Skip to content
Sign a PDF free
Menu

Free template

Event Waiver template

An event waiver is signed by attendees or participants before an event to acknowledge its risks, release the organizer from certain claims, and agree to event rules and media use.

Replace everything in [BRACKETS], export to PDF, then send it for signature.

1. Parties and Event

This Event Waiver and Release (the "Waiver") is signed on [DATE] by [PARTICIPANT NAME], of [PARTICIPANT ADDRESS] (the "Participant"), in favor of [ORGANIZER NAME], of [ORGANIZER ADDRESS] (the "Organizer"), its sponsors, venue owners, staff, and volunteers (the "Released Parties"), in connection with [EVENT NAME] taking place at [VENUE / LOCATION] on [EVENT DATE(S)] (the "Event").

2. Risks of the Event

The Participant understands that the Event may involve risks including [LIST RISKS, e.g. physical exertion, crowds, uneven terrain, heat or cold, traffic, contact with other participants], and that these may result in injury, illness, death, or loss of or damage to property.

3. Assumption of Risk

The Participant voluntarily assumes all risks associated with attending and participating in the Event, to the fullest extent permitted by law.

4. Release and Waiver of Claims

To the fullest extent permitted by law, the Participant releases the Released Parties from all claims arising out of or related to the Participant's attendance at or participation in the Event, except claims arising from gross negligence, willful misconduct, or liability that cannot lawfully be waived.

5. Rules and Conduct

The Participant agrees to follow all Event rules, safety instructions, and directions from Event staff, including [KEY RULES, e.g. course boundaries, age limits, alcohol policy]. The Organizer may remove the Participant from the Event, without refund, for unsafe or disruptive behavior.

6. Fitness to Participate

The Participant confirms that they are physically fit and adequately prepared for the Event and have no condition that would make participation unsafe. The Participant is responsible for seeking medical advice before the Event if in doubt.

7. Medical Assistance

The Participant authorizes the Organizer and on-site medical personnel to provide or arrange first aid and emergency medical treatment if needed, at the Participant's expense. Emergency contact: [EMERGENCY CONTACT NAME AND PHONE].

8. Photography and Recording

The Participant [CONSENTS / DOES NOT CONSENT] to being photographed, filmed, or recorded at the Event and to the Organizer using those images and recordings, without payment, for [PERMITTED USES, e.g. event promotion, social media, reports].

9. Cancellation and Refunds

The Organizer may change, postpone, or cancel the Event for safety, weather, or reasons beyond its control. Refunds, if any, are governed by [REFUND POLICY, e.g. the ticket terms published at URL].

10. Minors

If the Participant is under [AGE OF MAJORITY] years old, a parent or legal guardian must sign below and agrees to the terms of this Waiver on the minor's behalf, to the extent permitted by law.

11. Governing Law

This Waiver is governed by the laws of [GOVERNING LAW JURISDICTION]. If any provision is held unenforceable, the remaining provisions remain in effect.

12. Signatures

By signing, the Participant confirms they have read this Waiver, understand it, and are giving up certain legal rights. This Waiver may be signed electronically, and electronic signatures have the same effect as handwritten signatures. PARTICIPANT: [PARTICIPANT NAME] Signature: ____________________ Date: [DATE] PARENT OR GUARDIAN (if Participant is a minor): [GUARDIAN NAME] Signature: ____________________ Date: [DATE]

When to use this template

  • Before races, fun runs, obstacle courses, and other sporting events
  • For festivals, fairs, and outdoor events with physical activities
  • For workshops, retreats, and camps where attendees handle tools or equipment
  • When you plan to photograph or film attendees and want consent in the same form

How to fill it in and get it signed

  1. Enter the organizer's details, the event name, venue, and dates.
  2. List the specific risks and key rules that apply to your event.
  3. Choose whether attendees consent to photography and describe how images will be used.
  4. Add your refund policy, emergency-contact line, and governing law.
  5. Upload the waiver to eSignSimple and send the signing link to each registrant before the event. Participants can sign on their phone without an account.

This template is general information, not legal advice. Laws differ by country and state; have a lawyer review contracts with high stakes.

Frequently asked questions

Do I need a waiver for every event attendee?

Organizers commonly require waivers from anyone taking part in physical activities. Spectators at low-risk events are often covered by ticket terms instead. Your insurer may have specific requirements.

Can participants sign an event waiver online before the event?

Yes. Sending the waiver for e-signature ahead of time shortens check-in lines, and eSignSimple keeps an audit trail of each signature.

Should an event waiver include a photo release?

Many organizers include one so they can use event photos in marketing. Make the consent clear and consider letting attendees opt out.

Does a waiver replace event insurance?

No. A waiver may reduce certain claims, but it does not replace liability insurance, which many venues require.