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The University of California has created an insurance program to cover Registered Student Organizations (RSOs) for most on-campus events. Events covered by the policy are paid for by the University. However, RSOs are responsible for making sure their event is covered.
As you plan your event, it's essential that you make the appropriate insurance arrangements. Don't put it off; take care of the insurance now!
To apply for coverage, simply click the Apply Now tab above. If you have questions or need more information, click any of the tabs above or contact Marsh at 1-866-838-9536.
Previously, student organization events and activities held on-campus were not covered by the University of California’s own insurance programs. This posed a problem for both students and the University because:
- The students had to rely on personal or family financial resources to defend a claim or lawsuit arising out of their activities.
- The University had no financial recourse when its property was damaged by student activities or when it received a claim or lawsuit arising from student activities.
To remedy this problem, the University has purchased a commercial insurance policy to cover most on-campus student organization events. STUDENT ORGANIZATIONS ARE RESPONSIBLE FOR MAKING SURE THEIR ON-CAMPUS EVENTS ARE COVERED UNDER THIS COMMERCIAL POLICY. The following Event Coverage Checklist will help you do that.
PLEASE NOTE: This coverage is not for individual students or non-students. Student organizations may not use their name to obtain coverage for other parties. Some activities, such as dances, may require more steps than those on the checklist. INTENTIONAL MISREPRESENTATION OF AN EVENT INVALIDATES THE INSURANCE COVERAGE AND MAY BE REFERRED TO STUDENT CONDUCT FOR DISCIPLINARY ACTION.
Event Coverage Checklist
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Register your Organization.
Make sure your student organization is registered with Campus Life & Leadership in 102 Sproul. Coverage is available only for REGISTERED STUDENT ORGANIZATIONS.
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Obtain a signed Facilities Use Permit (FUP).
Be sure to obtain a Facilities Use Permit (FUP) or other form of facility reservation confirmation from the department in charge of the facility your organization wants to use.
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Determine whether you need to sign up for coverage.
You MUST sign up for coverage if your organization is holding the following type of event on-campus:
- Animal Show
- Bar or Bat Mitzvah
- Baseball
- Basketball
- Boat Show (dry dock)
- Boxing
- Casino and Lounge Show
- Cheerleading
- Concerts (excluding punk, rock, hip hop, or hard rock)
- Concerts (Punk, Rock, hip hop, or hard rock)
- Concession Stand Sales for Athletic and Other Events
- Consumer Show
- Cooking Demonstration
- County Festival or Fair
- Cross Country
- Dance
- Diving
- Farm Market
- Field Hockey
- Film Showing
- Football (contact and non-contact)
- Fraternal Convention
- Gymnastics
- Handball
- Harvest Festival
- Ice Hockey
- Inline Hockey
- Judo
- Karate
- Lacrosse
- Livestock Show
- Martial Arts
- Outdoor Picnic (no water exposures)
- Outdoor Trade Show
- Pageant
- Parade (under 500 spectators)
- Prom
- Quinceanera
- Racquetball
- Rifle/Skeet/Trap
- Rowing
- Rugby
- Skateboarding (exhibitions/contests only)
- Skiing
- Soap Box Derby
- Soccer
- Softball
- Speed Skating
- Sweet 16
- Theatrical Stage Performance
- Track and Field
- Ultimate Frisbee
- Wedding
- Weightlifting
- Wrestling
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Apply for Coverage
- To apply for coverage, click the Apply Now tab. You will not have to pay for coverage. If you have questions or require assistance, contact the Marsh Customer Service Center at 866-838-9536 between 6:00 am and 3:00 pm Pacific Time.
- At the end of the process, print out the Certificate of Insurance, which verifies coverage.
- Give a copy of the Certificate of Insurance to the department in charge of the facility you are using.
Tip: It is best to start the insurance process at least SEVEN days before the event.
You do NOT need to sign up for coverage if you are holding the following types of events on-campus:
- Internal RSO meetings, including those that feature a speaker and/or food brought by members themselves (does not include banquets or catered events)
- Aerobics
- Anniversary Celebration
- Antique Show
- Archery
- Art Show
- Association Meeting
- Auction
- Automobile Show
- Badminton
- Band Competition
- Banquet
- Baton Twirling
- Bingo
- Birthday Party
- Block Party (no street closures, amusement rides, or water attractions)
- Bowling
- Choral Competition
- Convention in Building(s)
- Craft Show
- Cricket
- Cultural Show
- Debut
- Debutante Ball
- Drill Team
- Educational Show
- Fashion Show
- Fencing
- Flower and Garden Show
- Golf
- Graduation Party (with adult attendance)
- Home Show
- Ice Skating
- Job Fair
- Ladies Club
- Lecture
- Luncheon
- Marching Exhibition
- Musical
- Pom Pom
- Reception
- Retirement Party
- Reunion
- Sailing
- Seminar
- Speaking Engagement
- Squash
- Swimming
- Symposium
- Teleconference
- Telethon
- Tennis
- Trade Show
- Vacation Show
- Volleyball
- Voter Registration
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Contact Campus Risk Management if your event is not on any any of the above lists.
- Email Campus Risk Management at risk@berkeley.edu and describe your event in detail. Be sure to include the date and time of the event, where on campus you want to hold it, and how many people will be attending. Risk Management will tell you what you need to do to obtain coverage. Please give Risk Management at least SEVEN days’ notice of the event.
- If your event is not covered by the commercial insurance policy for student on-campus events, you will have to obtain coverage through the University’s insurance broker, Marsh. Contact the Marsh Customer Service Center for assistance.
- There may be a charge for coverage of events not included in the commercial policy. Charges must be paid by the Registered Student Organization via credit or debit card prior to the event.
- At the end of the process, print out the Certificate of Insurance, which verifies coverage.
- Give a copy of the Certificate of Insurance to the department in charge of the facility you are using.
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Make sure non-affiliates have the required insurance.
If non-affiliates (people who are not students, officers, or employees of UC) will be providing any of the following goods or services at your event, they will need insurance coverage too:
- Food. Examples: caterers, restaurants.
- Entertainment. Examples: bands, bounce house owners, theatrical troupes.
- Any other goods or services with serious inherent risks that can be reasonably foreseen.
If the non-affiliates already have insurance coverage, they need to send the department in charge of the facility you are using a Certificate of Insurance. Certificate requirements are listed below. If they do not have insurance coverage, they can purchase insurance.
Requirements for Non-Affiliate Certificates of Insurance
- The Non-Affiliate 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 entire length of your event.
- The policy must include General Liability coverage of at least $1,000,000.
- If the non-affiliate is bringing a vehicle onto campus, the policy must include Automobile Liability coverage of at least $1,000,000.
- If the non-affiliate is bringing employees onto campus, the policy must include evidence of California Workers’ Compensation coverage.
- The Certificate of Insurance 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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The University of California does not provide liability insurance coverage for the off-campus activities of student organizations. Although the University cannot require that student organizations obtain insurance for off-campus events, having insurance is recommended, especially for events involving physical activity. In some cases the student organization may have no choice but to obtain insurance, because the outside facility hosting the event requires proof of coverage before allowing the event to occur.
The University has created this web site so student organizations can purchase insurance for off-campus events. It is best to start the process at least SEVEN days before the event. Start by clicking on the link below, which will take you to an application form. After you have finished filling out the form, you will receive a price for the coverage. UNLIKE ON-CAMPUS STUDENT EVENTS, OFF-CAMPUS EVENTS ARE NOT PAID FOR BY THE UNIVERSITY. You must pay for the coverage by credit or debit card.
Once payment has been processed, a Certificate of Insurance will be generated, which constitutes proof that your event has liability insurance coverage. Print it out and, if necessary, provide it to the host facility after making a copy for yourself.
Cost of Coverage
The cost of coverage will depend on the duration of the event, the number of participants, and the level of risk. A low-risk, one-day event with fewer than 100 participants will cost $100.00.
The following events are considered LOW-RISK:
- Aerobics
- Anniversary Celebration
- Antique Show
- Archery
- Art Show
- Association Meeting
- Auction
- Automobile Show
- Badminton
- Band Competition
- Baton Twirling
- Bingo
- Birthday Party
- Block Party (no street closures, amusement rides, or water attractions) Fencing
- Bowling
- Choral Competition
- Classical Concert
- Convention in Building(s)
- Craft Show
- Cricket
- Debut
- Debutante Ball
- Drill Team
- Educational Show
- Fashion Show
- Flower and Garden Show
- Golf
- Graduation Party (with adult attendance)
- Home Show
- Ice Skating
- Job Fair
- Ladies Club
- Lecture
- Luncheon
- Marching Exhibition
- Musical
- Pom Pom
- Reception
- Retirement Party
- Reunion
- Sailing
- Seminar
- Speaking Engagement
- Squash
- Swimming
- Teleconference
- Telethon
- Tennis
- Trade Show
- Vacation Show
- Volleyball
- Voter Registration
The following events are considered MEDIUM-RISK:
- Animal Show
- Bar or Bat Mitzvah
- Baseball
- Basketball
- Boat Show (dry dock)
- Casino and Lounge Show
- Classical Concert (outdoor)
- Concerts (attended by students only with no public ads)
- Concession Stand Sales for Athletic and Other Events
- Consumer Show
- Cooking Demonstration
- County Festival or Fair
- Cross Country
- Dance
- Farm Market
- Field Hockey
- Film Showing
- Football (non-contact)
- Fraternal Convention
- Handball
- Harvest Festival
- Judo
- Karate
- Lacrosse
- Livestock Show
- Martial Arts
- Outdoor Picnic (no water exposures)
- Outdoor Trade Show
- Pageant
- Parade (under 500 spectators)
- Prom
- Quinceanera
- Racquetball
- Rowing
- Soap Box Derby
- Soccer
- Softball
- Sweet 16Theatrical Stage Performance
- Track and Field
- Ultimate Frisbee
- Wedding
The following events are considered HIGH-RISK:
- Boxing
- Cheerleading
- Diving
- Football (contact)
- Gymnastics
- Ice Hockey
- Inline Hockey
- Rifle/Skeet/Trap
- Rugby
- Skateboarding (exhibitions/contests only)
- Skiing
- Speed Skating
- Weightlifting
- Wrestling
If your event is not on any of the above lists, contact the Marsh Customer Service Center at 866-838-9536 between 6:00 am and 3:00 pm Pacific Time.
IMPORTANT NOTE: If people outside your group are providing any of the following goods or services at your event (especially if they are charging you), they should probably have their own insurance:
- Food. Examples: caterers, restaurants.
- Entertainment. Examples: bands, bounce house owners, theatrical troupes.
- Any other goods or services with serious inherent risks that can be reasonably foreseen.
If they do not have insurance coverage, they can purchase insurance through our Vendor Liability program.
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We're here to help! Please contact us in whatever manner is most convenient for you.
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Call Center
Phone: (866) 838-9536 (8:00 a.m. to 5:00 p.m. Central, M-F)
FAX: (515) 365-3005 |
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Email
eMail: plsdsteam@marshpm.com |
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Mailing Address
Program Administrator
Marsh US Consumer
a service of Seabury & Smith, Inc.
PO Box 14521
Des Moines, IA 50306 |
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Street Address for Express Shipments
Marsh US Consumer
12421 Meredith Drive
Urbandale, IA 50323 |
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Claims Reporting:
Philadelphia Process
How to report a claim:
Step 1 – Gather the Facts
When reporting a notice of loss, please provide as much detail as possible. This should include, but not be limited to, Insured Name, Contact Name, Policy Number, Date of Loss, Location of Loss, Cause of Loss, Your Policy or Reference Number, Initial Steps Taken to Mitigate the Loss, Type (s) of Damage and Estimated Amount of Loss.
Step 2 – Report
Step 3 – Follow Up
The claims customer service department will immediately process your first notice of loss and you will be contacted by your servicing representative.
HCC Process
How to report a claim:
Step 1 – Gather the Facts
When reporting a notice of loss, please provide as much detail as possible. This should include, but not be limited to, Insured Name, Contact Name, Policy Number, Date of Loss, Location of Loss, Cause of Loss, Your Policy or Reference Number, Initial Steps Taken to Mitigate the Loss, Type (s) of Damage and Estimated Amount of Loss.
Step 2 – Report
- HCC Specialty Underwriters, Inc.
401 Edgewater Place, Ste 400
Wakefield, MA 01880
- Phone – 800-927-6306
Fax – 781-994-6001
Step 3 – Follow Up
The claims customer service department will immediately process your first notice of loss and you will be contacted by your servicing representative.
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