Having a Hold-Harmless Agreement for Schools
Use of school facilities by outside groups or individuals is an exposure that schools must assess and plan for.Each suggested activity or group-use request must be evaluated and analyzed beforehand – to help decision-makers determine whether the activity or group's use will pose any "unwarranted risk" to school facilities and/or members participating in the activity. Having a hold-harmless agreement is one method that could help protect a school from such exposure.
Before approving an activity or outside group’s use of facilities, school officials should remember the six basic risk and exposure control options available to them:
- AVOID. While this option is not always practical or desirable, school officials can avoid an activity altogether and not approve the use of school facilities.
- PREVENT. Implement policies and procedures designed to prevent losses from occurring while still allowing outside use of facilities.
- REDUCE. Employ strategies that can help reduce the magnitude or impact of a loss – including financial and frequency/severity of injury/illness – that might still occur.
- ISOLATE/SEPARATE. Doing this can help address exposures that might lead to a loss or total loss.
- TRANSFER. Consider shifting the risk exposure from the school to another individual or entity via insurance, certificates of insurance or, in some instances, a hold-harmless agreement.
- COMBINE. Use a combination of the techniques listed above.
Finally, it is recommended that the school consult with legal counsel and other relevant professional advisors when developing a hold-harmless agreement. Here is a link to a sample that can serve as a starting point for that discussion: Sample Hold-Harmless Agreement.
Source:
International Risk Management Institute, Inc. (IRMI). Hold Harmless Agreement. https://www.irmi.com/term/insurance-definitions/hold-harmless-agreement. Accessed September 24, 2026.
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