On- and Off-Campus Events

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 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:
   • Physical risks (injury, death, travel, food-related illnesses, etc.)
   • Reputation risks (the reputation of your officers and members, the reputation of the whole organization, the reputation of the University)
   • Emotional risks (the emotions of your members, reactions of participants or attendees, sensitive subject matter, potential controversy, etc.)
   • Financial risks (cost reduction, proper budgeting, etc.)
   • Facilities risks (the safety of the facilities for your participants or attendees, the maintenance and clean-up of the facilities, etc.)
3. Before you contacting Office of Student Life, ask yourselves the following questions:
   • What is the purpose/goal of this event—fun, fundraiser, publicity, group cohesiveness or some combination of these?
   • What do you want to achieve by having this event; and who will attend the event, and why?
   • Is there a need/interest for it on campus or in the community?
   • Do you have enough people and resources to organize the event?
   • Is there enough time to organize the event and for publicity items to be created and distributed so that it will be effective?
   • Have you spoken with anyone in Risk Management and/or the General Counsel Office?

If you are able to answer these questions satisfactorily, then it is time to contact the Office of Student Life. All student events at YU are to be coordinated by the Office of Student Life.

The Events Office will help you pull together the location, equipment, logistical support and publicity to pull off your event or activity.

University-Sponsored Events: On-campus events such as lectures, conferences, fundraisers, luncheons, meeting, conferences, concerts, etc., that are sponsored by a University department are to be reserved through the Events Office. A YU email address and GL Number is required.

Student-Sponsored Events: All student-sponsored events are to be coordinated through the Office of Student Life. The staff of Student Life will work directly with the Events Office.

Non-University Events: For all meetings, conference, auditoriums, event requests, etc., please contact the Events Office at 212.960.0189 or email events@yu.edu. University space is limited and not always available for non-University Events.

• A minimum of fourteen (14) business-day notice is required for meeting and conference rooms with fewer than 200 attendees
• A minimum of 30 days prior to the event is required for multipurpose and auditoriums space with attendees in excess of 200

Keep in mind that some events that appeal to an organization may be prohibited by University policies or have very specific guidelines for implementation. Timely advice on campus policy and procedures and completion of necessary paperwork for approvals and permits will help you avoid frustration, delays and/or cancellations.

All parties (internal, external and student groups) interested in hosting a meeting/ event on campus are expected to follow the Campus Event Guidelines in order to preserve and enhance the primary function of the facilities, which are teaching, learning, student development and public service. In order to preserve and enhance these primary functions, the use of Yeshiva facilities for external groups will be limited to those entities with similar values and vision.

No outside food will be allowed. All catering must be order through YU Food Service Department.

If you are planning an event that includes alcoholic beverages, you must advise the Events Office at the time of scheduling the event or activity. Please be advise that prior approval from the Risk Management Department and the Office of General Counsel is require in order to have alcohol at any event. Failure to get prior approval will result in immediate cancellation of said event.

YU will take reasonable precautions to assure the safe travel and environment for students, staff and visitors. The University maintains insurance coverage required by New York State law. This coverage is not all inclusive.

Prior to occupancy, users of the University space must provide evidence of adequate liability insurance coverage in the form of a certificate of insurance naming Yeshiva University all Subsidiaries and Affiliated Entities as an additional insured.

Non-University Parties Renting University Space for Their Event 

All Non-YU parties renting University space must provide evidence of liability insurance for the specified event. The policy should cover spectators and participants and should name the University as an additional insured. All documentation must be received by the Risk Management Department prior to the event or by the date specified on the User's contract.

Tenant User Liability Insurance Program (TULIP) 

Parties (internal and external) who do not carry liability insurance or need additional limits of liability may apply for Special Event Insurance through the Tenant User Liability Insurance Program (TULIP), if qualified.

A few examples of instances that may require additional insurance be purchased:

• Contracted artist/speaker cannot provide required insurance as stated on Performance Contract
• Event involves inflatable items, mechanical bulls or other party rentals
• Large recreational activity which involves the surrounding community members such as a 5-k walk/run, a triathlon or a sporting tournament
• Events that includes minors, individuals who are not members of the YU community and/or events where alcohol is served

The University currently utilizes URMIA TULIP Plus for obtaining Special Events Insurance. The site is a great source for a quick online quote. Insurance can be purchased online with a non-University-issued credit card, and Certificate of Insurance copies are submitted directly to the Risk Management Department upon purchase. You will need to complete a short registration and provide the institution code in order to obtain the proper required levels of insurance needed. Institution Code: 31971400.

For more information regarding how to purchase a TULIP policy, contact the Risk Management Department, 212.960.5400, ext 5340.

Yeshiva University requires that all members of the University comply with state and federal laws as well as University regulations related to drug use.

If you are planning an event that includes alcohol service, the event coordinator is responsible for reviewing the University alcohol policy and procedures. 

All events where alcohol will be served must comply with state laws and University policies applying to the sale and/or distribution of alcohol. Events involving alcohol, which take place either on or off campus must be approved by the Risk Management Department, Procurement Services and the General Counsel’s Office. 

If Alcohol Is Served: 

The caterer should also include Liquor Liability Insurance coverage of $2,000,000. Also, the caterer should obtain the necessary New York State Liquor License in order to be able to serve alcohol. Further, all caterers are required to meet the requirements of the New York State Workers Compensation law.

Food must always be provided and must be of substance (chips and dip are not sufficient)

1. Self-Serve bars are strictly prohibited at either on- or off-campus events and/or activities
2. There must be an identification checking process. Alcoholic beverages must not be provided under any circumstances to any person under the age of 21.
3. Identify a person(s) who will be responsible for the overall event oversight/monitoring
4. Alcoholic beverages must be served and/or consumed only in the area designated for your event

Related Documents and Policies

• Drug and Alcohol Policy
• Alcohol Policy For Graduate And Professional School Student Events

Yeshiva University has a No Smoking policy in all buildings.

1. Staff, Student and Volunteers: Background Screening must be completed on all those individual(s) who will be directly involved with minors, including volunteers. Contact HR to obtain consent forms for performing background checks on all students, staff and volunteers who will work with the minors.
2. Parents: Advise parents about activities and the potential risks of those activities. The parents or guardians should sign this form acknowledging their knowledge and consent for their children to participate in the activity; a full and clear explanation of the activity; any risks involved in participation; and any transportation involved. Be specific as possible in stating what is involved, the potential risks and the voluntary nature of participation.
3. Medical: Identify ahead of time or at registration any known medical issues to plan for and minimize related risks. Have parents complete a medical history form and a consent form authorizing the University to provide certain medical services if needed.
4. Incident/Injury: All incident and/or injuries must be reported to Campus Safety. Supervisors and counselors must be trained in emergency protocol. All efforts must be made to contact parents immediately after Campus Safety has been called. If a child is injured or is involved in an accident, immediately report this to campus security. A “Sick/Injury” report must be completed by security. Parents should also be immediately apprised of any accident. Steps should be taken to review the incident and make any needed changes to the physical space or activity to prevent further harm.
5. Transportation: Establish safe and orderly location for direct transfer of child from parent to staff. Have a clear protocol for who is in charge and what time parents may leave children and return to pick up. Locate and supervise drop off and pick up to avoid dangerous car-pedestrian conflicts. If a parent is delegating someone else to pick the child up, advance notice should be given in writing, stating the person’s identity and relationship to the child.
6. Supervision: Adequate supervision can mitigate many potential problems. Create a visible way of identifying staff including volunteers as well as the children, e.g., color coded t-shirts or large name tags.
7. Child Abuse: It is the public policy to protect children whose health or welfare may be jeopardized through physical abuse, neglect or sexual abuse. All members of the University have a legal responsibility to report abuse–whether it is witnessed, known, reported, alleged, suspected, etc. If you witness, suspect or receive a report of child abuse regardless of when the abuse occurred: (1) Remove the child from immediate harm (if the abuse is presently occurring). (2) Call 9-1-1 to report the abuse to local law enforcement.
8. Prevention: Steps in preventing child molestation include training all staff to recognize the warning signs, conducting background checks and following up promptly on complaints, concerns and rumors. Other practices include having two adults present at all times, encourage the buddy system (2 minors working together). Staff and volunteers should have no direct electronic contact with minors.
9. Accessibility: When planning events/activities on campus, it is important to plan for individuals with disabilities who may attend the event. This should include accessible parking, pathways, restrooms and appropriate access for individuals who may have visual, auditory or mobility impairments.
10. Prohibited Areas: There are some areas of the University that are inherently dangerous and/or hazardous and are therefore considered a prohibited area to unaccompanied minors. Prohibited areas include but are not limited to: Laboratories and laboratory preparation areas and computer laboratories; Workshops, maintenance areas, scientific and technical work areas; Kitchens and other food preparation areas; any area where alcohol is served.

These guidelines applies to YU-sponsored activities and/or events within the United States. The Risk Management Department should be consulted regarding specific foreign travel plans related to insurance coverage, safety concerns, etc.

Each activity requires preplanning to demonstrate that conscious decisions are being made with respect to the reasonableness of risk. Proper planning will include consideration of potential issues and incidents such as accident, criminal activity, injury, illness, misconduct, natural disaster, theft, vehicle emergencies and weather. A successful event coordinator will complete the following pre-event steps:

1. List all activities and aspects of your event
2. Risk Assessment: comprehensively identify and assess the risks associated with each activity such as physical, reputation, emotional, financial and facilities risks associated with the event or activity
   1. Physical Risks (harm or injuries to the physical body, including death, travel, food-related illnesses, etc.)
   2. Environmental Risks (the safety of the facilities, things which may cause property damage or prevent the event from being held (bad weather, not enough space, lack of equipment or materials needed for the event, the maintenance the facilities, etc.)
   3. Reputation Risks (the reputation of the University, e.g., negative publicity, poor conduct or behavior at an event)
   4. Emotional Risks (the emotions and reactions of participants or attendees, sensitive subject matter, potential controversy, etc.)
   5. Financial Risks (cost reduction, proper budgeting, etc.)
3. Assign the appropriate group leader(s)
4. Develop thorough contingency and crisis response plans in case of emergencies
5. Background checks (mandatory when participants are minors) as well as MVRs
6. Determine if any particular skill level will be required for participation and arrange for the appropriate training (CPR, safety, first aid, driver, etc.)
7. Collect all signed waiver (Participant/Parental Informed Consent Release Waiver, Volunteer Agreements)
8. Timely coordination of all paperwork (contract/agreements insurance certificates etc.)

Group leaders who participate in University-sponsored events or activities are expected to adhere to the same standards of conduct in all activities associated with University-sponsored events as those expected of them in their on-campus activities. The group leader should have:

• Sufficient Knowledge of Area
• Detailed Agenda
• Complete YU Risk Assessment Form (Word)
• Detailed Itinerary
• Plan and Accommodate Special Needs
• Reviewed Permissible Conduct Guidelines
• Reviewed Emergency Preparedness
• If trip involves minors, please complete the United Educators online course Sexual Misconduct: How Teachers and Other Educators Can Protect Our Children

All participants are expected to comply with the University’s policies, rules and regulations and have an awareness of his or her personal safety while on or at any off-campus activity/event.

University faculty/staff have a duty to warn their students of any known hazards at the field trip site. University employees must exercise reasonable care to protect and supervise students while they are participating in a field trip conducted by the University. Communicate information to participants in advance about schedules, departure locations, route, rest and meal stops, lodging, emergency procedures, protocol for problems and rules of conduct.

All participants are responsible for their own behavior and any resulting consequences. The University shall not be liable for any loss, damage, injury or other consequence resulting from a participant's failure to comply with the University’s policies, rules and regulations, and applicable laws while under the supervision of the University’s employee(s) coordinating the event/activity.

The University’s insurance program does not provide personal health, auto, property or accident insurance coverage for off-campus activity participants. All participants and volunteers are responsible for personal medical costs or personal property losses incurred during their participation in the off-campus activity. The University strongly recommends participants have health insurance and personal property insurance.

Undergraduate students, regardless of age, are PROHIBITED from possessing or consuming any alcoholic beverage on University premises or at any student event (whether or not on University premises). If you are planning an event that includes alcohol service, the event coordinator is responsible for reviewing the University Alcohol Policy.  All events where alcohol will be served must comply with state laws and University policies applicable to the sale and/or distribution of alcohol. Events involving alcohol, which take place either on or off campus must be approved by the Risk Management Department, Procurement Services and the General Counsel’s Office.

If alcohol is served: 

The caterer should also include liquor liability insurance coverage of $2,000,000. Also, the caterer should obtain the necessary New York State liquor license in order to be able to serve alcohol. Further, all caterers are required to meet the requirements of the New York State Workers Compensation law.

At such events food must always be provided and must be of substance (chips and dip are not sufficient).

Self-serve bars are strictly prohibited at either on- or off-campus events and/or activities.

There must be an identification checking process. Alcoholic beverages must not be provided under any circumstances to any person under the age of 21.

Identify a person(s) who will be responsible for the overall event oversight/monitoring.

Alcohol is not permitted at any student athletic events (NCAA, NIT, NAIA and intramural student athletic events). 

Traveling and supervising minors on such trips significantly increases the duty of care and due diligence afforded to the running of these events. In cases of “high-risk” activities (e.g., surfing, kayaking etc.,) that involves minors, it is far more difficult to manage safely and requires a significant amount of responsibility on the group leaders to be alert at all times.

Guidelines for Planning Trips With Minors 

1. Prepare a Trip Plan. A trip plan must be prepared and retained in the school files for all trips. The plan must specify all information, including persons in charge, participating classes of students, lodging, activities and locations to be visited, the names of all adults taking part, details of departure and return, method of transportation and carrier. Other issues to consider during the planning of these trips:
   • Who will be responsible?
   • What level of supervision will be provided; will supervision be constant or only occasional?
   • Will supervisors have training in emergency response?
   • What communications methods will supervisors use in case of emergency?
   • Adequate ratio of staff to participants
2. Obtain signed parental permission forms for any minor students participating.
3. Put your request in on time. Register your trip/event plans with the General Counsel’s Office, Risk management Department and Procurement Services at least 30 days before the departure date. Once the trip/event has been approved, all forms must be filled out in their entirety and submitted together no later than fourteen (14) business days prior to the date of which you wish to travel.
4. Background screening must be completed on all those individual(s) who will be directly involved with minors. Background checks are conducted by an outside agency; therefore adequate processing time is required. The information obtained from a background check is only valid for the school year it is requested. Also, it is recommended that in addition to the background check that schools conduct sex offender registry checks for all employees.
5. Medical emergencies and contingencies should be included in planning for a trip. Adult supervisors should travel with first aid kits, telephone numbers for emergency services in the area, and emergency home contact numbers. Staff members who are chaperoning field trips are encouraged to carry a cellular phone in case of an emergency.
6. Discuss the potential risks and precautions with students in advance of the trip. Ask students to advise you of any special disabilities, problems or needs that may need to be accommodated.
7. Stress to students what is expected of them. Make sure they know meeting places and times, rest and meal stops, lodging, emergency procedures, protocol for problems, etc.

*It is the policy of the University that the use of alcoholic beverages and controlled substances is not permitted at any events or activities involving minor participants. 

It is the public policy of this state to protect children whose health or welfare may be jeopardized through physical abuse, neglect or sexual abuse.

New York State law requires that school officials, including but not limited to, teachers, guidance counselors, school psychologists, school social workers, school nurses or administrators to report any suspicions or evidence that a minor has been sexually molested or otherwise physically abused or neglected.  This means that all of us have a legal responsibility to report abuse—whether it is witnessed, known, reported, alleged, suspected, etc.

If you witness, suspect or receive a report of child abuse regardless of when the abuse occurred:

• Remove the child from immediate harm (if the abuse is presently occurring)
• Call 9-1-1 to report the abuse to local law enforcement
• Report the situation to your supervisor (unless the supervisor is the source of the abuse or neglect)

To avoid child abuse allegations:

• Avoid one-on-one situations without others in the area
• Encourage minimum 1 adviser: 2 children or greater ratio when mentoring 
• Encourage the child buddy system (2 minors or children working together)

Consider various types of emergencies to plan for including, but not limited, to the following:

• Theft or other crimes
• Participant or group leader behavioral issues
• Injury or death of participants or group leaders
• Communication device failure in remote locations
• Weather-related emergencies
• Auto accidents or breakdown
• Need to unexpectedly return home
• Create a crisis phone list, “who calls who” in the event of an emergency. Assign department employee(s) as the after-hours emergency contact.
• Train staff on responsibilities in the event of various types of emergencies. It is highly recommended staff engage in a trial crisis response activity.
• University faculty and staff should consider the proximity of personal, social and instructional activities in a field trip situation. Be aware of how the situation, setting and your personal conduct may be perceived by your students, and act accordingly
• Provide Group Leaders, General Counsel, Risk Management and other key persons with an up-to-date copy of the written plan for the activity/event

In case of an emergency while on a trip, seek assistance immediately. Notify YU Security Department as soon as possible. YU Security will notify the proper administrator. Make sure you leave a phone number where you can be reached.

Yeshiva University will take reasonable precautions to assure the safe travel and environment for students, staff and visitors. The University maintains insurance coverage required by New York State law. This coverage is not all inclusive.

A Certificate of Insurance from the facility the trip will be visiting must be on file with the Risk Management Office and Procurement Services prior to the trip. A Certificate of Insurance is also required from the company providing transportation.

University-sponsored events occurring at off-campus locations may be asked by the property owner for proof of insurance from the University. To request a certificate of insurance, please complete a Certificate of Insurance Request Form and forward it to the Risk Management Department by email along with a copy of the contract/agreement. Contact the Risk Management Department at 212.960.5400, ext. 6739 with any questions.

Non-University sponsors who do not carry liability insurance may apply for Special Event Insurance through the Tenant User Liability Insurance Program (TULIP). A Certificate of Insurance can be generated through this process.