Risk Management & Insurance


Facility Use & Events

Manzanita Village, UCSB

Student Group Facility Use & Events

Registered Student Organizations (RSOs) may use campus facilities to hold events and conduct activities subject to the availability of space and campus practices and procedures. RSO’s must, at a minimum, complete the following steps in order to schedule and use campus facilities:

1. SCHEDULE FACILITY: Determine which department is responsible for scheduling the facility that it wants to use and work with that department to schedule the facility. Go to Campus Scheduling Guide for Departments, Organizations, and Guests for more information.
2. FACILITY USE PERMIT: Obtain a signed facility use permit or other form of facility reservation confirmation from the department in charge of the facility that the RSO wants to use.
3. INSURANCE: Obtain and submit a Certificate of Insurance that provides evidence that the RSO has insurance which complies with UC’s insurance requirements. See UCSB: RSO Event Liability for more information on how to obtain this coverage. (For certain low-risk activities, e.g. meetings, lectures, seminars, teleconferences, the RSO may not be required to obtain a certificate but it is necessary to go through the RSO Insurance application process described below to see if this applies to a specific activity).

RSO Event Insurance - Campus Connexions

Since RSOs are independent entities, they are not covered by the University’s Insurance Programs. But RSO events and activities have the potential to create injury and property damage and, without insurance, injuries or damages that occur at RSO events could impose financial liability on the RSO and its officers. To protect RSOs from this exposure to liability, the University has worked with its broker, Marsh Risk Services, to establish the CampusConnexions Insurance Program. Go to UCSB: CampusConnexions for more information. The CampusConnexions Program can provide RSOs with Event Liability Insurance that covers RSO events. When RSOs insure their activities through this program, RSO officers and members protect themselves from personal liability for their organization’s activities. Go to UCSB: RSO Event Liability insurance for more information about insurance coverage for RSO events and the application process.

RSO Event Insurance - Only RSOs are Eligible

Only Registered Student Organizations can obtain RSO Event Insurance from the CampusConnexions Program.

  • Student organizations that are not RSOs are not eligible for and cannot get RSO Event insurance from the CampusConnexions Program.
  • Student organizations that have their own insurance, e.g. fraternities, sororities, are not eligible for RSO Event Insurance. If such a group is sponsoring an on-campus event, it must ask its national organization to provide evidence of insurance.
  • Individual students are not eligible for and cannot get RSO Event insurance from the CampusConnexions Program.
  • Student organizations that want to hold an on-campus event, do not have liability insurance, and are not eligible for RSO Event Insurance, may apply for CampusConnexions Tenant User Liability Insurance. For more information about this insurance coverage and the application process, go to UCSB: Tenant User Event Liability insurance.

RSO Event Insurance - On-Campus Events

In most cases the University will pay for RSO Event Insurance for on-campus RSO events and activities; most of the time it doesn’t cost the RSO anything. Most exceptions will involve high-risk events. When RSOs insure their activities through this program the RSO officers and members are protected from personal liability for their organization’s activities. However the coverage is not automatic; RSO’s must apply for and obtain the insurance. RSOs should apply for coverage far enough in advance so there is enough time to deal with problems but not so far in advance that plans might change; about 7-10 days before the event is about right. For more information about this coverage and the application process, go to UCSB: RSO Event Liability insurance.

RSO Event Insurance - Off-Campus Events

The CampusConnexions Insurance Program also provides RSO Event Liability Insurance for off-campus events and activities. The cost of RSO Event Insurance for off-campus events must be paid by the RSO. Payment is by credit card only. The University does not require RSOs to obtain insurance for off-campus events. However, it does recommend that RSOs obtain this coverage to offset the potential liability their activities give rise to, especially when their events involve physical activity, transportation, or minors. In some cases the off-campus facilities where RSOs hold their events may require them to provide evidence of coverage. In that case the RSO will have no choice but to purchase it. The cost of coverage, in most cases, will be in the $100-$125 range, but it will vary depending on the nature and duration of the activity and the number of participants. RSOs should apply for coverage far enough in advance so there is enough time to deal with problems but not so far in advance that plans might change; about 7-10 days before the event is about right. For more information about this coverage and the application process, go to UCSB: RSO Event Liability insurance.

RSO Event Insurance - Coverage Limits

The RSO Event Liability Insurance policy provides the following coverage:

Commercial General Liability coverage up to $1,000,000
Personal and Advertising Injury (slander, libel, etc.) $1,000,000
General Aggregate $2,000,000
Damage to rented premises $300,000

The RSO Event Liability Insurance policy does not provide coverage for:

  • Automobile Liability
  • Workers' Compensation
  • Liquor Liability
  • Travel Insurance

RSO Event Insurance - Certificates of Insurance

  • A Certificate of Insurance is a document that provides evidence that the RSO has event liability insurance and the Certificate Holder (either the University of California for on-campus events or the facility owner for off-campus events) is covered if the RSO’s event or activities cause injury or damage.
  • If the RSO event is on-campus and low-risk, a Certificate of Insurance will not be issued.
  • If the RSO event is moderate or high risk and on-campus, the RSO will be issued a Certificate of Insurance, which it must copy and provide to the appropriate campus office. Questions about the Certificate of Insurance can be referred to the Marsh Student Coverage Line toll-free at 866.838.9536 between 6 a.m. and 3 p.m. Monday through Friday.
  • If the RSO event is off-campus, the RSO will be issued a Certificate of Insurance, which it must copy and provide to the facility owner. Questions about the Certificate of Insurance can be referred to the Marsh Student Coverage Line toll-free at 866.838.9536 between 6 a.m. and 3 p.m. Monday through Friday.
  • The RSO should retain a copy of the Certificate for its own records. It should be retained for at least three years after the conclusion the event. (After the event, it may be retained as a scanned form).

RSO Event - Risk Assessment

Risk assessments are part of daily life. When we look both ways before crossing the street, we're conducting a risk assessment. Similarly, when planning an event, it is advisable for the RSO to conduct a risk assessment to determine what risks are involved in the planned activities. The term "risk assessment" makes the task sound complicated and time-consuming. But it needn’t be. For most activities, it takes a couple of minutes to identify the major risks of a particular activity and the steps that can be taken to reduce or eliminate those risks. For information on how to conduct a simple risk assessment, go to UCSB: Risk Assessments.

RSO Event - More than One Activity

When completing the RSO Event Insurance application, it is necessary to provide a description of the event. If the event involves different activities, identify the most important activity and use that to describe the whole event. For example, if the RSO is sponsoring an all-day conference with a one-hour cultural show at the end, describe the event as a conference. If no single activity is most important and it is not clear how best to describe an event, questions can be referred to the Marsh Student Coverage Line toll-free at 866.838.9536 between 6 a.m. and 3 p.m. Monday through Friday for advice.

RSO Event - Series Over Time

If an RSO wants to put on a weekly Friday Night at the Movies event or hold a dance practice in Storke Plaza for three nights/week during the quarter, it can obtain a single Certificate of Insurance to cover all the dates but this cannot be done through the CampusConnexions web site. It is necessary to call the Marsh Student Coverage Line toll-free at 866.838.9536 between 6 a.m. and 3 p.m. Monday through Friday.

RSO Event - Co-sponsored with Another RSO

Each RSO must provide evidence that it is covered. Each RSO must separately apply for coverage and obtain its own Certificate of Insurance. The same applies for off-campus events.

RSO Event - Co-sponsored with a Department

The University will require evidence that the RSO is covered by its own RSO liability event insurance. Campus departments are automatically covered by the University's own insurance. The RSO will have to apply for coverage and obtain its own Certificate of Insurance. Keep in mind that a campus department co-sponsor must take an active role in scheduling and organizing the event and have at least one employee on-site supervising the event as part of his or her job. Providing funds for or advice about an event does not constitute sponsorship.

RSO Event - Co-Sponsored with Outside Group

Both the RSO and the outside organization must provide the University with Certificates of Insurance prior to the event as evidence that they are insured. The outside organization is not covered by the RSO event liability insurance. If the outside organization does not have insurance, it can obtain Tenant User Liability Insurance (TULIP) through the CampusConnexions Program or the outside organization can call Marsh at 866-838-9536. For more information about this coverage and the application process, go to UCSB: Tenant User Event Liability insurance.

The University requires a Certificate of Insurance from the outside organization that meets the following requirements:

  • The Outside Organization must be listed as the Named Insured.
  • The REGENTS OF THE UNIVERSITY OF CALIFORNIA and the RSO must be listed as "Additional Insureds".
  • The Insurer/Producer name and contact information must be on the Certificate.
  • The policy start and end date must cover the date of the RSO event.
  • The certificate must show General Liability coverage at $1,000,000 per occ./$2,000,000 gen. agg.
  • The certificate must show Automobile Liability coverage at $1,000,000 CSL if the Outside Organization is bringing vehicles onto campus.
  • The certificate must show Workers' Compensation coverage if the outside organization has employees.
  • The Certificate must provide for advance written notice of any change or cancellation of any component of the insurance coverage.

RSO Event - Food

Campus rules allow RSOs and their members to bring food that they have prepared to RSO events. Prepackaged food and food that is purchased from a restaurant or store, and picked up by RSO members, can also be brought to an RSO event. RSO’s can also sell food for fundraising purposes, but such sales must comply with the UCSB Food Service Policy and be authorized by the Office of Student Life. If an RSO wants to use a caterer, the caterer must be approved. Go to UCSB: Food & Drink for more information about caterers and how they are approved to provide catering services at RSO and University events.

RSO Event - Service Providers

When service providers are used at an RSO event, they must provide the University with a Certificate of Insurance prior to the event. Service providers are not covered by RSO event liability insurance. If a service provider does not have insurance, it can obtain Event Vendor/Exhibitor Liability insurance through the CampusConnexions Program or call Marsh at 866-838-9536. For more information about this coverage and the application process, go to UCSB: Vendor/Exhibitor Event Liability insurance.

The University requires a Certificate of Insurance from service providers that meets the following requirements:

  • The service provider must be listed as the Named Insured.
  • The REGENTS OF THE UNIVERSITY OF CALIFORNIA and the RSO must be listed as "Additional Insureds".
  • The Insurer/Producer name and contact information must be on the Certificate.
  • The policy start and end date must cover the date of the RSO event.
  • The certificate must show General Liability coverage at $1,000,000 per occ./$2,000,000 gen. agg.
  • The certificate must show Automobile Liability coverage at $1,000,000 CSL if the service provider is bringing vehicles onto campus.
  • The certificate must show Workers' Compensation coverage if the service provider has employees.
  • The Certificate must provide for advance written notice of any change or cancellation of any component of the insurance coverage.

RSO Event - Minors

RSOs that sponsor activities involving minors should be aware of the risks that such activities create for both the minors and the RSO. When RSOs sponsor activities involving children, it is their responsibility to reduce and mitigate the risks by following guidelines and rules of behavior that protect minors and decrease the liability exposures that programs involving minors give rise to. In addition, RSOs can further improve the safety of such programs by being familiar with and employing basic risk management practices. For more information about best practices and risk management in activities involving minors, go to UCSB: Minors.

RSO Event - Waivers of Liability

RSOs that sponsor events that involve physical activity, e.g. foot races, basketball tournaments, baseball or football games, etc., or minors, must always require the participants, or in the case of minors, their parents or guardians, to sign a Waiver of Liability prior to participation. For more information on the rules and requirements involving the use of and retention of Waivers of Liability, go to UCSB: Waivers of Liability. For RSO events, use the RSO/UCSB Waiver of Liability.

RSO Event - No Coverage Under CC Program

If coverage is not available through the CampusConnexions Program, Marsh will try to obtain coverage from another source. The Registered Student Organization will have to pay for the coverage. If Marsh cannot find coverage or the RSO does not like the quote, the RSO can shop elsewhere. The following insurers have sometimes been able to meet the insurance needs of RSOs in the past:

K&K INSURANCE
(especially good for athletic activities)
Phone: 800.637.4757
Fax: 866.463.3230
Email: KK_General@kandkinsurance.com

JEEWANJEE INSURANCE AGENCY
Phone: 800.257.7718
Email: info@g1g.com

GALES CREEK INSURANCE SERVICES, INC.
Phone: 503.227.0491
Fax: 503.227.0927
Email: events@galescreek.com