Events

In order to assist students and employees planning activities and events on the Bentley University campus, Risk Management developed a process to evaluate risk. For each new event and activity, this process should be used to ensure that the event/activity gains formal approval, risks are assessed and the Director of Risk Management and Financial Policy, is consulted, if necessary.

The purpose of this process is to establish a framework for evaluating "risk" as it relates to campus activities and events. It is a framework only, as each activity and event has unique characteristics that call for individualized assessment and judgment to evaluate the potential risks posed thereby. Risk Management is the primary resource to be utilized for assistance in evaluating risks posed by campus activities and events. Please note that events that recur on a regular basis for which clear policies and practices to address the risks posed thereby have been implemented do not have to be taken through this process, unless a risk modifier not previously present is added to that event. The process to be followed under this is set forth below.

Any questions about this guide should be directed to the Director of Risk Management and Financial Policy.

Process

Step #1

Types of Events: Select the type of event or activity that you are planning, in order to determine the primary risk level:

Event/Activity Description	Primary Risk Level

		Low	Moderate	High
Students	Athletic Events (Contact)			✓
	Athletic Events (Non-Contact)		✓
	Eating and Beverage Consumption Contests		✓
	Concerts	✓
	Fundraisers		✓
	Rallies, Debates, and Panel Discussions	✓
	Movies or Shows	✓
	Stress or Senior Week Activities		✓
	Dances and Parties	✓
	Speakers or Performers	✓
	Public Service or Volunteering Activities	✓
	Student Club Activities	✓
Alumni	Receptions and Dinners	✓
	Alumni Networking Events	✓
	Fundraisers		✓
	Rallies, Debates, and Panel Discussions	✓
	Athletic Events (Contact)			✓
	Athletic Events (Non-Contact)		✓
Faculty Staff	Receptions and Parties	✓
	Athletic Events (Contact)			✓
	Athletic Events (Non-Contact)		✓
External	Summer Camps	✓
	Theater Productions	✓
	Speakers or Performers	✓
	Athletic Events (Contact)			✓
	Athletic Events (Non-Contact)		✓
	Civic Events	✓
	Fundraisers	✓
	Wedding Ceremonies	✓
	Workshops and Seminars	✓
	Networking and Career Fairs	✓

Step #2

Checklist of Risk Enhancing Modifiers: Some risk "modifiers" can increase an event's risk. One or two items on this checklist pertain to an event, the risk in Step is #1 is elevated to the next level. If three or more items on the checklist pertain to an event, a Low risk from Step #1 is elevated to High risk.

#	Risk Enhancing Modifier Questions
1	Alcohol is being served, consumed, or sold
2	Transportation is being provided by the University
3	Personal vehicles are being used for transportation to an event
4	Large vehicles are coming onto campus for an event (e.g., trailer)
5	The event is being held off campus
6	The crowd size is greater than 500 people
7	Security is warranted due to crowd control danger from free and uncontrolled admission to the event
8	Third parties involved in this event lack insurance coverage
9	As part of this event, a third party has required that the college sign a contract or waiver of liability
10	Pyrotechnics or fireworks are being used for this event. If so, a low or moderate risk is elevated to high
11	Animals are being used for the event
12	Bentley is renting equipment for the event
13	There is domestic or international travel for faculty, staff, or students involved
14	International venues are associated with the event
15	There is a risk of personal injury. If so, a low or moderate risk is elevated to high
16	Minor children are involved in any activities
17	Minor children are staying overnight on campus
18	Food is provided by a non-licensed vendor

Step #3

Risk Matrix: Based on the results from Step #1 and #2, please find your risk rating below:

	Risk Matrix
Low	Low risks usual to the activity or event are generally accepted by all participants and/or involve no special considerations. The strategy is generally to accept the risks associated with the activity and to manage those risks as much as possible. It is okay to proceed with approval from your Manager or Director.
Moderate	A moderate risk activity/event generally involves some risk factors that are greater than those reflected in the low-risk category, however, the risk is not excessive or extreme and is within reasonable limits; often infrequent. Strategy should be to reduce risks by implementing controls where possible. It should be submitted to your Director for approval. The Director will assess the need for review by the Director of Risk Management and Financial Policy.
High	High risks can involve possible personal injuries, property damage, and/or negative financial implications. High risk events cannot be approved without the prior authorization from Risk Management and the General Counsel.

Qualifications

In order to receive authorization to operate a university motor vehicle, an employee or student must:

Possess a current and valid United States driver's license issued by the Department of Motor Vehicles from his/her state of residence or the District of Columbia for at least three years (International driver's licenses are not acceptable).
All students driving an insured vehicle (owned or leased by the University) must be 18 years of age or older. The rental company used by Bentley University requires students to be at least 21 years of age to rent a vehicle.
Fall within the "approved" or "approved on probation" status on the driver acceptability guidelines after an RMV driving background check is complete.
Students must successfully complete the university's safe driver training program.