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Make Safety a Priority at Your Next Staff Event

Group Of Friends Having Outdoor Barbeque At Home

With summer kicking off, you may be planning some off-site events to bring your employees together to celebrate the warm weather. While you’re getting everyone together and organizing the event, an important part of that planning should focus on getting everyone to and from the event safely, and making sure that the facility itself is clean and safe. To help you ensure that the event goes as planned and reduce any flare-ups, we’ve put together a checklist that you can use for any recreational outing that takes place outside the workplace.



  • Collect signed consent forms
  • Complete written agenda – include:

Name and address of location visiting
List of all individuals going on trip
Expected return time
Main contact person and number

  • Provide the written agenda to staff who will not attend the trip


Ensure that:

  • Supervision ratios are met or exceeded
  • Staff are aware of their responsibilities
  • Staff are trained in first aid
  • A designated staff member responsible for head count before and after excursion
  • Facility is adequately supervised
  • Facility staff members are helpful and ready to assist



Be aware of your options, including:

  • Employees supplying own vehicle
  • Carpooling
  • Bus carrier (Collect certificate of insurance from bus carrier)
  • Public transit
  • Walking
  • Plan safest route

Inspection of venue:

  • Physical environment: Facility clean and sanitary
  • Equipment and furniture in good repair
  • Walkways, sidewalks, etc. in good repair
  • During the winter months – adequate snow removal
  • Facility wheelchair accessible – ramps in good repair
  • Fire and life safety equipment: Portable fire extinguishers readily available
  • Posted evacuation plan
  • Fire routes clearly marked and free of obstructions
  • Confirm the nearest hospital
  • Confirm the location of the emergency telephone if available

Supplies checklist:

  • First aid kit
  • Fully charged cell phone
  • Emergency contact list for each person
  • Individual photos
  • Medication


With the right preparation, you can reduce the risks of something going wrong at your next staff party and celebrate with peace of mind.


To get a free online quote in minutes, visit TruShield Insurance online

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