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Student Organization Risk Management Considerations
  • Determine any security related needs related to the event (Police & Public Safety, UES Event Management Staff, Medics)
  • Check that you have appropriate supplies and equipment – e.g. walkie talkies, bullhorns, umbrellas, orange cones, first aid kit
  • Does anything need insurance, inspected, or a waiver to participate?
  • What kind of vehicle access is needed for vendors & attendee parking?
  • Crowd Management
    • What is your event space capacity & how are you tracking that?
    • How are you managing traffic flow, with potential lines or large crowds?
    • Make sure entries & exits are marked and secured, & any perimeters secured if the event is ticketed or limited in capacity
    • Make sure there is sufficient lighting inside rooms for events where the main lights are off
    • Ensure your event is accessible for individuals with any mobility concerns
  • Is your event open to the public, may draw interest from media, or host any high-profile individuals?
  • Remind everyone of their role should there be an emergency:
    • Who manages crowd/attendees, who manages vendors, who alerts campus authorities
    • Create an Emergency Contact List and have volunteer cell phone numbers
  • Fire
    • Identify where all Fire Pull and Fire Extinguishers are located in a venue
    •  Review Designated Rally Points
  • Severe Weather: Rain, Tornado, Lightening
    • Identify Severe Weather Shelter Zones in advance
  • Active Shooter: Run, Hide, Fight
  • Unruly participants
    • Who determines when behavior is disruptive? If someone doesn’t leave voluntarily when asked, what next?
    • Try to remain calm, don’t confront someone 1-1
  • Medical Emergency: Is anyone First Aid or CPR trained? Call 911 or 704-687-2200 or use the Live Safe app
  • General awareness of and adherence to all laws & relevant University policies
  • Signing Contracts - while you may be signing something for your student organization, most student organizations are not individual legal entities, so the individual who signs something is ultimately personally responsible when you sign something
  • Financial Management
    • Who has access to off-campus bank accounts?
    • What is your check & balance system for approving transactions and auditing/monitoring financial accounts periodically?
    • Since student organizations are not legal entities of UNC Charlotte, they cannot use UNC Charlotte tax exempt status or other financial benefits reserved for the University for their organization.
  • Reputational risk – Who has access to post to your social media accounts & are passwords shared with multiple individuals?
  • Use of Trademarks - any UNC Charlotte logos or wording needs approval from the Trademark & Licensing office to be used for a student organization and must adhere to University brand standards
  • Minors on campus - if you are interacting with students who are under 18 years old, it requires background checks and additional training, plus approval from the University Risk Management Office
  • Since student organizations are not legal entities of UNC Charlotte, the University's insurance policies and the protections provided by governmental immunity do not apply to their activities. Student organizations are prohibited from using the University's Certificate of Coverage to satisfy any contractual insurance obligations.
  • Review University Anti-Hazing resources to ensure your organization is not engaging in any activities that are defined as hazing
  • The state of North Carolina has specific laws about what is permitted and not permitted related to gambling & raffles