form as soon as possible after you submit an Event Approval Request Form, or Campus Scheduling Event Form. All original, signed waivers must be returned to Risk Management within one week after the date of your event. Both electronic and paper copies of waivers will be accepted. If your event requires a paper copy the original signed copies must be returned to 104 RMB. Electronic copies are automatically sent to Risk Management once signed and submitted.

What classifies as a "vendor"?

A “vendor” is defined as a business entity or person who wishes to provide goods or services to the university. Note: As a word of caution, a verbal contract may carry the same weight as a written contract and could also be subject to a claim for breach of contract.

How are contracts with vendors handled?

When BYU departments and organizations enter into contracts or agreements with vendors, for the purpose of special events or activities, one of the following provisions shall apply:

  1. When a contract is presented by a vendor, whether written or verbal, the contract must be reviewed by Risk Management for the following elements:
    1. Insurance provisions, including any inverse insurance requirement. (Inverse insurance refers to any requirement for BYU to insure the vendor.)
    2. Liability language
    3. Indemnification language
    4. Mutual Release
    5. Waiver of subrogation
  2. When a written contract or agreement is not presented by a vendor, one of the following may apply:
    1. The implementation of an “Assumption of Risk and Release of Liability” waiver, whether for activity participation or equipment use, or
    2. The use of the BYU “Independent Contractor Agreement of Ownership and Nondisclosure Agreement” (Long-form Contract) found here.

Please see the Legal Documents Policy

All off-campus vendors must be approved by Supply and Logistics Management. Please contact their office for approved vendors and caterers, or to request a vendor to be approved. For information on inflatable vendors (bounce houses, etc.) please contact Risk Management at 801-422-5779.

What should I know about serving food at my event?

When food is being served, event organizers must coordinate with BYU Dining Services to ensure that all local health codes, standards, and regulations are met. Please refer to the Catering and Food Distribution Policy. If an off-campus food vendor/caterer is being used, this vendor must be on the List of BYU-Approved Caterers.

My event isn’t at BYU. How should we travel?

The use of personal vehicles for BYU related work or travel is strongly discouraged and should be avoided. Event organizers are encouraged to use BYU fleet vehicles with certified drivers or commercial transportation.

Are there special requirements for minors (under 18 years old)?

All faculty or staff involved with the supervision of an event involving minors need to ensure that all applicable Child Protection policies and regulations are being met. Organizers must contact Lisa Mortensen and work with her to ensure that all child protection regulations are followed. Lisa Mortensen can be reached at 801-422-3397 and lisa_mortensen@byu.edu

What if my event includes a drone?

All drone flights must be approved by Risk Management. Please see the following page for more information: UAS Permit.

I want to set up a tent for my outdoor event. What are the requirements?

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 prior to the event taking place. Contact the vendor to verify that a permit will be obtained. Contact the University Fire Marshal at (801-422-6880) for more information. E-Z up (pop up) tents are allowed but must be coordinated through the University Fire Marshal. A permit may be necessary if your tent area exceeds certain fire code requirements.