Hosting a sports tournament or event is about more than just the game. Whether it’s youth baseball in the summer, fall football, or adult golf year-round, you’re managing athletes, spectators, facilities, and increasingly, off-field activities like hotel stays, swimming outings, and team bonding events. All these moving parts carry risk—and even one incident can turn your event into a legal and financial nightmare.
Sadler clients have suffered several million-dollar-plus lawsuits over the years, so we realize the dangers that can lurk at any tournament or event.
Here’s how you can reduce liability across all sports, ages, and settings—on and off the field—and why Sadler Sports Insurance is trusted by thousands of event organizers every year.
Key Risks: On-Field, Off-Field, and In Between
1. Participant Injuries During Play
The Risks:
- Sprains, concussions, fractures, and heat illness.
Mitigation:
- Require teams to verify that athletes are medically cleared and properly equipped.
- Use trained officials and certified coaches with first aid training.
- Enforce concussion protocols and hydration/rest policies.
- Hire athletic trainers to cover the tournament or event
2. Spectator Liability
The Risks:
- Slips/trips/falls in parking lots, sidewalks, concession areas, and bathrooms
- Flying balls and collisions with participants
- Food poisoning from not following the concession’s best practices
- Bleacher collapse
Mitigation:
- Inspect facilities before each event.
- Use barriers and netting as needed.
- Post clear warning and directional signage.
3. Off-Field Activities: Swimming, Recreation, and Hotel Stays
The Risks:
- Team outings such as hotel pool use, amusement parks, and off-site meals often lack direct supervision.
- Drownings, slip and fall injuries, and traffic accidents involving unsupervised minors have all led to serious claims.
Mitigation:
- Require adult chaperones for all off-field activities with clear supervision ratios.
- Prohibit unsupervised swimming or use of hotel amenities without lifeguards or designated monitors.
- Establish curfews and conduct policies for hotel stays and travel.
- Maintain emergency contact info and assign travel safety coordinators.
4. Travel & Transportation Incidents
The Risks:
- Use of 12 or 15 passenger vans, which have a high tip-over propensity
- Use of drivers with poor MVR records
- Use of charter buses without verifying their safety record and insurance
Mitigation:
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Instead of 12 or 15 passenger vans, use a caravan of minivans or private passenger vehicles, or a bus.
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Run MVRs on all drivers with satisfactory results
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Always verify the safety records and insurance of any charter bus company
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Obtain signed waivers that include travel-related risks.
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Avoid the risk of transportation by requiring all participants to provide their transportation.
5. Environmental Hazards: Weather, Heat, Lightning
The Risks:
- Heat illness or heat stroke
- Lightning strikes
- Tornado
Mitigation:
- Use a wet bulb globe temperature (WBGT) meter for all decisions as regards cancellation or postponement.
- Train staff on how to recognize the symptoms of heat illness
- Offer shaded areas for rest, frequent breaks, and hydration stations
- Have a cold water immersion tub, ice, and water readily available for immediate cold water immersion
- Follow the 30/30 lightning safety rule and have a lightning doctor on premises
- Evacuate to an enclosed shelter or autos.
- Create a weather action plan with cancellation and evacuation protocols.
6. Sexual Abuse & Misconduct Risks
The Risks:
- Tournaments that provide overnight housing are at an increased risk
Mitigation:
- Risk management applies to all adult staff, whether tournament host or staff from participating teams
- Require background checks on all adult staff with access to youth and Safe Sport Act compliance affidavits
- Limit one-on-one interactions between adults and minors.
- Arrange for privacy areas in the changing rooms
Sadler Sports Insurance Offers Free Risk Management Resources
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Special guide to tournament hosts on how to contractually transfer risk to participants
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Sample waiver/release forms for youth and adults
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Safe Sport Act compliance templates
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Concussion risk management
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Lightning safety
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Heat illness prevention
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Facility and Equipment Inspection Checklists
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Sports Anti-Violence Risk Management Program
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Use of Autos
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For all of the above, visit our free Risk Management Resources
Sadler Sports Insurance Offers Comprehensive Tournament And Event Insurance
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One-stop shop for all your insurance policies
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Instant online quote/pay/printing of proof of coverage docs and certificates
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General Liability Coverage for participant and spectator injury lawsuits.
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Participant Accident Coverage to help with out-of-pocket medical expenses.
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Sexual Abuse & Molestation Coverage (when safeguards are met).
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Non-Owned And Hired Auto Liability
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Equipment and Crime Insurance
