05/05/2026
Public Entity Risk Control News: Summer 2026
Trident Public Risk Solutions wants to give you timely information for your public entity, including information for third party use of facilities, builder’s risk insurance, and how telematics can help reduce auto losses.
Risk Control Best Practices: Third Party Use of Parks and Facilities
Managing Risks Associated with Special Events
How Telematics Can Reduce Auto Losses
Builder’s Risk Insurance is Critical if You’re Building or Renovating Property
Risk Control Best Practices: Third Party Use of Parks and Facilities
The U.S.A. Hockey Team’s gold medal achievements in Milan, Italy, earlier this year, along with the exciting addition of flag football as an Olympic sport in the upcoming 2028 Los Angeles Games, have ignited interest in both sports. This surge in popularity has led to a rise in leagues seeking to utilize municipal facilities for practices, games, and tournaments. With the potential for increased demand for space and the upcoming summer league season, now is an ideal time to reassess municipal facility use agreements and maintenance plans.
Tips for Reviewing Facility Use Agreements and Maintenance Plans
- Contractual risk transfer to the sponsoring entity should be the priority of any facility use agreement.
- Make sure that the agreements have the court required language in your jurisdiction to transfer liability for any injury or damage to the sponsoring entity.
- Require the sponsoring agency to indemnify and hold harmless the entity for any loss.
- Most reputable leagues will have the participants sign a waiver and release of liability.
- Require that the waiver also includes the municipality as a released party.
- Make sure that coaches and volunteers also sign a waiver.
- Many leagues will use a municipality owned snack stand. Be sure that any use of this facility is included in the contract.
- Certificates of insurance (COI) should be required for all sponsoring organizations.
- Review the COI to ensure that there are adequate policy limits and the policy does not run out during the time of facility use.
- Require that your entity is named as an additional insured on the policy.
The Optimal Claim: Preparation and Prevention is Key
To ensure a drama-free sports season, it is essential to meticulously prepare every aspect of your venue to satisfy both players and fans. From the parking lot to the field and every area in between, conduct a thorough inspection and address any issues that may detract from the experience before the season commences.
- Develop comprehensive inspection and maintenance logs.
- Document any necessary repair tasks and maintain these records for future reference in the event of inquiries.
Sports leagues serve as a vital component in fostering community spirit and encouraging active participation. Municipalities should strive to sustain this vibrant sports culture while adeptly managing public funds.
Managing Risks Associated with Special Events
To-do List for Planning an Event
Step One: Communicate is Key
Every public event or parade must have good planning in order to control liabilities, prevent accidents, and curb lawsuits.
It requires a lot of communication among all parties involved:
- Equipment operators
- Vendors
- Maintenance personnel
- Security officials
- Insurance teams and more.
Step Two: Get Organized, and Review Your Event Procedures
When planning an event or parade, it is necessary to get organized and do several tasks. First, review your event / parade procedures or develop one if you don’t have one. Next, determine the scope of the event. This means establishing who is sponsoring the event, how many attendees are expected, what types of public safety arrangements will be needed, what physical grounds will be used to host the event or parade, and will liquor be served? If so, what measures are in place regarding the sale, dispending and monitoring of alcohol consumption?
Step Three: Hold a Planning Meeting
Then, hold a planning meeting where you discuss procedures, assign responsibilities and accountabilities, and plan for clean-up and sanitary procedures.
Step Four: Prepare Your Facility
Prepare the facilities/route and plan for crowd control and security. Include awareness for alarming situations such as terrorism and unattended backpacks or suspicious looking boxes/items.
Step Five: Check COI’s
Make sure that the event holder and vendors / providers are insured, and obtain hold harmless agreements and verify certificates of insurance.
Will there be a firework display?
Fireworks should be provided by a professional vendor. A comprehensive safety plan should be in place. Require hold harmless agreements, waivers of liability, and insurance limits equal to that of the Entity, also naming the Entity as an additional insured. Emergency Services Departments should be located at the detonation site as well as near the observation areas. Ensure that ample water resources will be working and available.
Wherever the event or parade will be held, the site will need to be inspected for fire and life safety codes and documented accordingly. Also, exit doors must be unlocked and fire extinguishers must be in place and be in good working order.
Other considerations before your event:
- Secure pavement or flooring
- Ppower cords heavily taped down/away from walking areas
- Secure handrails on staircases
- Good lighting in parking lots
- Traffic patterns clearly marked
- Ensure safety standards for construction / breakdown of viewing stands and stages
Ensure ADA compliance
Facilities must be equipped with ramps or other access for those who use wheelchairs or have ambulatory issues.
Special events and parades are subject to certain rules and regulations to ensure safety. This includes, but is not limited to, floats, costumes, and parade throws. Signage should spell out rules and advisories for the public. For example: where to view the festivities safely, where restrooms are located, which areas are off limits, and to stay away from moving vehicles/floats.
If you have any questions or concerns about your own organization’s policies, please contact Trident Public Risk Solutions’ Risk Control Team for support!
Want more information on Special Event Risks to look out for? Download Trident’s Special Events Guide.
How Telematics Can Reduce Auto Losses
You may have heard the term “telematics” and wondered “is it some kind of thing that goes in a car and what does it do?” Actually, telematics is the blended use of telecommunications and information processing to send, receive, and store data, usually in vehicles, via wireless networks. It enables real-time tracking, diagnostics, and monitoring of driver behavior to improve efficiency, safety, and ultimately reduce accidents and vehicle damage.
Telematics combines telecommunication and informatics (the science of processing data for storage, retrieval, and use, focusing on the intersection of people, technology, and information to turn data into knowledge).
Ok, so how can this help my organization?
- You can track the data from a vehicle (speed, braking, time of day) and monitor driving and risky behaviors.
- You can track vehicle location, monitor fuel consumption, manage maintenance schedules, and monitor driver behavior (like speeding) to enhance fuel efficiency.
- You can also monitor driver behaviors that show they are distracted while operating a vehicle.
- You can use its GPS technology to enable real-time tracking of vehicles for theft recovery and asset management.
- You can use Integrated systems providing emergency services (e.g., in-vehicle collision notification), GPS navigation, and remote unlocking.
Do you have a transit program? If so, telematics can give real-time data to inform passengers of bus arrival times via apps and it also helps management monitor schedules.
Many companies offer telematics services, but TRUCE Software is different. Distracted driving is an epidemic — and one of the most preventable risks on the road. The TRUCE platform uniquely protects employees from device-distracted driving by automatically enforcing policy when vehicles are in motion. TRUCE offers a full suite of connected vehicle components, including in-app driver scoring and gamification, in-app automated and personalized coaching, vehicle GPS tracking and diagnostics, and AI video dashcams. Built from the ground up for mobile workforces, TRUCE puts employees first. Data is retained per your retention needs, and everything is included in a low monthly per-vehicle subscription fee. Studies have shown that organizations implementing TRUCE see significant reductions in accident-related costs, along with a range of additional operational benefits. Their studies have shown that implementing the program saves on average 40-60% on accident-related costs, along with many other benefits. Mention that you’re with Trident to receive a discount on TRUCE services.
For more information, please click: TRUCE + Trident – TRUCE Software or feel free to reach out to Trident’s Ashley Bonner, Senior Risk Control Consultant.
Builder’s Risk Insurance is Critical if You’re Building or Renovating Property
What is Builder’s Risk Insurance?
Builder’s risk insurance, also called course of construction insurance, is designed to cover buildings, structures, and materials while they are under construction or renovation. Unlike standard commercial property insurance, which covers completed and occupied buildings, builder’s risk insurance protects your investment during the construction phase, which can be filled with uncertainties like weather, theft, fire, vandalism, and accidental damage from construction activities. Builder’s risk policies can be stand alone or part of a wrap up program like owner-controlled insurance programs (OCIP) and contractor-controlled programs (CCIP) which roll in several types of insurance like workers’ compensation, general liability and auto coverage.
Builder’s risk insurance generally covers physical damage to the structure under construction, materials, fixtures, and equipment on-site or in transit, temporary structures like scaffolding, fencing, and construction trailers as well as certain soft costs, such as additional expenses caused by project delays due to covered damage. Policies are typically written on an “all-risk” basis, covering all causes of loss except those specifically excluded. Coverage can be customized with endorsements to include risks like flood, earthquakes, sewer backup, or theft, depending on the project’s location and needs.
Help Mitigate Risks in Construction Projects with Builder’s Risk Insurance
Unexpected losses can significantly derail projects, making it essential to implement controls that can help prevent such occurrences. Site security is critical, as construction materials often disappear. With rising material costs and ongoing supply chain issues, theft can lead to project delays and increased expenses. To combat this, consider the following measures:
- Install fencing around the entire site.
- Hire security guards during overnight hours.
Concerns for Construction Renovation Projects
Buildings undergoing renovation while still partially occupied present unique challenges that require careful management. Segregating construction areas from occupied spaces is vital. Access to the construction zone should be restricted from the occupied areas to ensure safety.
- Fire protection is crucial, particularly on the occupied side of the building. In the event of a construction-related fire, efficient containment is necessary to protect the occupied section, which is still covered under the property policy.
- Additionally, sealing off the construction area is important to prevent hazardous materials, such as asbestos, from drifting into occupied spaces.
Builder’s Risk Insurance Considerations
Projects are covered under the builder’s risk policy until a Certificate of Occupancy (COO) is issued. Once the COO is obtained, the property can be transitioned to the owner’s commercial property insurance policy. If your entity plans to undertake construction or renovations, it’s advisable to contact your insurance broker for guidance on securing the appropriate coverage for your project.
Trident Public Risk can assist your broker in identifying a suitable insurance partner for your projects and is ready to collaborate with your broker to help manage this potentially volatile risk.
