Different requirements apply to the use of University facilities by campus departments, student groups, and outside (non-UC) groups.

 

bank icon   Department Facility Use & Events

If you are planning a department event and have questions about using on and off-campus facilities, event risk assessment, what the requirements are when you co-sponsor an event, having food at your event, using service providers, or involving minors in your activities, go to Department Facility Use & Events for more information.

 

graduation cap icon   Student Group Facility Use & Events

If you are a Registered Student Organization (RSO) and you are planning an event either on-campus or off-campus and have questions about RSO Event Liability insurance, facility use, event risk assessment, what the requirements are when you co-sponsor an event, having food at your event, using service providers, or involving minors in your activities, go to Student Group Facility Use & Events for more information.

 

globe icon   Outside Group Facility Use & Events

If you are an outside organization and you would like to use University facilities and have questions about insurance or the use service providers, go to Outside Group Facility Use & Events for more information.

 

Department Facility Use & Events

The University's self-insurance programs cover department events that are scheduled, organized, and supervised on-site by Department employees acting within the course and scope of their employment but only to the extent that the University is responsible for loss or damage.

Off-Campus Facility Use by Departments

When UCSB departments hold events off-campus, the host facility may ask for proof of insurance. The UCSB Risk Management office is authorized to issue a certificate of insurance subject to the terms and conditions of a facility use agreement between the University and a host facility. Departments should work with the Procurement Services office to draft and execute facility use agreements with host facilities. To obtain a certificate of insurance, email a copy of the executed facility use agreement to the campus Risk Management office.

Event Risk Assessment

Risk assessments are a part of daily life. Whenever you look both ways before crossing the street, you're conducting a risk assessment. Similarly, when planning a department event, it is advisable to conduct an assessment of the risks that arise out of the planned activities. The term "risk assessment" makes the task sound complicated and time consuming. The fact is, for most activities, it only takes a few minutes to identify the major risks arising out of a particular activity and the steps that can be taken to reduce or eliminate those risks.

Department Event Co-sponsored with an RSO

Campus departments are automatically covered by the University's own insurance. When a campus department co-sponsors an event with a Registered Student Organization (RSO), the University will require evidence that the RSO is covered by its own insurance. The RSO can apply for coverage and obtain its own Certificate of Insurance through the CampusConnexions Program. For more information, see "Registered Student Org Insurance" under CampusConnexions. To qualify as an event co-sponsor, a campus department must take an active role in scheduling and organizing an event and have at least one employee on-site in a supervisory role. Providing funds for or advice about an event does not constitute sponsorship and is not sufficient to trigger University insurance coverage.

Department Even Co-Sponsored with Outside Group

Campus departments are automatically covered by the University's own insurance. When a campus department co-sponsors an event with an outside organization, the University will require evidence that the outside organization is covered by its own insurance. If the outside organization does not have insurance, or does not have insurance that meets University requirements, it can apply for Tenant User Liability Insurance (TULIP) through the CampusConnexions Program or by calling Mercer Insurance Services at (866) 838-9536. For more information about the coverage and the application process, see "Tenant User Insurance" under CampusConnexions. To qualify as an event co-sponsor, a campus department must take an active role in scheduling and organizing the event and have at least one employee on-site in a supervisory role. Providing funds for or advice about an event does not constitute sponsorship and is not sufficient to trigger University insurance coverage.

Department Events & Food

Campus rules allow department employees to bring their own food to department events. Prepackaged food and food that is purchased from a restaurant or store, and picked up by department employees, can also be brought to department events. (See the UCSB Food Service Policy for more information). If a department wants to use a caterer, the caterer must be approved. Go to Food & Drink for more information about caterers and how they are approved to provide catering services at University events.

Department Events & Service Providers

Outside service providers are not covered by University insurance. When outside service providers are used at department events, the department that requires the services must enter into a service agreement with the service provider (see Procurement Services). One of the conditions of the agreement will be that the outside service provider submit a Certificate of Insurance to the University showing evidence that it meets the University’s insurance requirements. If the service provider does not have insurance, it can apply for Event Vendor/Exhibitor Liability insurance through the CampusConnexions Program or by calling Mercer Insurance Services at (866) 838-9536. For more information about this coverage and the application process, see "Vendor/Contractor Insurance" under CampusConnexions.

The University requires Certificate of Insurances from service providers that meet 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.

Department Events & Minors

Departments that sponsor activities involving minors should be aware of the risks that activities involving minors create for both the minors and the University. When departments sponsor activities involving children, it is their responsibility to reduce and mitigate these 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, departments 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 Minors.

Waiver of Liability

Departments 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. Only employees acting in the course and scope of their employment and students participating in course-related activities do not have to sign waivers. For more information on the rules and requirements involving the use of and retention of Waivers of Liability, go to Waivers of Liability.

 

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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 "Registered Student Org Insurance" under CampusConnexions 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 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. See "Registered Student Org Insurance" under CampusConnexions 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, see "Tenant User Insurance" under CampusConnexions.

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, see "Registered Student Org Insurance" under CampusConnexions.

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, see "Registered Student Org Insurance" under CampusConnexions.

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.

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, see "Tenant User Insurance" under CampusConnexions.

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 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, see "Vendor/Contractor Insurance" under CampusConnexions.

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 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 Waivers of Liability. For RSO events, see "Registered Student Org Insurance" under CampusConnexions.

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

 

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Outside Group Facility Use & Events

Non-UC individuals and organizations may use campus facilities to hold events subject to the availability of space and campus practice and procedures. In order to schedule and use campus facilities, the basic steps are as follows:

  • Schedule Facility: Determine which department is responsible for scheduling the facility that you want to use and schedule the facility. Go to Campus Scheduling Guide for Departments, Organizations, and Guests for more information.
  • Facility Use Agreement: Obtain a signed facility use agreement from the Procurement Services office or from the campus department responsible for the space that the non-UC group wants to use.
  • Insurance: Submit a Certificate of Insurance that provides evidence of insurance coverage that complies with UC’s insurance requirements. UC’s standard insurance requirements can be found at: Insurance Requirements. If the group is serving alcohol, hosting other organizations, or bringing in exhibitors or vendors, there will be additional insurance requirements that will be determined when the scope of the event is clearly proscribed in a facility use agreement.

CampusConnexions Insurance Program

A non-UC group that is hosting an event on University premises will be required to meet the University’s insurance requirements. Non-UC facility users who do not have insurance, or who do not have insurance that meets the University’s requirements, can obtain coverage from the CampusConnexions Insurance Program. This coverage is called TULIP (Tenant User Liability Insurance Program). For more information about this coverage, see "Tenant User Insurance" under CampusConnexions.

If you are not hosting an event, but are involved in one as an exhibitor or a performer, you will also be required to meet the University’s insurance requirements. Vendors, exhibitors and performers involved in non-UC events on University premises who do not have insurance, or who do not have insurance that meets the University’s requirements, can obtain coverage from the CampusConnexions Insurance Program. This coverage is called Event Vendor/Exhibitor coverage. For more information about this coverage, see "Vendor/Contractor Insurance" under CampusConnexions.

 

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