NOTE: Excess Accident Medical is only required if you are having a sporting event/activity and purchasing General Liability coverage for the players/participants/campers (see the Hazard Class Chart below).

On-Campus Events - Recognized Student Organizations

A general liability insurance policy is in effect to cover most on-campus events/activities for Sponsored Student Organizations and Voluntary Student Organizations.  An activity report for all on-campus activities, including meetings, must be submitted to Oregon State University Student Organizations & Activities (SOA) in advance of the activity. 

For on-campus events/activities that are considered within hazard class 1, 2 or 3, the event/activity usually requires no further action.* However, if you need proof of insurance for any reason, you may submit an application and we will provide a Certificate of Insurance.

Underwriting referral is required for On-Campus events when your event meets either criteria below.

• Falls under hazard class 4; or
• Falls under hazard classes 1, 2 or 3 and
  • Has more than 5,000 attendees/spectators; or
  • Will be 5 or more consecutive days long.

Please allow at least 7-10 business days for underwriting review.

* For all On Campus Sports Events that need liability coverage for players/participants/campers, premium charges will apply on a per person basis for each player/participant/camper according to the Sports Participant Hazard Schedule for classes 1-4. Liability coverage is included for all spectators, so there is no need to purchase spectator liability coverage.

Off-Campus Events - Recognized Student Organizations

RSOs may apply for coverage for events/activities that are off-campus. 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.  An activity report for the off-campus event/activity must be submitted to Oregon State University Student Organizations & Activities (SOA) in advance of the activity.

When you are applying for coverage for a non-sport or sport event that is considered within Off-Campus hazard class 1, 2, 3 or 4, you may obtain a Certificate of Insurance by clicking on the “Student Special Event Application” button (to the right) and completing the application.  The Recognized Student Organization will be responsible to pay the associated premium charges that apply.  There is a $100 minimum premium per event/activity.

For any event requiring underwriting referral, please allow at least 7-10 business days for underwriting review.

Hazard Class & Exclusions Chart – On and Off Campus Events

Please click on the ‘Hazard Class Chart’ button below to find the following:

• The appropriate hazard class for your non-sport and/or sport event
• To determine any potentially necessary waiver requirements
•  To determine possible requirements for Accident Medical insurance.

Hazard Class Chart

If your event is not listed, please either contact us at 1-866-838-9536, Monday – Friday, 8am-5pm (CT) or via email at [email protected] or you may simply click on “Student Special Event Application” (to the right), complete the application and email it to us.

When your event/activity is excluded or declined by the carrier, you may call us at 1-866-838-9536 to ask if it’s possible to quote with an alternative carrier.  For example, all events of a political nature are not eligible for coverage with Philadelphia. 

If any of the following applies to the event, you must submit a Student Special Event Application so that coverage can be reviewed by underwriting. This process takes approximately 7-10 business days. 

• Involves more than 5,000 attendees/spectators/participants
• Extends over 5 or more consecutive days.
• If minors (under age 18) are involved in the event.
• If your product sales are expected to exceed $10,000.  (Products liability coverage is available without underwriting for up to $10,000 in products sales.)  There is an additional cost for products liability coverage. 
• An outside security agency is being used.
• An Additional Insured is being requested.
• Includes Amusements (examples include rock walls, trampolines)
• Includes Inflatables
• Includes Tents (any rented or owned tent larger than 10’x10’)
• If your Recognized Student Organization is selling liquor at the event, then the purchase Liquor Liability Insurance is required. However, if the liquor is being sold by an insured third party (i.e. a licensed caterer), Liquor Liability Insurance is not needed, however, it is suggested to obtain a Certificate of Insurance from the vendor naming your group and the University as Additional Insureds.
• Check with Insurance and Risk Management Services regarding campus guidelines for liquor at events.  In addition, you may need to check with city and county about possible permit requirements to sell or serve liquor. 

IMPORTANT INFORMATION

Participants Legal Liability provides coverage for claims you are legally obligated to pay because of actions brought against you, the Named Insured, by players/participants. 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 nonmembers! Participant liability insurance, like all liability policies, would provide coverage to the injured party only if the RSO Group or University 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.****

Sporting Events/Activities – Player/Participant/Camper Coverage

In order to have General Liability coverage for bodily injury to players/participants/campers (referred to as “Participant Legal Liability”) of a sporting event/activity, both requirements below must be satisfied.

1)      Excess Accident/Medical Insurance Requirements

Excess Accident/Medical Coverage for all players/participants/campers of at least $10,000 per player/participant/camper is required purchase Excess Accident Medical coverage click on Accident Medical to take you to that product page with the necessary application.

If the Excess Accident Medical coverage is not maintained for all player/participants/campers, then there will be a $10,000 General Liability deductible applicable to each claim or “suit” with respect to any player participants.

2)      Waiver & Release Form System Requirements

You must also have a Waiver and Release form system that is regularly maintained. This system must secure and maintain properly executed Waiver and Release forms for all players/participants/campers. For minors (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. 

No coverage will be provided for “Participant Legal Liability” losses unless you secure from each player/participant/camper a valid Waiver and Release form.

If, despite your best efforts, and the existence of a systematic method of securing such agreements, you are unable to secure valid Waiver and Release forms for all players/participants/campers, through no fault of your own, General Liability coverage will apply after a per claim Deductible of $10,000 (including supplemental payments and defense costs) resulting from the absence of such a valid, signed, and dated Waiver and Release form.

If there will be vendors, exhibitors, or performers at the event they must provide you with a Certificate of Insurance for liability naming your Recognized Student Organization and your University as an Additional Insured.   If they do not have liability coverage, some exhibitors, small vendors, and musician performers (solo or group) may call us for assistance at 1-866-838-9536.

Those with an established business, such as caterers, DJ’s and photographers, are required to provide their own liability or business owner’s package proof of insurance with the RSO group and University named as Additional Insureds.

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.

    

2. Report
   • -Available Online – Click here to report a claim
   
   
   • -Philadelphia Insurance Companies 
     Attention Claims Department 
     One Bala Plaza, Suite 100 
     Bala Cynwyd, PA 19004-0950
   
   
   • -Phone: 800-765-9749
     Fax: 800-685-9238
     Email – [email protected]


3. Follow Up


4. The claims customer service department will immediately process your first notice of loss and you will be contacted by your servicing representative.

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.


2. Report
   Special Markets Insurance Consultants, Inc. 
   Attention Tonia Spees 
   1055 Main Street, Suite 101 
   Stevens Point, WI 54481



Phone - 800-727-7642

Email - [email protected]



3. Follow Up


4. The claims customer service department will immediately process your first notice of loss and you will be contacted by your servicing representative.