Forms Are One Part of Risk Management
Depending on your event, LUSU or Lakehead University may require additional forms, waivers, consent documents, insurance information, or approvals.
A waiver does not replace careful planning, appropriate supervision, or an effective risk assessment. It is an additional measure that may be required after the risks of an activity have been identified and reduced as much as reasonably possible.
How to Find Out What Your Event Requires
- Create your event in Clubs Den as early as possible.
- Provide complete and accurate information about the activity, location, participants, equipment, travel, food, and any external organizations involved.
- LUSU will review the submission and identify any additional requirements.
- Complete and return the required documents.
- Wait for confirmation that the event is approved before proceeding.
Do not create your own waiver, change a Lakehead University template, or decide which legal form applies without direction from LUSU or Lakehead University Risk Management.
Risk-Management Forms and Resources
The LUSU Clubs Handbook identifies the following Lakehead University resources. Not every form is required for every event.
Special Events on Campus
The Risk Management Planning & Approval Form for Special Events On Campus may be required for events involving unusual activities, equipment, locations, or other significant risks.
Special Events On Campus Form and Instructions
Special Events off Campus
An off-campus event may require the Risk Management Planning & Approval Form for Special Events Off Campus.
Special Events Off Campus Form
Field Trips and Off-Campus Activities
Trips, outdoor activities, travel, and activities away from campus may require a field-trip risk assessment, waiver, informed-consent document, or other travel documentation.
Field Trip Risk Management, Waiver and Consent Resources
Lakehead University generally distinguishes between:
- Waivers, which may be used when participation is voluntary.
- Informed-consent forms, which may be used when participation is required.
LUSU or Lakehead University Risk Management will confirm which document, if any, applies.
Recreation and Sport Activities
Recreation Clubs and Sport Clubs may be required to complete additional athletic risk-management forms and participant waivers. Include complete details about the activity, level of physical contact, equipment, venue, supervision, and participant experience in the Clubs Den submission.
Food and Outside Catering
Events involving potlucks, bake sales, barbecues, outside caterers, food trucks, or food prepared outside Lakehead’s approved food-service system may require a low-risk food waiver or an alternate food-provider application.
Lakehead Non-University Food Services Requirements
Food approval is separate from the general event submission. Do not bring outside food onto campus until the required food-service approval has been received.
Travel and Rental Vehicles
Off-campus travel may require additional risk-management or insurance documentation. The Lakehead Risk Management resource list includes Basic Insurance and Other Risk Management Guidelines for Travel Off-Campus.
LUSU insurance does not cover rental vehicles. If your club rents a vehicle, obtain the appropriate insurance through the rental agency and include the travel details in your event submission.
Lakehead Risk Management Forms and Resources
Certificates of Insurance
An off-campus venue may ask for proof of liability insurance or a certificate of insurance. Do not request or create this document yourself.
Contact LUSU Clubs with the venue’s requirements. LUSU can determine whether the event is eligible for coverage and arrange the appropriate documentation after the required event review and risk assessment have been completed.
Handling Signed Forms
Waivers and consent forms contain personal information. Follow the storage and retention instructions provided by LUSU or Lakehead University. Do not post completed forms publicly or leave them in an open club folder.
Questions about forms or waivers? Contact clubs@lusu.ca.