Last Updated: September 28, 2016 2:46:42 PM PDT
Find tips for planning a safe, secure event for your student organization. As you plan your event, be aware that you are required to make the appropriate insurance arrangements to plan a safe and secure event.
Safety & Security
The university strives to maintain a safe environment for all of its students, staff, faculty, affiliates, and guests. Student organization events must be considered for security as needed and approved by the facility manager or an authorized university official.
Many factors should be considered in determining your event's security needs, including:
- Type of facility
- Size of expected audience
- Past history of event or sponsor
- Cash handling/ box office services involved
- Serving of alcohol
- Potential to draw disruptive opposition to event
- Sponsor's request for specific admission parameters (such as members only, ID required, dress code enforced, etc.)
Student Life works with the UCSD Police Department and approved security companies that are familiar with the UCSD campus. Each event is considered for security on a case-by-case basis during the calendaring process by the sponsor, your student organization advisor, UCSD police, and the facility manager.
Your student organizations advisor and the facility manager will work with you to determine security needs.
Did you know you could be held liable for legal actions resulting from your student organization event? Don't put it off — take care of the insurance now! Additional tips can be found on the university's Special Events Safety Checklist Tool.
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.
Do you need waivers?
Event participants must sign a waiver if:
- Participants are under the age of 18 (for any on campus event).
- Your event type is one that requires waivers. Please review the UCOP Hazard Schedule chart to determine whether your event requires participant waivers.
Event participants can sign the waivers electronically using the Ewaivers system. Student organizations may create and store electronic waivers online through the ewaivers.ucsd.edu website.
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.
Day of event
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.
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).
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.