Events and Programs

Meeting Places/Club Program Organization

Policies

  • Clubs can meet in both public and residential buildings.  Volunteers need to check the space ahead of time to ensure that it is a safe and healthy location.
  • If private homes are utilized as meeting locations, then the  homeowners need to realize that their homeowner’s insurance is the first course of any liability/medical liability claim.
  • Volunteers need to carry homeowners insurance if 4-H activities are conducted in the home.  Recommended minimum liability coverage is $300,000.

Procedures

Select a location that is accessible to all individuals.

Selecting Facilities

Guidelines

  • Select safe and clean facility.
  • Select appropriate facility for activity/program.
  • Select facility location that is safe and has easy access for emergency purposes.
  • When volunteers are conducting a 4-H activity in a public or private building, the building owner is responsible for any liability related to the building.  The University may become involved if an injury is not building-related.

Questions to Consider when selecting facilities:

  • Do you own, rent, or use facilities?
  • Are there facility use policies?
  • Who is responsible for damages?
  • Do you need a certificate of liability insurance?
  • Is special event insurance necessary?
  • Has special event insurance been purchased?
  • Are emergency procedures in place? (Inform all adults of emergency procedures)
  • Is the facility safe, clean, and healthy and handicap accessible if needed?

Planning by Committee

Guidelines

  • Involve a core group.
  • The more people involved in planning, the more details will be covered.
  • Train all program staff and volunteers and provide all adequate information.
  • Provide all safety and liability information.

Day and Overnight Educational Events

Policies

  • Secure adequate lodging arrangements.
  • Mandate clean and safe facilities with the appropriate volunteer/adult policy ratio and requirements in mind.
  • Inform parents/guardians in writing with important information regarding the event.
  • Mandate permission and liability acknowledgement release forms for all events.
  • Distribute Emergency contact & health forms.
  • Maintain appropriate youth/adult ratio (6 to 1 with 5-8 years old and 10 to 1 with 9-18 years old.), always with a two-deep policy in place.  A two deep policy means that an adult volunteer is never alone with a child who is not related to them.

Guidelines

  • Develop a pre-planned schedule.
  • Inform all parties and parents of the schedule for the entire event.
  • Promote and plan structured education programs and structured recreation programs over free time.  Unstructured free time can create a situation of far higher risk.

Waivers of Liability

Guidelines

When a club or other 4-H group is carrying out an activity or event that might be expected to have some associated risk of injury, it is suggested that participants and their parents or guardians sign a waiver of liability form.  This form is called a “Release and Assumption of Risk.”

The University has provided us with two versions of this form. One includes our non-discrimination and accommodations language and may be used when the University commitment to these principles might be new or unfamiliar to the audience or where the language may not be presented anywhere else in event literature. Release and Assumption of Risk Form (with non-discrimination language): Word | PDF

In cases where the waiver form would accompany a registration or other form which already includes the non-discrimination and accommodation language, the waiver form without this information may be used. Release and Assumption of Risk Form (without non-discrimination language): Word | PDF

At the end of each form, there is a section where potential hazards of the activity or event must be listed.  Remember to add your specific information before the form is copied and sent out. For help in filling out this section, contact your county educator or professional.