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Event Planning

Event organizers have a duty of care to provide a safe environment and to sure participant safety during their event. Good planning means being prepared and ensuring that safety is a priority throughout all stages of event planning.

Please keep all permits and approvals issued for your events with you at all times

Points of consideration when planning an event:

  • Having a written out itinerary
  • Visiting the site where the event will be hosted
  • Obtaining approvals from the university in writing
  • First aid/CPR training for event organizers
  • Planning if extra security will be needed
  • Reviewing contracts and obtaining insurance documentation
  • Arranging for transportation
  • Having a contingency plan for inclement weather

More information:

For more information on planning events please see the following Standard Operating Procedures on:

If you are having an on-campus event that features rentals or vendors who will be on campus, a certificate of insurance will be required.

For more information on York’s requirements for certificates of insurance, please visit the certificate of insurance webpage.

Campus Planning Partners

Departments across campus can help you with planning your events. These include:

Alcohol Policy

If you are serving alcohol at your event, your organizing committee is assuming a much greater risk than if the event was dry. If you decide that alcohol will be part of your event, consider the following:

  • Hiring a professional server: There are professional servers on campus that are trained and licensed to serve liquor. Consider having the event at an on-campus location that serves alcohol or hiring their catering staff to serve alcohol at your event.
  • Always have food available where alcohol is being served.
  • Participants were are or appear to be intoxicated should not be permitted to drive a vehicle. Those who serve alcohol are legally responsible for the condition of those who drink.
  • It is a criminal offence to serve alcohol in 1) an unlicensed area and, 2) to minors.

Waivers

What is a waiver and do you need one for your event?

Learn More