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