Managing risks at athletic tournaments

Athletic tournaments and camps are common at school locations. Not only does such an event provide the school with an opportunity to encourage athletic competition, and it could also be a significant fundraiser for the specific program hosting it.

Of course, these events carry a certain amount of inherent risk, which you will need to anticipate. Here, CM Regent goes over some of the biggest risks associated with these events and fundraisers.

Obtaining the correct documentation

If anything were to happen at the event (including injury, illness, assault or any other such incident), you want to make sure all the entities involved have the right permissions and insurance. Before hosting a tournament or camp, you should obtain:

• A facility use application, whether the building is being used by an inside or outside group. The application will detail the responsibilities of the hosting organization and give permission to use certain parts of the building.
• Certificates of insurance from the event’s organizer. This verifies that the organizer has appropriate insurance limits to cover any potential incidents.
• Permission slips signed by the parents or guardians of all participants under age 18. In addition to releasing liability for any injury or other incident, these slips should include emergency contact information for each child. Participants over 18 years of age should be required to sign a waiver. Both forms should be approved by your legal counsel.
• Verification from athletic sports officials. Some states consider all athletic sports officials to be independent contractors. Because of this, they should be required to show proof of liability insurance coverage. You can consult with your legal counsel to draft contract language that reduces workers’ compensation exposure for independent contractors.

Classifying coaches, volunteers and officials 

As you plan your event, you should identify exactly what role coaches, volunteers and other officials will be playing. For example, the same person could be acting as a coach, as a staff member supervising the event, or as a volunteer. Depending on the role of each individual, you can assess whether you need to obtain additional certificates of insurance. You also may need to provide training regarding school policies for the volunteers.

Conducting background checks

While your school’s coaches and staff members have likely undergone background checks, you may need to obtain clearances for any personnel outside your school staff who will have unsupervised access to participants. You want to make sure you are protecting both your athletes, and those who are visiting your facility for the day, by not exposing them to dangerous individuals.

Providing security

There may not be as much security during a tournament or camp as there would be during the school day, but you should still be taking steps to protect both athletes and spectators. It is recommended your school’s security personnel be present. Third-party security contractors should be vetted and comply with the school’s adopted policies.

 Assessing the need for athletic trainers or medical staff

All public events need trained medical personnel on site. You should have a written plan for how you will manage medical incidents, both large and small. Also, consider scheduling, as most sports and activities do not end at an exact time. This would mean not expecting the medical coverage personnel to move from one sport/activity to another.

Screening for food allergies

If you will be providing food and drinks for participants or spectators, you will need to have all nutritional information available to account for allergies. Additionally, each school or entity taking part in the event should be able to produce information about emergency measures, such as an Epi-pen.

Practicing proper food hygiene

Anyone working at the concessions stand should be practicing proper food hygiene, including tying hair back, using plastic gloves and cooking food to proper temperatures. An individual who possesses a recognized food safety program certification should oversee all concessions stand operations.

With proper preparation, you can be ready for just about any occurrence at a tournament or camp and protect your school from a potentially costly lawsuit.

Check out resources here for more risk control considerations regarding special events.