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Event Alcohol Permits

Insurance

Losses/Claims

Student Event Insurance

  • Why do we need insurance?

    Registered Student Organizations (RSOs) are independent entities and therefore are not covered by the University of California's own insurance programs. This can be a problem for both students and the University because:

    • The students may have to rely on personal or family financial resources to defend a claim or lawsuit arising out of their activities.
    • The University has no financial recourse when its property is damaged by student activities or when it receives a claim or lawsuit arising from student activities.

    To remedy this problem, the University has purchased a commercial insurance policy to cover virtually all on-campus events hosted by Registered Student Organizations.

  • How do we get insurance for an on-campus event?

    There are three steps. The first two are ALWAYS necessary. The third is often, but not always, necessary.

    • Make sure your student organization is registered. Contact Student Life in HUB 229 at 951-827-7344 or at ucrlife@ucr.edufor more information.  Student Group Coverage is available only for REGISTERED STUDENT ORGANIZATIONS.
    • Obtain a signed Facilities Use Permit (FUP) or other form of facility reservation confirmation from the department in charge of the facility your organization wants to use.
    • Go to the Marsh CampusConnexions web site (the University's insurance broker) or call the Marsh Student Coverage Line toll-free at 866.838.9536 between 6 a.m. and 3 p.m. Monday through Friday.

    If you are holding a low-risk event, the third step may not be necessary because coverage for low-risk events is automatic. Low-risk events include the following:

    • Meetings where people just sit around and talk or listen to a speaker
    • Lectures
    • Receptions
    • Seminars
    • Teleconferences

    **Exceptions: Involves more than 5,000 people, requires products coverage, requires garage keepers coverage, requires auto coverage, includes amusements, includes inflatables, event is open to the public

    If you are not sure whether your event fits into these categories, take Step 3. The web site or Marsh representative will tell you whether your event is low-risk. If you are still confused, contact Risk Management.

  • How do we get insurance for an off-campus event?

    Go to the Marsh CampusConnexions web site or call the Marsh Student Coverage Line toll-free at 866.838.9536 between 6 a.m. and 3 p.m. Monday through Friday. (Marsh is the University's insurance broker.) Please note that insurance for off-campus events is not paid for by the University.

  • Is there a charge for the insurance?

    For on-campus events, coverage is free 99% of the time. The exceptions are high-risk events that are not covered by the insurance policy (for example, skydiving).

    For off-campus events, payment is always the responsibility of the Registered Student Organization. Most events fall in the $100-$125 range, but cost varies depending on the nature of the activity, the duration of the activity, and the number of participants. Payment is by credit card only.

  • Is insurance for off-campus events necessary?

    Although the University cannot require that Registered Student Organizations obtain insurance for off-campus events, having insurance is recommended, especially for events involving physical activity. In some cases the RSO may have no choice but to obtain insurance, because the outside facility hosting the event demands proof of coverage before allowing the event to occur.

  • What is a Certificate of Insurance and why do we need one?

    A Certificate of Insurance is written proof that (a) you have insurance for an event and (b) that the Certificate Holder (i.e. The Regents of the University of California for on-campus events or the facility owner for off-campus events) can utilize your coverage in the event of a loss.

    • If your event is on-campus and considered low-risk, you do not need a Certificate of Insurance and will not receive one.
    • If your event is on-campus and considered moderate- or high risk, you may obtain a Certificate of Insurance by going to the Marsh CampusConnexions web site or by calling the Marsh Student Coverage Line toll-free at 866.838.9536 between 6 a.m. and 3 p.m. Monday through Friday. (Marsh is the University's insurance broker.)
    • If your event is off-campus, you will need to provide a Certificate of Insurance if the facility owner demands one. You may obtain a Certificate of Insurance by going to the Marsh CampusConnexions web site or by calling the Marsh Student Coverage Line toll-free at 866.838.9536 between 6 a.m. and 3 p.m. Monday through Friday.
  • What does the insurance cover?

    The policy provides:

    • Commercial General Liability coverage up to $1,000,000
    • Coverage for damage to rented premises up to $300,000
    • Personal and Advertising Injury coverage (slander, libel, infringement of copyright, etc.) up to $1,000,000
    • General Aggregate (total amount paid for all claims) up to $2,000,000

    The policy does NOT provide:

    • Automobile Liability
    • Workers' Compensation
    • Liquor Liability
    • Travel Insurance
  • What do we do with a Certificate of Insurance after we get it?

    Deliver a copy to the owner of the facility and keep a copy for yourself. Hold on to it for at least four years beyond the date of your event. (After the event is over, it's okay to keep the Certificate of Insurance in scanned form.)

  • How far in advance should we apply for insurance?

    Ideally, 10-14 days before the event. You want to apply close enough so your plans are firm (i.e. you know what you're going to do and you're not cancelling your plans) but far enough in advance so there's time to secure coverage in case there are problems.

  • Who do we contact if we have problems with the website or call center?
  • What if we apply for insurance at the website and get a message to contact Risk Management?

    It means there's a complication with your request for coverage. Contact Risk Management.

  • Can we get insurance if we're not a Registered Student Organization?

    No. This coverage is strictly for Registered Student Organizations in good standing with Center for Student Leadership. If you obtain a Certificate of Insurance on behalf of a group that is not an RSO in good standing, the coverage is invalid and you may be subject to disciplinary action.

  • Can individual students get insurance?

    No. This coverage is strictly for Registered Student Organizations in good standing with Center for Student Leadership. If you obtain a Certificate of Insurance on behalf of an individual, the coverage is invalid and you may be subject to disciplinary action.

  • What if our on-campus event isn't covered by the University's policy?

    Marsh will try to obtain coverage from another source. This takes 24-48 hours, perhaps longer if the request is complicated, and the Registered Student Organization has to pay for coverage. If you don't like the quote you get from Marsh, you can shop elsewhere. The following insurers have been useful to student organizations in the recent past:

  • If we can't get insurance for our on-campus event, can we hold the event anyway?

    You may not hold an on-campus event without insurance.

  • Our event includes more than one type of activity. How do we characterize it for insurance purposes?

    Consider all activities that will be involved in your event and register for the activity with the highest risk. This will ensure total coverage for your event. For example, if you're having an all-day conference with a one-hour comedy show at the end, classify the event as Comedians.

    If you're still not sure how to classify the event, call the Marsh Student Coverage Line toll-free at 866.838.9536 between 6 a.m. and 3 p.m. Monday through Friday for advice.

  • What if we're having a series of related events during the month/semester/year?
  • What if we're co-sponsoring an event with another Registered Student Organization?

    Each Registered Student Organization needs to have coverage, so if it's a medium- or high-risk event on-campus, each will have to obtain its own Certificate of Insurance.

    The same applies for off-campus events. Each Registered Student Organization needs to obtain its own coverage.

  • What if we're co-sponsoring an event with a campus department?

    You will still need insurance to cover your group's potential liability. Campus departments are automatically covered by the University's own insurance, so no additional steps are necessary there. Keep in mind that for a campus department to be considered a co-sponsor, it has to 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.

  • What if we're co-sponsoring an event with an outside organization?

    For on-campus events, the outside organization will need to provide the University with its own insurance coverage prior to the event. It cannot piggy-back on your coverage. If the outside organization does not have insurance, it can obtain event coverage through Marsh by going to the Marsh web page for Tenant User Event Liability (TULIP). Or the outside organization can call Marsh at 866-838-9536.

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

    • The Outside Organization must be listed as the Insured.
    • The REGENTS OF THE UNIVERSITY OF CALIFORNIA and your student group 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 encompass the date of your event.
    • The policy must include General Liability coverage of at least $1,000,000. If the Outside Organization is bringing a vehicle onto campus, the policy must include Automobile Liability coverage of at least $1,000,000.
    • If the Outside Organization is bringing employees onto campus, the policy must include evidence of California Workers' Compensation coverage.
    • The Certificate must provide 30 days' advance written notice to the University of any modification, change, or cancellation of any component of the insurance coverage.
  • What if we bring food to our event?

    All UCR students, faculty, staff, and affiliates must obtain a temporary Food Permit whenever food or beverage is distributed or sold to the public on campus. EH&S regulates the food or beverage given out or sold at community events on campus to protect health, prevent disease, and promote healthy practices among the public. To apply for a Food Permit, go to: http://ehs.ucr.edu/

    Only pre-approved caterers may be hired to provide on-campus services to UCR staff and students. UCR Purchasing maintains a list of caterers that have been pre-approved to furnish on-campus catering services.

    All outside vendors, such as food trucks and caterers, are required to have a valid health permit through their local health department and must be approved by EH&S.

  • How are caterers, entertainers, or other service providers covered?

    For on-campus events, service providers need to give the University a Certificate of Insurance prior to the event. They cannot piggy-back on your coverage. If the service provider does not have insurance, it can obtain event coverage through Marsh by going to the CampusConnexions web site. Or the service provider can call Marsh at 866-838-9536.

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

    • The Service Provider must be listed as the Insured.
    • The REGENTS OF THE UNIVERSITY OF CALIFORNIA and your student group 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 encompass the date of your event.
    • The policy must include General Liability coverage of at least $1,000,000. If the Service Provider is bringing a vehicle onto campus, the policy must include Automobile Liability coverage of at least $1,000,000.
    • If the Service Provider is bringing employees onto campus, the policy must include evidence of California Workers' Compensation coverage.
    • The Certificate must provide 30 days' advance written notice to the University of any modification, change, or cancellation of any component of the insurance coverage
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