Registered Campus Organization Event Liability

Registered Campus Organization Event Liability  

Registered Campus Organization (RCO) Event Liability

The University of California has created an insurance program to cover Registered Campus Organization (RCO) for most on-campus events. Events covered by the policy are paid for by the University. However, Registered Campus Organization's (RCO) are responsible for making sure their event is covered.
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To apply for coverage, simply click the Apply Online button below.

Background

  • General Application Instructions

    Student organizations that already have an insurance source are ineligible for RCO Event Liability coverage.

    For all other campus organizations, including fraternities and sororities, that do not have a national chapter, whose on-campus events fall within hazard classes 1, 2, 3 or 4, please click the Apply Online button. You will be issued an event-specific certificate as proof of insurance. However, if your event requires underwriting review, your completed online application will be sent automatically to our underwriting team for review. Please note that all hazard class 4 events including all events held by National Greek Fraternities/Sororities and all events of a political nature such as conventions, lectures, rallies and speakers require underwriting review. Please be sure to submit your application at least 7 to 10 days prior to the event to allow for underwriting.


    For all other student organizations, including fraternities and sororities, that do not have a national chapter, whose events will be off-campus, please either click the Apply Online button or complete and print the fillable RCO Application Form (found in the Download Forms dropdown menu). For more information about on-campus and off-campus events, please view those sections below.

    The UC Hazard Class Chart (found in the Download Forms dropdown menu) may also help to determine if any waiver requirements or accident medical requirements may pertain to your event. Additionally, please read the ACE Accident Medical Policy Summary (found in the Download Forms dropdown menu) to help you determine if you meet the definition of an insured person.

    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.

    Your application may be subject to additional approval requirements by the underwriting Insurance Company; all hazard class 4 events are subject to approval by the insurance company underwriter. Please be sure to submit your application at least 7 to 10 days prior to the event. Please note, that 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 RCO Event Liability policy, you still may be able to obtain coverage for a cost. Please contact Mercer at plsdsteam.service@mercer.com or by phone Monday through Friday from 8am-5pm (CT) at 1-866-838-9536 to discuss possibilities for coverage.

    Please note: During the renewal process and website update (usually in February), you may not be able to access the online registration. If you need to obtain a Certificate of Insurance during this time, please complete and save the fillable RCO Application Form (found in the Download Forms dropdown menu) that can be emailed to our team at: plsdsteam.service@mercer.com.

  • National Greek Life Organizations

    Nationally affiliated Greek Life Organizations are required to apply for coverage via their National Chapter first.  If your National Chapter declines coverage, CampusConnexions will then consider an application for the event in question.  All of the underwriting criteria provided below must be met.  These applications will be subject to underwriting approval.

    • Written declination of coverage from the National Chapter is required to be provided with the CampusConnexions event liability application.
      • If the application was submitted online, you may email the declination to us separately at plsdsteam.service@mercer.com and state the following in the subject line of the email: Online App Submitted, the event date and the event name.
      • The written declination may be emailed to us with the paper application at plsdsteam.service@mercer.com
    • The event is a philanthropic or community service based event.
    • There will be limited alcohol exposure at the event.

     

    Events held by National Greek Life Organizations always require underwriting review. You may complete the online application and your completed application will be automatically sent to our underwriting team. Please be sure to submit your application at least 7 to 10 days prior to the event to allow for underwriting. (found in the Download Forms dropdown menu).

    Alternatively, if the National Chapter has approved coverage for your event, assuming the event requires evidence of insurance, the next step would be to contact your National Chapter. They should be able to provide your organization with evidence of insurance coverage; it is required that you request to include your group and the University of California as Additional Insureds.

  • Participant Waiver/Accident Medical Requirements

    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 for Participants Legal Liability. 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 see the policy summary below for information on the Ace Accident Medical policy that is provided by the University of California to determine if your group meets the definition of an “Insured Person”.

      If you believe your group does not qualify as an “Insured Person”, please contact us at 1-866-838-9536 and we will verify eligibility with the insurer for you. If it is confirmed, that your group does not qualify as an “Insured Person”, then please click Accident Medical Application Form – Sports Teams/LeaguesAccident Medical Application Form – Special Events or Accident Medical Application Form – Clubs/Groups to obtain an Accident Medical policy for your sports related event.

    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 player participants in your group. 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. Please refer to the UC Hazard Class Chart (found in the Download Forms dropdown menu) for event-specific instructions.

On-Campus Events

  • On-Campus Events

    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

    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

  • Event Eligibility

    • Provided your Student/Campus Organization is in good standing with your Campus’ Student Life Department and you have written permission from the appropriate Campus department to use the space requested, your event will be automatically insured under the blanket RSO policy, unless any one or more of the following apply:
      • Is an event listed as a hazard class 4 in the hazard class chart. Some examples include:
        • Events of a political nature, such as conventions, lectures, rallies and speakers;
        • Events held by National Greek Life Organizations.
      • Involves more than 5,000 people.
      • Products coverage is needed:
        Covers costs to you associated with injuries or illness sustained by a guest arising from ingesting or using a food, beverage or souvenir. If the distribution or sale of food, beverages and souvenirs will be part of your event, you must purchase products coverage ($5 per $1,000 of expected sales). If the total expected sales are more than $10,000, underwriting review is required.
      • Garage Keepers coverage is needed:
        Covers damages to your guests’ vehicles caused by you if you provide parking for their vehicles. If you are not parking their vehicles at your event, you do not need this coverage. If a Vendor, hired by your organization, is parking vehicles at your event, the Vendor must provide a Certificate of Insurance naming your organization and The Regents of the University of California as Additional Insureds. Please call our service center for additional assistance.
      • Auto Coverage is needed. Please call our service center for additional assistance.
      • Local police or outside armed security guards are needed (Campus security only does not require underwriting review).
      • Camps/Campus Tours with minors (under age 18) that are overnight.
      • Amusements.
      • Inflatables.
      • Large tents.
      • Liquor Liability Insurance is needed.
      • It is a sports event for which signed waivers have not been obtained and/or accident medical insurance has not been confirmed or obtained (some groups will qualify for the Accident Medical policy provided by University of California; view the Accident Medical Policy Summary).


    If any of the above circumstances are applicable, your event will require additional underwriting which may take 7-10 business days. You may proceed with the online application, unless advised above to call the service center specifically. Your completed online application will be sent automatically to our underwriting team for review. Please be sure to submit your application at least 7 to 10 days prior to the event to allow for underwriting.

  • Apply for Coverage

    Student organizations that already have an insurance source are ineligible for RCO Event Liability coverage.

    For all other campus organizations, including fraternities and sororities, that do not have a national chapter, whose on-campus events fall within hazard classes 1, 2, 3 or 4, please click the Apply Online button. You will be issued an event-specific certificate as proof of insurance.  However, if your event requires underwriting review, your completed online application will be sent automatically to our underwriting team for review. Please note that all hazard class 4 events including all events held by National Greek Fraternities/Sororities and all events of a political nature such as conventions, lectures, rallies and speakers require underwriting review. Please be sure to submit your application at least 7 to 10 days prior to the event to allow for underwriting.

     

    Submission of a completed application and/or premium payment is not a guarantee of coverage. For events requiring additional underwriting review, submission of a completed application and/or premium payment is not a guarantee of coverage and coverage is not in place for your event until a Certificate of Insurance is provided. 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.

     

    The UC Hazard Class Chart (found in the Download Forms dropdown menu) may also help to determine if any waiver requirements or accident medical requirements may pertain to your event. Additionally, please read the ACE Accident Medical Policy Summary (found in the Download Forms dropdown menu) to help you determine if you meet the definition of an insured person.

  • Coverage for Non-Affiliated Vendors

    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 a Vendor or Performer needs insurance, please print the Event Liability (non-UC Parties) pdf application to provide to them or contact Mercer via email at plsdsteam.service@mercer.com or phone at 1-866-838-9536 Monday-Friday, 8am-5pm (CT). They must provide a certificate of insurance naming your organization and The Regents of the University of California as Additional Insureds.

    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.

    • 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.


    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.

  • When to contact Campus Risk Management

    1. When you are unable to determine how to obtain coverage for your event, 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 assist you with determining how/where to obtain coverage. Please give Risk Management at least 7 to 10 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, Mercer. Contact the Mercer Customer Service Center for assistance at 866-838-9536 between 8:00am and 5:00pm CST or by email at plsdsteam.service@mercer.com.
    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, for verification of coverage.
    5. Give a copy of the Certificate of Insurance to the department in charge of the facility you are using.

Off-Campus Events

  • Apply For Coverage

    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 provides this website so student organizations can purchase insurance for off-campus events. It is best to start the process at least 7 to 10 days before the event. 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.

    Additionally, student organizations that already have an insurance source are ineligible for RCO Event Liability coverage.

    For all other student organizations, including fraternities and sororities, that do not have a national chapter, whose events will be off-campus, please either click the Apply Online button and apply as an off campus event or complete and print the fillable RCO Application Form (found in the Download Forms dropdown menu) which may be emailed to plsdsteam.service@mercer.com.

    The UC Hazard Class Chart (found in the Download Forms dropdown menu) may also help to determine if any waiver requirements or accident medical requirements may pertain to your event. Additionally, please read the ACE Accident Medical Policy Summary (found in the Download Forms dropdown menu) to help you determine if you meet the definition of an insured person.

    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.

    Your application may be subject to additional approval requirements by the underwriting Insurance Company; all hazard class 4 events are subject to approval by the insurance company underwriter. You may proceed with the online application and, if necessary, your completed online application will be sent automatically to our underwriting team for review. Please be sure to submit your application at least 7 to 10 days prior to the event. For events requiring additional underwriting review, submission of a completed application and/or premium payment is not a guarantee of coverage and coverage is not in place for your event until a Certificate of Insurance is provided. If underwriting review is not required, your Certificate of Insurance will be issued automatically online upon completion of successful payment.


    Once payment has been processed, you may print your Certificate of Insurance which constitutes proof that your event has liability insurance coverage. If necessary, also provide a copy to the host facility.

  • Coverage for Non-Affiliated Vendors

    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 a Vendor or Performer needs insurance, please print the Event Liability (non-UC Parties) pdf application to provide to them or contact Mercer via email at plsdsteam.service@mercer.com or phone at 1-866-838-9536 Monday-Friday, 8am-5pm (CT). They must provide a certificate of insurance naming your organization and The Regents of the University of California as Additional Insureds.

    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.

    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.


    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.

Claims Reporting

How to report a claim:
  • Philadelphia Process (Liability Claims)

    1. Gather the Facts

      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.

    2. Report
    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.

      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.

  • ACE Process (Accident Medical Claims)

    1. Gather the Facts

      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.

    2. Report
    3. Follow Up
    4. The claims customer service department will immediately process your report and you and the injured participant will be contacted by your servicing representative.

Are You Hiring Vendors?

Any vendor you hire must have adequate insurance. Make sure your vendors view the insurance offered within the Tenant User menu option under the Event Vendor/Exhibitor-Performer Liability section to confirm they have the appropriate insurance for your RCO event.

Contacts

We're here to help! Please contact us in whatever manner is most convenient for you.


 Direct Phone
1-866-838-9536
 Hours
 M-F 8a-5p CST
 Fax
515-365-3005
 Email
plsdsteam.service@mercer.com
 Mailing Address
Program Administrator
Mercer Health & Benefits Insurance Services LLC
PO Box 14521
Des Moines, IA 50306
 Street Address for Express Shipments
Mercer
12421 Meredith Drive
Urbandale, IA 50398