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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.

An event waiver is a release that attendees sign to accept the risks of a specific event, such as a race, festival, or workshop, and to release the organizer from certain claims. You need one whenever an event involves physical activity, crowds, or equipment, and it works best when collected at registration rather than at the gate.

Use this template — sign onlineOpens as a ready-to-send document with signature fields placed.
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]

Our take: Our take: collecting waivers on a clipboard at check-in is the most common mistake we see. Queues get long, people sign without reading, and paper goes missing. Send the waiver with the registration confirmation instead, or publish it as a web form so each attendee signs their own copy. People also forget the photo and media consent line; if you plan to post event photos, say so here. For multi-week programs or ongoing activities, a general liability waiver is the better fit.

When should you use a event waiver?

  • 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 do you fill in this template?

  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 (or a web form) to each registrant before the event. Participants can sign on their phone without an account.

How do you get it signed online?

  1. Save it as Word or PDF. Paste the filled-in text into Word or Google Docs and keep it as a .docx file, or export it as a PDF. eSignSimple accepts both, plus DOC, ODT and RTF, up to 25 MB; Word files are converted to PDF on upload.
  2. Upload and place the fields. Sign up with Google, upload the file and drag signature, initials, date and text fields onto the page for each signer. Set a signing order if one party must sign first.
  3. Send it for signature. Each signer gets a private link and signs in the browser without creating an account. Automatic email reminders go out every three days (up to three) until everyone has signed.
  4. Keep the signed copy. When the last person signs, everyone can download the final PDF with a certificate of completion, an audit trail and a SHA-256 fingerprint you can verify later.

Signing on your own device only? The guide to signing a PDF covers the free built-in options, and the security page explains how signed files are stored and verified.

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

Written by Buğra Sözeri, founder and editor, eSignSimple · Last reviewed

Buğra builds eSignSimple and writes and maintains its guides. He researches each legal page against the official texts linked on it and updates pages when the law or the product changes. He is not a lawyer, and nothing here is legal advice. About eSignSimple

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.

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