If “Yes” detail the kind of recording that will be made and describe how, through notice or individual consent, you will be obtaining permission from participants who will be recorded (see the “Photo Release Form” web page at . For information and advice consult the staff of Marketing Support (in External Relations)). Answer: (20) Have Lakehead University Security Services been informed about the Event details – including emergency protocols and possible participation by persons under 18 years of age? Yes No (21) For events on campus: Have Conference Services been contacted to determine whether the has to be booked through them (for events involving, e.g. outdoor activities on campus, use of University rooms/theatres, etc.)? N/A Yes No (22) Will food be provided at the Event? If “Yes”, give details regarding who is providing food, plus setup and safety precautions (if Event venue is on-campus, check with Conference Services about food service requirements, including compliance with University caterer contracts) Answer: Yes No (23) If food will be provided, will you check with participants regarding dietary restrictions? N/A Yes No (24) Will event include overnight stay on-campus? Yes No (25) If the answer to (24) is “Yes”, how many nights? Answer: N/A (26) If the answer to (24) is “Yes”, identify and describe the accommodation(s) AND describe the risk management in place for safety and security in the accommodation(s) if the participants are adults (and only adults): N/A (27) If the answer to (24) is “Yes”, identify and describe the accommodation(s) AND describe the risk management in for safety and security in the accommodation(s) if the participants are minors (i.e. under 18 years of age) – or a mixed group of adults and minors: N/A (28) Even if an Event is designated “alcohol-free,” every precaution must also be taken to monitor the sobriety of participants at approved activities. Please describe what precautions you will undertake for this Event:
(13) Additional Comments: Part E – Risk Management: Off-Campus Activities (if the Event will be confined to a campus location, skip to Part F below) (1) Is group transportation being arranged (transportation by independent transport companies [e.g. bus, airline] is preferred because it reduces the University’s (and, if LUSU is sponsoring the Event, LUSU’s) liability exposure)? If “Yes” provide details (e.g. name of airline/bus/vehicle rental company, whether cars/vans will be rented, with insurance included in rental fee) Answer: Yes No (2) Will there be reliance on personal vehicles for transportation to and from the Event venue? (Minimum $1 million third party liability insurance; in the event of an accident, driver’s personal insurance will be called on first) Yes No (3) Describe travel arrangements for participants with special needs, if applicable: N/A (4) Will arrival/departure times be known by all participants? Yes No (5) In the case of bus/air trips, will participants be required to sign a travel sign-in sheet both departing from and returning to the University? N/A Yes No (6) Describe arrangements to regulate and monitor participants’ behaviour on buses (e.g. will bus monitor contract(s) be in place?) – if that form of transportation is chosen: N/A (7) Will event include overnight stay off-campus? Yes No (8) If the answer to (7) is “Yes”, how many nights? Answer: N/A (9) If the answer to (7) is “Yes”, identify and describe the accommodation(s) AND describe the risk management in for safety and security in the accommodation(s): N/A (10) Describe what measure(s) you will take if a participant misses the return ride to campus: (12) Summarize plans for dealing with intoxicated participants who wish to board the bus prior to departure from or to Lakehead University: N/A