Did you know you or your parents/guardians could be held liable for legal actions resulting from your Registered Campus Organization (RCO) event? As you plan your event, be aware that you are required to make the appropriate insurance arrangements and use the appropriate waivers. Don’t put it off—take care of the insurance now!
First, assess what level of risk your event/activity is by using this chart.
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On-Campus Event Insurance Coverage
The University of California Office of the President (UCOP) has created an insurance program to cover Registered Campus Organizations (RCOs) for most on-campus events. The University of California pays for the insurance coverage for “low risk” events (e.g., banquet, meetings, etc.) and many “medium risk” events (e.g., dances, cultural shows, etc.). Events deemed as “high risk” events (e.g., concerts, paintball, etc.) are not automatically covered and will need to apply with the insurance carrier. For “high risk” events, a RCO will be given a quote on a premium to purchase. RCOs are responsible for making certain their on-campus event is an applicant with the insurance carrier – CampusConnexion.
Previously, RCO events and activities held on-campus were not covered by the University of California’s own insurance programs, which 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.
RCO Affiliations. If your RCO is an affiliate member or local chapter of a regional or national organization, such as a few fraternities and sororities, you may be able to attain insurance from your regional or national organization. Please contact your organization’s regional or national office to see if they will cover your RCO; they must name the Regents of the University of California to their insurance. If the affiliate will not cover the RCO with insurance, then the RCO can attain insurance coverage from the CampusConnexions program.
Club Sports/Recreation Sports RCOs. These RCO’s will work with UCI Campus Recreation for their insurance and liability waivers. See: Club Sports Waiver.
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 RCOs 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 RCO Event Liability webpage and click on the off-campus events tab for more information.
Your Own Insurance. Organizations are not restricted to utilizing the insurance program through UCOP for “medium” and “high-risk” events. If you have another carrier that you would like to work with, please feel free to do so. Please note: The University requires a minimum of $1,000,000.00 per occurrence and $2,000,000.00 aggregate for comprehensive general liability and property damage covering activities for general use of University Properties. Your organization must provide the reservation facility a Certificate of Insurance naming the Regents of the University of California as additional insured for “medium” and “high risk” events. Click here for a CampusConnexions Certificate of Insurance example.
Off-Campus Vendor. If your organization is working in collaboration with an off-campus vendor, please remember that all vendors working with the RCO must apply for Vendor/Exhibitor Liability Insurance. Vendors can apply for this insurance online here. You can also download (PDF) the Vendor/Exhibitor Liability Application.
Liability Waivers
In addition to the insurance coverage for campus events offered by the UCOP, event participant waivers will also help to protect RCOs in case of legal action. For the insurance coverage to be effective, many types of events require participants to sign a waiver. Follow the steps below.
Request customizable liability waiver
Complete the following form: RISK & LIABILITY INTAKE FORM
Please make requests at least 30 days prior to your program/event. COVP and Risk Services will then contact you about distributing your waiver to your participants.
Club Sports/Recreation Sports RCOs
These RCOs will work with UCI Campus Recreation for their insurance and liability waivers. See Club Sports Waiver.
RCO Risk Meetings
RCO’s can schedule to meet with a COVP staff member and Risk Manager to discuss the insurance application process, liability waivers, working with minors, and any other matters related to any medium to high-risk activities. These meetings can be scheduled for Fridays, from 10am-12pm for 30-minute increments. To schedule a meeting visit: https://calendly.com/adesparz/rco_risk
Liability Waiver Request Process
Dance Groups
Reserve Space for Dance/Performance Practice at the following locations:
- Allowed (2) two-hour practices per week
- Open until midnight
- Accepts requests after Week 1
- 100 person capacity
- Recommend requesting early for the following quarter
- 200 person capacity
Programs/Events with Minors/Youth
If your RCO is looking to work with individuals under the age of 18, please contact our office at campusorgs@uci.edu to schedule a meeting to discuss resources and support for your program. Examples of programs and activities involving minors include hosting tours for K-12 students, hosting overnight camps, and others.
If you are planning to host any virtual events with minors, please make a request for liability waivers and review the resources below with helpful tips and strategies to consider.
Working with Minors Resource Guide