Tips for Safe Church Event Management

Whether you sponsor a ropes course for young adults, a basketball league for grade-school kids or perform a wedding ceremony in your sanctuary, your ministry faces the potential to be held liable if something goes wrong unexpectedly. Use the following safety tips to identify and reduce risks in church event management for three types of events.

Off-campus events are designed to let you get away, bringing a change of scenery and a sense of adventure. However, risks begin as you pull out of your church parking lot — mitigate these risks by being prepared.

Summer camp is a common off-campus event offered by churches. For many kids, this could be their first time to hear the Gospel. What can you do to keep them out of harm’s way and create a safe camp experience?

• Look for a camp with a specific child protection plan that includes an action plan to implement it.
• Select a camp with a zero-tolerance policy for abuse.
• Make sure that anyone who interacts with your children — full-time, part-time or volunteer — has been screened and passed a background check.

Implement similar policies for all off-campus events such as winter ski trips, church planting activities, overseas travel, challenge courses, camping and retreats.

Your church may offer recreational activities to your congregation members and guests to provide fellowship. While this is a valuable service, it also presents a risk for injuries. Developing policies for church event planning can help protect participants.

Does your church have a playground? The Consumer Product Safety Commission reports that more than 200,000 children end up in the emergency room each year with injuries associated with playground equipment.* Use these tips to maximize playground safety:

• Inspect playground equipment regularly and several days leading up to an event.
• Rope off equipment in disrepair and post a “do not use” sign to warn staff, volunteers and parents to keep kids away from the equipment.
• Use the Public Playground Safety Checklist to inspect your playground and adjust as needed.

Other on-campus recreational activities include sporting events, Easter egg hunts, fall festivals and Fourth of July celebrations.

If you allow your church facility to be used for events by others, it’s important to take active steps to protect both those attending and your church. Outside events that warrant precaution in church event management include support groups, preschools, weddings, funerals, civic organizations, conferences and disaster recovery shelters.

No matter the occasion, your church may be exposed to liability issues, including injury claims or property loss. Property and casualty insurance and the following tips can help protect your church and the community:

• Require a signed Facilities Use Agreement (FUA) to protect your church against potential liabilities, no matter how informal or casual the event. An oral contract is not enough.
• Ask your legal counsel and the finance committee to review all contracts annually.
• Ensure the outside group has liability or workers’ compensation insurance if it is an employer.
• Outline a means of reporting incidents.
• Conduct safety inspections of the facilities and grounds before and after use.

A solid risk management plan and effective policies for church event management can help shield your ministry from litigation, liability and losses. Avoid the expenses and lost time that can result from a lack of protection.

At GuideStone®, we understand what makes ministry coverage unique and can help you strategically pick the right insurance coverage for your church — taking the whole picture into account. For more information, contact us at Insurance@GuideStone.org or (214) 720-2868, Monday through Thursday, from 7 a.m. to 4:30 p.m. CT and Friday, from 7 a.m. to 4 p.m. CT.

*cpsc.gov/safety-education/safety-guides/playgrounds/public-playground-safety-checklist