Nonprofit Risk Management 

Tip of the Month - August 2008

Safety at Special Events that Include Families and Children

Summer fun? How about an Employee Appreciation Day or a Family Fun Fair for staff and volunteers? When your nonprofit is planning a special event, the inherent risks may be completely different from the nonprofit’s day-to-day activities. Nonprofit leaders should exercise care when planning any off-site event, especially those that include employees’ families. Every effort must be made to plan events that are safe for all ages. Strenuous outdoor games and outdoor venues where there is no shelter from the sun should be avoided. The possibility of a child becoming separated from the group and harmed through accidental or intentional conduct must be considered. Consider the practical steps you can take to prevent harm from occurring at your special events. In planning the event, the organization should create an environment where the events are age-appropriate and physically safe for kids of all ages. The nonprofit should make sure that there are first-aid supplies on hand, including a bee sting kit, as well as extra ice, plastic bags and a cell phone. The program could incorporate a “buddy-system” requiring the presence of two adults for any activities that involve young children and plan for all activities that involve young children to be conducted in open or visible areas. If the nonprofit is renting space for its event, the rental agreement should specify which entity’s insurance coverage, the nonprofit’s or the host’s is responsible for injuries or accidents resulting from unsafe conditions. Have fun, but be safe!

About the Nonprofit Risk Management Center:  The Nonprofit Risk Management Center (NRMC) was established in 1990 to provide assistance and resources for community-serving nonprofit organizations. As a nonprofit, the Center is uniquely positioned to both understand and respond to questions with practical, affordable suggestions for controlling risks that threaten a nonprofit’s ability to accomplish its mission.

NRMC's mission is to help nonprofits cope with uncertainty. We offer a wide range of services (from technical assistance to software to training and consulting help) on a vast array of risk management topics (from employment practices to insurance purchasing to internal controls and preventing child abuse). We do not sell insurance or endorse organizations that do. Look to the Nonprofit Risk Management Center’s regional meetings, monthly Webinars, and online Risk Management Classroom for additional training at www.nonprofitrisk.org.

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