Insurance for Non-Departmental Users of Campus Facilities

Please note: this page does not apply to Registered Student Organizations holding events on campus. Insurance procedures for Registered Student Organizations may be found here.

In accordance with the campus's policy on Facility Use Permits, non-departmental users (including private individuals, private corporations, non-profit organizations, and unincorporated associations) may hold events at campus facilities provided they do the following PRIOR TO the event:

  • Obtain written permission (Facilities Use Permit) from the campus department in charge of the space they wish to use
  • Provide the University with evidence of insurance for the event, in the form of a Certificate of Insurance

For non-departmental users who already have insurance coverage, please instruct your insurance company to send the campus department in charge of the space a Certificate of Insurance with the following specifications:

  1. You or your organization must be listed as the Insured.
  2. The REGENTS OF THE UNIVERSITY OF CALIFORNIA must be listed as an Additional Insured.
  3. The Insurer/Producer name and contact information must be on the Certificate.
  4. The policy start and end date must encompass the date of your event.
  5. The policy must include General Liability coverage of at least $1,000,000.
  6. If you are bringing a vehicle onto campus, the policy must include Automobile Liability coverage of at least $1,000,000.
  7. If you are bringing employees onto campus, the policy must include evidence of Workers' Compensation coverage.
  8. 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.

Non-departmental users who do not have insurance may obtain coverage from any source. As a convenience, the University's insurance broker, Mercer, offers coverage at competitive rates. Start the process by determining whether you or your organization is:

  • The host of the event  OR
  • A vendor at someone else's event.

Event Hosts

If you are supervising the event, you are considered the host. (There can be more than one host; if multiple non-departmental users are holding an event, all are considered hosts.) To obtain coverage:

    1. Go to the Tenant User Liability Insurance Program (TULIP) page at the CampusConnexions Website.
    2. Click on Apply Online and complete the online application process.
    3. Purchase the insurance online using a credit card and be done,
      – or –
      click on TULIP Application Form for a PDF form you can complete and fax to 515-365-3005.
    4. If you fill out the form, a Mercer Service Center Representative will contact you by email with a quote for the insurance.
    5. If you have questions or need assistance, contact the Mercer Customer Service Center at 866-838-9536 from 6 a.m. to 3 p.m. Pacific Time.

Again, you are not required to purchase insurance from Mercer. You may get equivalent coverage from any insurance company as long as the Certificate of Insurance names the Regents of the University of California as additional insured with $1,000,000 limits, and is on file with the host department PRIOR to the event.

Vendors AT OTHER PEOPLE'S EVENTS

If you are not supervising a campus event, but are providing goods or services to someone else's event, you are considered a vendor, exhibitor, or performer. NOTE: This coverage is for events only. Independent contractors providing service on a continuing basis may apply for coverage here.

  1. Go to the Vendor/Exhibitor Insurance page at the Mercer Web Site.
  2. Click on Apply Online and complete the on-line application process.
  3. Purchase the insurance online using a credit card and be done,
    – or –
    click on Vendor Liability Application Form for a PDF form you can complete and fax to 515-365-3005.
  4. If you fill out the form, a Mercer Service Center Representative will contact you by email with a quote for the insurance.
  5. If you have questions or need assistance, contact the Mercer Customer Service Center at 866-838-9536 from 6 a.m. to 3 p.m. Pacific Time.