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Insurance and Liability Waivers Required for Student Events

Did you know you could be held liable for legal actions resulting from your student organization event? As you plan your event, be aware that you are required to make the appropriate insurance arrangements. Don't put it off—take care of the insurance now!

On-campus event insurance coverage

The University of California has purchased an insurance program to cover Registered Student Organizations (RSOs) for most on-campus events. The university pays for the coverage, but RSOs are still responsible for making sure their on-campus event is registered with the insurance carrier.

  • Visit the RSO Event Liability Web page and click on the On-Campus Events tab for more information.

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.

Event participant waivers

In addition to the insurance coverage for campus events offered by the University of California, event participant waivers will also help to protect student organizations in case of legal actions. For the insurance coverage to be effective, many types of events require participants to sign a waiver.

Step 1

Determine if participants at your event need a waiver. 

Event participants must sign a waiver if:

  1. Participants are under the age of 18 (for any on campus event).
  2. Your event type is one that requires waivers. Please review the UCOP Hazard Schedule chart to determine whether your event requires participant waivers.

Step 2

Student organizations may create and store electronic waivers online through the ewaivers.ucsd.edu website. Event participants can sign the waivers electronically using the Ewaivers system.

Step 3

Ensure that all event participants sign the waiver using one of the following options:

  • Publicize the QR code generated by ewaivers.ucsd.edu on your event publicity or invitations. 
  • Publicize the unique website generated by ewaivers.ucsd.edu on your event publicity or invitations.
  • Provide paper versions using the PDF available at ewaivers.ucsd.edu. If you do not utilize the online Ewaiver tool, organization presidents must keep all waivers for at least three (3) years to meet the statute of limitations.

Step 4

On the day of the event, check that all participants have signed a waiver.

Visit ewaivers.ucsd.edu to view a list of participants who have signed the waiver electronically. You may choose to have a laptop, smart phone, or other device available for event participants who have not yet signed the waivers. You may also print paper versions of the waiver on the day of the event.

Vendor insurance

A current Certificate of Liability Insurance naming the Regents of the University of California as 'Additional Insured' for no less than $1,000,000 coverage is required of all off-campus catering vendors, in addition to other vendors as specified by the University. 

In addition, if a vehicle will be used by the vendor in order to transport or provide a service on University property, automobile liability insurance must also be included in the coverage.  

The Certificate Holder must be named as:
The Regents of the University of California
University of California, San Diego
9500 Gilman Drive
La Jolla, California 92093

The Certificate of Liability Insurance must be turned in to your CSI advisor or event facility manager at least 14 days prior to the event date.  See sample Certificate of Liability form (PDF).

Off-campus event insurance coverage

The University of California does not purchase liability insurance for the off-campus activities of student organizations but strongly recommends RSOs purchase liability insurance for these events. 

Without this insurance, your personal or family financial resources could be affected by a claim or lawsuit. This has occurred at other UC campuses. Visit the RSO Event Liability Web page and click on the Off-Campus Events tab for more information.