Insurance for Special Events
Special Events, and Campus Events in general, are a core function of the CSU and the Auxiliary organizations. Special Events engage the students, faculty, staff, alumni, visitors, and surrounding communities in programs augmenting the traditional academic programs of the university. CSUN's goal is to serve our community as educational, public service, cultural, and artistic centers enriching through experience, culture, knowledge, and learning.
Special Events are by their very nature not "routine operations" but are often modified or new processes and procedures used to support a "one time activity". Given that these "special" activities are not routine, the risk of exposure is increased.
Basic values exposed to risk include: personnel, property, liability (responsibility for injury or damage to others), continuity, and revenue. Accidents can involve injury or property damage resulting in financial loss, reputational loss, interruption or cancellation of the activity, additional expenses, etc.
The primary responsibility of the individuals "in charge" of a special event includes managing the risks of the activities, participants, operations, personnel, and property to support a successful outcome.
University departments and students sponsoring events on campus that present a liability exposure to the university may be required to purchase Special Event insurance. Insurance requirements and premiums are determined by the type of activity, the type and number of participants, and the duration of the event. The below list of activities is typical of events that require special event coverage:
- event attendees are off-campus visitors (or advertised to the general public)
- event attendees or participants are minors
- event includes vendors or exhibitors
- event includes musicians or entertainers
- event includes rides, mechanical devices, inflatables, or animals
- event includes alcoholic beverages served
To determine whether or not Special Event insurance and/or Release of Liability (Waiver) are required, event planners should complete a Risk Assessment Form and submit it to Risk Management for review. Please allow 2 Weeks for review and to obtain an insurance cost estimate.
If Special Event insurance is required, event planners will be provided the insurance premium, which must be paid in advance of the event. After payment is made, a Certificate of Insurance will be provided.
If a Release of Liability (Waiver) is required, event organizers will be notified.
The path to take to actually hold the event depends on which group is sponsoring the event and, of course, the nature and location of the event.
The three groups are:
- CSUN Students and Student Organizations
- CSUN College, Department, or Centers
- Outside Groups (Businesses, Community Organizations, Film Companies, etc.)
*Insurance requirements are determined on a case-by-case
Students planning any event, indoors or outdoors, anyplace on or off-campus, should first go to the Division of Student Affairs “Matador Involvement Center” located in the University Student Union (USU) for information.
Special event insurance is usually required if the participants include anyone who is not a registered student or a member of CSUN faculty or staff. Complete the Risk Assessment Form.
Fundraising events require coordination with University Advancement.
University Sponsored, On-Campus Events
To determine whether or not Special Event insurance and/or Release of Liability (Waiver) are required, event planners should complete the Risk Assessment Form
Additionally, if event attendees or participants are minors, visit Youth Protection Program
University Sponsored, Off-Campus Events
University departments sponsoring events off-campus may be asked to provide evidence of the university's liability insurance. If an Additional Insured Endorsement is requested, an executed contract between the university and the off-campus entity is required. To request a certificate of insurance or for additional information, contact Risk Management
*Event with non-CSUN co-host or sponsor
- MOU or agreement must be executed
- Comply with CSUN Insurance Requirements
Non-University Sponsored, On-Campus Events
Individuals or organizations hosting non-university-sponsored events or activities on campus must also comply with CSUN Insurance requirements. For use of campus facilities, an executed contract and evidence of adequate insurance are required.
The certificate and endorsement will include the following as additional insured: The state of California, the Trustees of The California State University, California State University, Northridge, and employees, officers, directors, volunteers, and agents (collectively “University”)
* Contact University Licensing for leasing/renting on-campus: classroom space, outdoor space, athletic facilities, theaters, recital halls, USU facilities, University Club, etc.
Student Housing Conference Service and dorms
University Licensing is to be contacted for leasing/renting space on campus to third parties, to include classrooms, outdoor space, athletics facilities, theaters, recital halls, etc.
The Student Union (USU) is to be contacted to lease/rent space within the USU area.
The Soraya Facilities: Rental- Plaza del Sol and Soraya Center
Parking & Transportation Services: for parking services and lots.
CSUN Police Service for security
EH&S Department for food rules and safety
Facilities Planning, Design & Construction: Special Event Permit