What Is a Risk Assessment?
Every club activity carries some level of risk. A risk assessment helps your club think ahead, plan responsibly, and show that it is prepared to manage foreseeable problems.
Risk management is not about preventing clubs from holding interesting events. It is about identifying what could go wrong and putting reasonable measures in place so the activity can proceed as safely as possible.
The Basic Process
1. Describe the Activity
Provide a clear description of:
- What will happen.
- Where and when it will happen.
- Who will participate.
- How many people are expected.
- What equipment, food, travel, or external services will be involved.
- Who will supervise or manage the activity.
2. Identify the Hazards
A hazard is anything that could cause injury, illness, property damage, financial loss, disruption, or harm to the club’s or University’s reputation.
Consider the people involved, the location, physical activities, equipment, transportation, food, weather, accessibility, and what could happen if the original plan changes.
3. Consider Likelihood and Impact
For each hazard, consider:
- How likely is it to happen?
- How serious could the consequences be?
- Who could be affected?
- Is the risk greater because of the location, activity, equipment, or participants?
A risk that is unlikely but could cause serious harm may still require significant controls.
4. Put Controls in Place
Controls are the steps used to eliminate or reduce risk. Depending on the event, these may include:
- Changing or removing a hazardous activity.
- Selecting a safer location or piece of equipment.
- Establishing participant limits.
- Providing appropriate supervision.
- Using trained or qualified operators.
- Requiring protective equipment.
- Preparing emergency and communication procedures.
- Obtaining waivers, insurance, permits, or additional approvals.
- Developing an alternative plan for weather or other disruptions.
5. Assign Responsibility
Every event must have a Primary Event Organizer who is a current club member, manages the event, and remains present for its entire duration.
For larger events, assign specific people to supervise activities, manage entrances, monitor equipment, respond to emergencies, or communicate with the venue.
6. Submit the Event and Required Documents
Create the event in Clubs Den and answer all risk-management questions accurately. LUSU will determine whether additional forms or Lakehead University review are required.
If the activity, location, attendance, equipment, food, or other important details change after submission, update LUSU before proceeding. Approval applies to the event as reviewed—not to a substantially different event.
Events That May Need Additional Review
Examples include:
- Sport, recreation, physical-contact, or competitive activities.
- Outdoor, water-based, travel, or field-trip activities.
- Activities requiring protective equipment.
- Events using vehicles or taking place near vehicle traffic.
- Activities involving unusual, motorized, gas-powered, or potentially hazardous equipment.
- Events involving propane, combustible materials, fire, or specialized equipment.
- Large or unusual audio systems.
- Events with outside caterers, potlucks, food trucks, or public food service.
- Licensed events involving alcohol.
- Activities involving minors.
- Events outside regular campus operating hours.
- Events held in spaces not normally used for the proposed activity.
- Off-campus events involving contracts, venue insurance requirements, or external organizations.
This list is not exhaustive. When uncertain, include the information in your Clubs Den submission and ask LUSU before making commitments.
Deadlines for Special Events
Events requiring special authorization or approval must be submitted at least:
- 20 business days in advance for Thunder Bay events.
- 30 business days in advance for Orillia and Barrie events.
Events requiring extensive coordination, specialized equipment, contracts, catering, insurance, or multiple approvals may require more time.
Insurance
Official club events may be eligible for coverage through LUSU when the required event submission, risk assessment, and approvals have been completed. Coverage is not automatic and should not be assumed.
An off-campus venue may require a certificate of insurance. Contact LUSU Clubs before agreeing to insurance terms or signing a contract.
LUSU insurance does not cover rental vehicles. Clubs renting a vehicle should obtain the appropriate coverage through the rental agency.
Need help assessing an event? Contact clubs@lusu.ca.