Follow these four steps before your neighborhood association events:

BEFORE YOUR EVENT

1. Confirm Insurance Coverage Requirements

• If a partner or venue requests it, obtain a Certificate of Insurance (COIs) and add them as an additional insured.
• If no Certificate of Insurance is requested and your event meets standard criteria, your event is already covered.

2. Review Required Documents

Download and prepare your forms:

• Volunteer Liability Waiver Form
• Volunteer Event Incident Report

3. Conduct a Site Review

• Walk the site and identify hazards such as equipment, weather exposure, or physical activities.
• Prepare a simple safety plan and emergency contact list. This can include water access and hydration reminders as well as coverage from the elements for example.
• Check site for access and identify a plan to ensure Americans with Disabilities Act (ADA) Title III compliance. Include accessibility information on outreach materials and instructions on how individuals can request reasonable accommodation.
• Prepare a first-aid kit if one is not available on site.

4. Confirm Permits & Site Requirements

• Confirm all vendors carry their own insurance and permits. The insurance policy for neighborhood associations does not cover vendors.
• If your event includes amplified noise or music, contact the Noise Control Program to apply for a noise variance permit for amplified sound.
• If alcohol is present, complete the Special Events Questionaire with Alcohol and verify whether OLCC Special Event Licensing is required.

AT THE EVENT

• Welcome volunteers and participants, review safety expectations, and have everyone sign the waiver.
• Keep signed waivers on site and check people in as they arrive.
• Bring copies of your safety plan, emergency contacts, and any required permits.
• Have a printed Certificate of Insurance available if one was issued.
• Provide a simple site map showing entrances, exits, and first‑aid locations.
• Bring Incident Report Forms.

DAY OF SHOW QUICK REVIEW

1. Set up a sign‑in area with waivers and disclaimers.
2. Walk the site to identify hazards and verify accessible routes.
3. Brief volunteers on roles, safety expectations, and reporting procedures.
4. Confirm first‑aid supplies are visible and accessible.