Waivers & Forms

Below you will find links to various waivers and forms that may need to be administered at your event.

Informed Consent

Release of Liability, Waiver of Claims, Assumption of Risks, and Indemnity Agreement

For any events involving travel or a medium-high degree of risk, all participants will need to sign the Release of Liability, Waiver of Claims, Assumption of Risks, and Indemnity Agreement.

Event Monitor

RM – Event Monitor Contract

For any event where alcohol will be served, one event monitor for every 20 participants is required. Each event monitor must sign the above contract and agree to:

  1. not consume any alcohol on the day of the event until all participants have departed the event
  2. ensure that no participant over consumes alcohol or uses illegal narcotics.
  3. monitor crowd behaviour and immediately notify the primary event organizers, and security if necessary, of any behaviour that is unsafe or disruptive

Bus Monitor

RM – Bus Monitor Contract

If participants will be traveling by chartered bus, you will be required to assign a bus monitor, who will be required to sign a Bus Monitor Contract, and who will be responsible for ensuring:

  1. All participants have signed travel waivers before loading the bus.
  2. No alcohol is brought onto the bus and that all alcohol will be confiscated.
  3. No intoxicated participant is allowed to board the bus going to the event.
  4. Every person is aware of the time the bus will be leaving the venue.
  5. Every effort is made to ensure all participants are on the bus before it departs the venue.
  6. All participants are aware of the procedure to be followed in the event that they miss the bus

Note that events where participants are traveling by public bus, do not require a bus monitor.

Photo Release

RM – Photo Release Form

If you will be taking photos at the event that you plan to make public or use for future marketing purposes, having participants sign a photo release is a good idea.

Administering and Completing the Waiver

For event organizers

Complete the following sections before sharing the waiver with participants (see image below):

  • Scope of Duties: Enter the event or activity name and briefly describe what participants will be doing. For example: “Participate in a community cleanup, including collecting litter and carrying supplies.”
  • Date(s): Include all dates covered by the event or activity, including travel dates where applicable.
  • Location: Include the venue or site name, city and province. List additional locations where applicable.
  • Protective measures and/or training required: List any required safety measures, protective equipment, training or checks. For example: “Closed-toe shoes, protective gloves and an on-site safety briefing.” If none are required, enter “Not applicable.”
  • Activities may include, but are not limited to: List the specific activities participants will take part in, including transportation where applicable.

Provide participants with the waiver in advance so they have time to read it and ask questions.

A university employee or designated student leader who is familiar with these instructions should administer the waiver and witness the participant’s signature. This may be the person leading the activity, event or program. The witness must not be a family member of the participant.

The witness must watch the participant sign, check that all required fields and initials are complete, and then sign and date the witness section and print their name.

For participants

  1. Enter your first and last name and full mailing address.
  2. Provide an emergency contact’s name, relationship to you and phone number.
  3. Read both pages carefully, including the activity details, and ask the organizer about anything that is unclear before signing.
  4. On page 2, add your initials in both spaces provided after paragraphs 2 and 4.
  5. Sign and date the “Signature of Participant” section in the presence of the university employee or designated student leader administering the waiver and have that person complete the witness section.
  6. Return the completed two-page agreement to the organizer before participating.