Pre-Event Planning

The goal of the proactive risk management guidelines is to ensure that student organizations plan and host events where everyone involved has a safe and fun experience.  Risk management is the process of advising organizations of the potential and perceived risks involved in their activities, as well as supervising organization activities and taking corrective actions and proactive steps to minimize accidental injury and/or loss.

The Department of Student Activities offers the service of event planning reviews, in which your organization submits a Pre-Event Planning Form through the StuAct Online system, and the Risk Management team responds with relevant information and suggestions.  This form should be electronically submitted at least ten (10) business days in advance of your event to ensure a complete review.  In some cases, your organization may be required to submit the Pre-Event Planning Form (including but not limited to events involving travel, events involving alcohol, events requiring insurance, and cases in which your organization is seeking resources from our department).  To submit an Event Planning Form to the Department of Student Activities, please sign in to StuAct Online and locate the form link under "Resources" on your organization's homepage.  You can also directly access the Event Planning Form at http://studentactivities.tamu.edu/online/forms/preeventplanning/index.

The steps to proper pre-event planning are the following:

1. List all activities and aspects of your event.
2. Identify the risks associated with each activity or aspect.  Consider each of the following:
   a. Physical risks (injury, death, travel, food-related illnesses, etc.)
   b. Reputation risks (the reputation of your officers and members, the reputation of the whole organization, the reputation of the university)
   c. Emotional risks (the emotions of your members, reactions of participants or attendees, sensitive subject matter, potential controversy, etc.)
   d. Financial risks (cost reduction, proper budgeting, etc.)
   e. Facilities risks (the safety of the facilities for your participants or attendees, the maintenance and clean-up of the facilities, etc.)
3. Assess each risk for probability of occurrence and seriousness of consequences.  Refer to the Event Planning Matrix for a visual explanation of assessing your risks (linked in a document at the bottom of this page).
4. Make decisions about how to manage each risk identified in Step 2.  You can accept, modify, transfer, and/or eliminate each risk based on its assessment in Step 3.
5. Share your plans and risk management actions with the others involved in planning the event, and implement your event according to those decisions.
6. Assess the success of your event after its completion.  Document your evaluation information for next year’s officers.

More general information about event planning can be accessed at http://studentactivities.tamu.edu/risk/eventplanning. Finally, if you are unsure whether or not your activity qualifies as an "organizational event," ask yourselves the following questions:

• What is the purpose of the event? Does it relate to my student organization?
• Who will attend the event, and why?
• What resources are being used for the event? Is our organization providing any funding, marketing, etc. for the event?
• How is the event being publicized or communicated, both to the general public or campus community and to my organization's members?
• Would a reasonable person associate this event with my organization? Would the media associate the event with my organization?

If you have any reservations about these questions or have even a slight feeling that the event might qualify as an organizational event, it probably does. Err on the side of caution and plan for a safe event in compliance with the guidelines set forth for student organizations!

Travel

The Student Travel Rule applies when your organization is traveling to an event or activity located 25 miles or more away from the university and that activity is sponsored by the university, funded by the university, undertaken using a university vehicle, or undertaken under the scope of the organization.  For all in-state and out-of-state travel, the following procedures apply:

1. Your organization must submit a travel notification online to the Critical Incident Response Team (CIRT) within at least 48 hours of your event.  This form will request information about the logistics of your travel plans and the names, student ID’s, and emergency contact information of all traveling participants.  In the case of an emergency during your trip, staff members from CIRT will serve as your on-campus liaisons for crisis management.
2. Each traveling member must sign a waiver and release form that specifies the dangers associated with the organization’s trip.  You can adapt the standard form at http://studentactivities.tamu.edu/files/riskrelease.pdf or develop your own form in consultation with your advisor and the Department of Student Activities.

These two requirements are the minimum measures your organization should take to address the risks associated with travel.  We also strongly suggest developing behavior expectations for participants and emergency response procedures.  More information about general trip planning can be found at http://studentactivities.tamu.edu/risk/travel.  The SOFC also has resources for organizations needing funds specifically for travel expenses.

If your organization is planning an event involving international travel, you must plan far in advance with both the Department of Student Activities and the Study Abroad Programs Office.  Please note that undergraduates are not permitted to travel to foreign countries under a travel warning issued by the State Department (see http://travel.state.gov/travel/cis_pa_tw/cis_pa_tw_1168.html for a list of countries under travel warnings).   Please submit a Pre-Event Planning Form for your event, and staff members from the Risk Management team will respond for relevant procedures and advice.  The Study Abroad Programs Office will require an application for your organization’s event as well, and can provide your organization with helpful resources for your specific country of travel.

There are numerous options for transportation to your events.  Requirements, suggestions, and contact information for more assistance about using personal vehicles, university vehicles, commercial vehicles, charter buses, and airplanes can be found at http://studentactivities.tamu.edu/risk/transporation.  For instance, trainings may be required for certain modes of transportation, such as university vans.  Another example is that organizations using personal vehicles should ensure that all drivers have up-to-date licenses, insurance, and inspections, understand that they are assuming liability for all passengers, and have agreed to follow safe driving practices.

Events Involving Minors

A camp or enrichment program is a university-sponsored activity that has a participant group made up, in whole or in part, of individuals under the age of eighteen (18).  According to the university standard administrative procedures (see http://rules-saps.tamu.edu/PDFs/11.99.99.M1.01.pdf), camps and enrichment programs are subject to a special set of procedures for approval.  These procedures include background screenings for all staff and volunteers, safety and medical care provisions, general liability and accident medical insurance coverage, approval to charge through the SOFC, and incident reports.

The application for camps and enrichment programs must be electronically submitted through StuAct Online at least 6-8 weeks in advance of your event.  Along with your application, you will need to submit copies of your program budget, detailed itinerary, background screening information, medical notification letter, approval to charge forms, and waiver forms.  The camps application can be accessed at http://studentactivities.tamu.edu/online/forms/camps/index.

Food at Events

Any events involving the sale or distribution of food require a concessions permit from the Department of Student Activities, as explained in the “Publicity and Communication” section of this manual.  You should inform facility managers if you plan to have food at an event using their room or building.  The facility manager will work with Environmental Health and Safety to ensure that all food safety notifications are made. You will also need to submit a Food Distribution Form to Environmental Health and Safety.

If the food will be catered or prepared by a third party, such as a catering service or grocery store, you must ensure that the vendor has all necessary health permits and follow proper food handling procedures to distribute the items.  If the food will be prepared by your organization, you must apply for a health permit from the Brazos County Health Department at least seventy-two (72) hours in advance of your event.  The application fee is $55, and more information can be found at http://www.co.brazos.tx.us/health.

The information provided on http://studentactivities.tamu.edu/files/foodhandling.pdf covers food handling procedures for the food source, on-site food production, cold storage, meat preparation, ice, hand washing, three-compartment sinks, food contact surfaces, water, paper products, and floors.

Alcohol at Events

Student Rule Appendix VIII lists the procedures for student organizations hosting events where alcohol is present.  The most important policies are listed briefly below; please see http://student-rules.tamu.edu/append8 for a detailed list of procedures for having alcohol at your events.

1. The possession, sale, use or consumption of alcoholic beverages in public areas of the campus is prohibited.
2. No alcoholic beverage may be purchased with an organization’s funds.
3. Events involving the presence of alcohol must be closed events with a set guest list.
4. No members shall purchase for, serve to, or sell alcohol beverages to any minor, and the organization must take precautions to prevent underage serving of alcohol.
5. Organizations cannot enter into co-sponsorship agreements with an alcohol distributor, charitable organization, or tavern for events with alcohol.
6. Membership recruitment and new member activities must be alcohol-free.
7. Organizations cannot encourage “drinking contests” or other activities involving rapid consumption of alcohol, and non-alcoholic beverages and non-salty foods must be available as prominently as the alcohol.
8. Advertising for the event must not convey that consumption of alcohol is the purpose or reason for the event, promote that alcohol is a solution to personal or academic problems, or refer to the amount/quantity of alcohol.

Please see http://studentactivities.tamu.edu/risk/eventplanning/alcohol for more detailed information about how to host a student organization event where alcohol is present.

Contracts

Contracts are a binding agreement between two parties in which each gives something in return for something else.  Contracts will usually include a description of the services or product, background information, contract duration, definition of terms, party obligations, operative provisions, and enforcement provisions.  Student organizations are required to have their advisors review all contracts before signing with any vendors.  If the contract is for a service open to the campus community, such as a speaker or performance, the student organization is also required to submit the contract to the Department of Student Activities for a contract review.  This process involves multiple offices, and as such, we need your contracts at least 4-6 weeks in advance of the event.

As a recognized student organization, your organization is entitled to all of the rights and privileges associated with your recognition.  While you can use the university name, symbols, and funds, you cannot formally represent the university to third parties, as your group is not an employee or designated representative to enter into binding agreements on behalf of the university.  Therefore, it is recommended that you include a clause in the contract clarifying that you are entering the contract solely on behalf of the student organization.  Other key issues with contracts include the final execution of contracts, agreement between parties about the terms of service, validity of the signed contract, and fairness of the contract.  More information about these topics can be located at http://studentactivities.tamu.edu/risk/contracts. 

Insurance

Your organization may wish to purchase general liability or accident medical coverage to cover your members and/or high-risk events.  In contemplating insurance for your organization, you should consider what events your organization sponsors, the composition of your members, and any past incidents.  You may also be able to purchase insurance for specific events, such as camps or enrichment programs.  If your organization is affiliated with a local, national, or international organization, your chapter may have coverage under the overarching insurance policy.  Consult with your representative to find more information about your options.

When planning an event that involves a third-party service, you should find out details about the insurance covering that event.  Some companies should provide insurance coverage for events hosted by the student organization on campus property (such as inflatables or moonwalk companies), while others should provide insurance for events at facilities owned by the third party (such as hotels renting ballrooms for big events).

If you are considering purchasing insurance for your organization or for a specific event, please contact Cynthia Olvera on the Risk Management team at (979) 458-4371.

Crisis Management

While we do everything we can to prevent negative incidents, it is equally important to proactively plan for emergency response at student organization functions.  Intentional development of a crisis response plan prior to an event or activity and educating organization members about that plan and chain of command are crucial steps for effectively managing emergency situations.  Crisis response plans should include detailed plans of action for various situations, attention to medical needs, contact information for important parties, and crisis fact sheets or incident report forms.  All event planning officers or volunteers should have copies of the crisis response plan for their reference in case of an emergency.  For more information about managing crises, visit http://studentactivities.tamu.edu/risk/eventplanning/crisismanagement and/or meet with the Risk Management team.

Event Planning Resources

The Scheduling Office for Texas A&M University (http://scheduling.tamu.edu/) coordinates the reservation of all meeting and outdoor spaces on the university campus.  You can also find information about zones for Expressive Activity and information about reserving production equipment at the Scheduling Office web site.  A list of spaces available for reservation includes the capacity and arrangement of each area, as well as contact information for specific building proctors or department heads.  For information about the MSC relocation plan and student organization scheduling of space on campus, please see http://msclivingtradition.tamu.edu/Minutes/relocationguide.pdf.  

The Emergency Care Team (http://ems.tamu.edu/index.html) is a campus-based emergency medical service agency that responds to medical and traumatic emergencies on the campus.  University EMS offers its services to all students, faculty, and patrons on university property.  You can employ medics to be present at your student organization events, and should at least have the contact information for the University Police Department and Emergency Medical Services present during your events.

The Texas A&M University Police Department (http://upd.tamu.edu/) provides law enforcement and security services to all campus facilities in Brazos County.  UPD officers can also be hired to be present at specific events, and again you should at least have their contact information handy during events and activities of the organization.

The University Environmental Health and Safety Department (http://ehsd.tamu.edu/) provides services that promote a healthy and safe environment for the university community.  EHSD provides training in various safety issues, from general safety and fire safety to hazardous material shipping and occupational safety.  Most importantly, EHSD hosts the Texas A&M University Safety Manual on its website, and we strongly encourage student organizations to familiarize themselves with the safety suggestions and requirements listed.

Texas A&M University Transportation Services (http://transport.tamu.edu/) offers numerous services to student organizations, including special parking arrangements, charter buses, transportation setup for camps and conferences, and procedures and on-campus routes for marathons and races.

The Physical Plant (http://ppweb.tamu.edu/) provides services for utilities, water, pest control, emergency facility repairs, and landscape on the Texas A&M campus.  Student organizations work closely with the Physical Plant staff most often when reserving and utilizing campus green spaces, such as fields and parks.

The Department of Dining Services (http://food.tamu.edu/) offers catering services and other services for large group events and conferences.  The Campus Catering Office is located in Room 117 of the MSC.  Some campus facilities allow only Dining Services food during organizational events, including the Association of Former Students building, Reed Arena, and the Memorial Student Center Complex.

The rental of University Vans and other vehicles (http://studentactivities.tamu.edu/risk/vanrentals) goes through the Risk Management team in the Department of Student Activities.  Forms must be submitted at least five (5) business days in advance of your event, but we recommend a much earlier reservation to ensure that the vehicles are available for your use.  Information about required paperwork, charges and fees, and driver training is available on the Student Activities web site.

If you are planning an outdoor event, you may contact KBTX weather services at (979) 846-7777 or email weather@kbtx.com for local metereologists' latest updates and predictions about weather conditions in the Bryan/College Station community.  For the most up-to-date information regarding hurricane activity, http://www.nhc.noaa.gov provides nationwide predictions.