Planning for a safe staff event

With the holidays fast approaching, you may be planning some sort of off-site event to bring your employees together to celebrate the season. An important part of that planning should include ensuring that everyone gets to and from the event safely, and that the facility itself is clean and safe.

To help you avoid and control the possibility of serious injury to employees, we’ve put together a helpful 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 trip


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


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

Inspection of facility:

  • 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 & 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
Find out how our Risk Services team can help your business prepare for risk.