Student organizations that already have an insurance source, such as fraternities and sororities with national chapters, are ineligible for RSO Event Liability coverage.
Assuming the event requires evidence of insurance coverage, the second step would be to contact your national chapter as they should be able to provide your organization with evidence of coverage which is required to include additional insured language. If your national chapter won’t provide evidence of coverage, you may apply for coverage by visiting the Other Constituents page on this website and clicking on the Apply Now button to complete the SMIC special events application.
For all other student organizations, including fraternities and sororities that do not have a national chapter, please click the Apply Online button below to apply for coverage through the RSO policy. Also, for more information about on-campus and off-campus events, please click the respective tabs shown on this page. If you have questions about how your event should be classified for insurance purposes, or need more information about the application process or your Certificate of Insurance, contact Mercer at 1-866-838-9536. Additionally, please read the ACE Accident Medical Policy Summary provided below to help you determine if you meet the definition of an insured person and any of the following requirements may pertain to you.
Participants Legal Liability provides coverage for claims you are legally obligated to pay because of actions brought against you, the Named Insured, by players and/or other participant(s). Participant means any player, coach, manager, staff member, team worker, official, media personnel, cheerleader, or band member practicing for, or participating in, the sporting event. This means all of your team members and players and any participating non- members! Participant liability insurance, like all liability policies, would provide coverage to the injured party only if the tenant user were liable.
****Failure to comply with one, or both, of the following requirements will affect Participant Legal Liability in place for any event even if a Certificate of Insurance is provided.****
1) Insured Persons must have Accident Medical coverage in force with a limit no less than $10,000 for each of your participants (players) or a deductible of not less than $10,000 will be instituted. This deductible applies separately to each claim, or suit, with respect to any Insured Person. The limit of insurance will not be reduced by the amount of this deductible. Please click here for information on the University of California Accident Medical policy.
2) Insured Persons must also have a Waiver and Release form system that is regularly maintained or Participants Legal Liability will be subject to a $10,000 deductible. This system must secure and maintain properly executed Waiver and Release forms for all participants. For minor participants (under eighteen years of age) you must always secure and maintain properly executed Minor Waiver and Release forms signed by the parent or legal guardian.
If your event requires a Certificate of Insurance, your application may be subject to additional approval requirements by the underwriting Insurance Company. Please be sure to submit your application at least 7 to 10 days prior to the event. Submission of a completed application and/or premium payment is not a guarantee of coverage. Coverage is not in place for your event until a Certificate of Insurance is provided.
If the event you are holding is not covered through this RSO Event Liability policy, you still may be able to obtain coverage for a cost. Please contact Mercer at email@example.com or by phone Monday through Friday from 8am-5pm (CT) at 866-838-9536 to discuss possibilities for coverage.
Please note: During the renewal process and website update (usually in January), you may not be able to access the online registration. If you need to obtain a Certificate of Insurance during this time, a manual application (pdf) can be emailed to our team at: firstname.lastname@example.org
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:
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.
Register your Organization.
Please be sure your student organization is properly registered with student affairs. Coverage is available only for REGISTERED STUDENT ORGANIZATIONS.
Obtain proper authorization for use of facility.
Please refer to your schools website/intranet for specific procedures
You MUST sign up for coverage if your organization is holding the following type of event on-campus:
1. 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 Mercer Customer Service Center at 866-838-9536 between 6:00 am and 3:00 pm Pacific Time.
2. At the end of the process, print out the Certificate of Insurance, which verifies coverage.
3. 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, however please note there may be conditions associated with these events that could require a manual application to be submitted in order to request coverage. Please see further information regarding these conditions below the following list of events:
* Provided your Student Organization is in good standing with your campus’s student life unit and you have written permission from the appropriate campus department to use the space requested, your event is automatically insured unless it:
If one or more of the above apply to your event, please print and complete an application form and send it to Marsh by email to email@example.com or fax (515-365-3005).
In addition, if you are having vendors (caterers, DJs, entertainers, etc.) at your event, they must provide a Certificate of Insurance naming your organization and The Regents of the University of California as additional insured.
If a vendor does not have insurance, he/she may apply for coverage by downloading and completing the Exhibitor/Vendor Liability Application and send it via fax to 515-365-3005 or via email to firstname.lastname@example.org.
1. Email Campus Risk Management 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.
2. 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 Mercer Customer Service Center for assistance.
3. 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.
4. At the end of the process, print out the Certificate of Insurance, which verifies coverage.
5. Give a copy of the Certificate of Insurance to the department in charge of the facility you are using.
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:
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
Please note, the Certificate of Insurance for which you are applying may be subject to additional approval requirements by the underwriting Insurance Company. Please be sure to submit your application at least 7 to 10 days prior to the event date in order to meet your organization’s event insurance needs. Submission of a completed application and/or premium payment is not a guarantee of coverage. Coverage is not in place for your event until Certificate of Insurance is provided
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. For insurance coverage, contact the Mercer Customer Service Center at 866-838-9536 between 6:00 am and 3:00 pm Pacific Time. 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.
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 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 the Vendor Liability program elsewhere on this web site.
When reporting a notice of loss (injury, property damage to third parties, auto accidents, etc.; related to a registered event), please provide as much detail as possible. This should include, but not be limited to, Insured Name (The Regents of the University of California plus student organization/club name), Contact Name (student organization/club), Policy Number, Claimant Name, Claimant Contact Information, Date of Loss, Location of Loss, Cause of Loss, Your Policy or Reference Number, Initial Steps Taken to Mitigate the Loss, Type (s) and Description of Damage and Estimated Amount of Loss.
The claims customer service department will immediately process your first notice of loss and you will be contacted by your servicing representative.
For information on how to report a University of California Accident Medical claim, view the instructions below for the ACE process. You must report the accident to ACE prior to reporting to Philadelphia.
When reporting a notice of an injury to a member and/or participant, please provide as much detail as possible about the circumstances of how the injury occurred. The information you gather will be needed on the claim form, see below, and the servicing representative will obtain further information when needed. Details should include, but not be limited to, Insured Name (UC Campus and full name of the student organization/club), student organization/club Contact Name, Policy Number (provided on form), Injured Member/Participant Name, Date of Loss, Description of the Injury, Description of the Event where the Injury Occurred, Physical Location where Injury Occurred, Cause of Injury, Your Reference Number (if applicable), Initial Steps Taken to assist the injured participant, any medical reports or invoices received from or on behalf of the injured participant.
The claims customer service department will immediately process your report and you and the injured participant will be contacted by your servicing representative.
Phone: (866) 838-9536 (8:00 a.m. to 5:00 p.m. Central, M-F)
FAX: (515) 365-3005
Mercer Health & Benefits Insurance Services LLC
PO Box 14521
Des Moines, IA 50306
12421 Meredith Drive
Urbandale, IA 50323
To apply for coverage, simply click the Apply Online button below or you can download the RSO Application form below.
RSO Application Form
UC Hazard Class Chart
ACE Accident Medical Policy Summary
Are You Hiring Vendors?
Any vendor you hire must have adequate insurance. Make sure your vendors view the insurance offered under the Vendors, Exhibitors, and Contractors section to confirm they have the appropriate insurance for your RSO event.