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:

1. 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. 
2. PREVENT. Implement policies and procedures designed to prevent losses from occurring while still allowing outside use of facilities.
3. 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. 
4. ISOLATE/SEPARATE. Doing this can help address exposures that might lead to a loss or total loss.
5. 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.
6. 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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