2.2.4 In-Person Events Policy – SelfDesign Policies

POLICY TYPE: 2.0 Contractor Policies \ 2.2 Health and Safety
EFFECTIVE DATE: 2026-09-22	LAST REVISED:
THIS POLICY APPLIES TO: Contractors – Individuals engaged to provide services under a contract with SelfDesign Learning Foundation Support Providers – Individuals engaged under a contract or agreement with SelfDesign Learning Foundation to provide services for a specific learner Families – Learners and parents(s)/guardian(s) of learners participating in SelfDesign Learning Foundation’s programs Volunteers – Individuals providing goods/services under the terms of an agreement with SelfDesign Learning Foundation Board Members – Members of the Board of Directors for SelfDesign Learning Foundation and the Foundation for SelfDesign (FSD)

Policy Statement

SelfDesign Learning Foundation (SDLF) is committed to hosting in-person events for learners, families, contractors, and other participants. Event-related activities may take place in rented facilities, public spaces, partner locations, or other approved venues where conditions can vary from one location to another. This policy applies to all in-person events that are planned, hosted, and organized by, or on behalf of SDLF, and adheres to the requirements for events with learners established by the Ministry of Education and Child Care.

Policy

SelfDesign Learning Foundation will establish responsibility for identifying, eliminating, or controlling potential health and safety hazards before and during in-person events hosted by SDLF. This policy supports proactive planning so that reasonable steps are taken to protect the attendees and members of the public who may be affected by event activities.

Protocol

Event Lead Responsibilities

The Event Lead must ensure that a pre-event hazard assessment is completed before the event begins. The Event Lead must ensure that identified hazards are eliminated where practical or controlled to reduce the risk of injury, illness, or other harm.
The Event Lead is also responsible for confirming that event participants receive relevant safety information, that appropriate controls remain in place during the event, and that hazards or concerns identified during the event are addressed as soon as practicable.

Pre-Event Hazard Assessment

Before an in-person event is held, the Event Lead must ensure that the event location, planned activities, participant needs, and foreseeable hazards are reviewed. The assessment should consider who may be affected and how, including learners, families, contractors, support providers, volunteers, visitors, and members of the public.

The pre-event hazard assessment must identify hazards that may be present before, during, or immediately after the event. This may include, but is not limited to, slips, trips, and falls; weather or environmental conditions; traffic and parking; emergency access; first aid needs (including Automated External Defibrillators (AEDs) and Naloxone kits); participant supervision; accessibility concerns; food or allergy considerations; equipment or activity-related hazards; remote work (when greater than 30 mins from an ambulance station); psychological safety/harassment, violence, or personal safety concerns; and communicable disease considerations where applicable.

Hazard Controls

Identified hazards must be eliminated wherever practical. Where a hazard cannot be eliminated, the Event Lead must ensure that appropriate controls are implemented before the event begins.

Controls may include changing the location of the activity to a safer location, restricting access to hazardous areas, providing additional supervision or support, communicating safety expectations, arranging first aid or emergency procedures, using signage, or postponing or cancelling the activity if the risk cannot be adequately controlled.

Event-Day Requirements

The Event Lead must review the event area before participants arrive to confirm that planned controls are in place and that no new hazards have been introduced.
Any new hazard identified during the event must be addressed promptly. If the hazard cannot be controlled, the affected activity must be stopped, modified, postponed, or cancelled.
Emergency procedures, first aid arrangements, washroom locations, evacuation routes, and other relevant safety information must be communicated to participants where appropriate.
Incidents, injuries, near misses, & safety concerns must be reported in accordance with SDLF’s incident reporting requirements.

Documentation and Follow-Up

The completed pre-event hazard assessment and any related corrective actions must be documented and retained according to SDLF’s recordkeeping requirements.
Following the event, the Event Lead should review any reported incidents, hazards, or concerns and ensure that follow-up actions are completed.
Lessons learned should be used to improve planning for future in-person events.