When planning an event, it is important to consider all of the inherent risk associated with the event. Some examples of inherent risk include, alcohol, minors attending, animals, location, headcount of participants, and nature of the activity.
- Minors Attending
- Headcount of Participants
- Nature of the Activity
Release of Liability Form
Clubs are responsible for their own activities and assume complete responsibility and liability for their activities. ASI and the University do not provide liability/accident/medical insurance for clubs and club members. Clubs may purchase their own liability insurance or special events insurance through the University’s third party provider if the events on campus. If an individual is injured or causes personal or property damages or other injuries at a club event, that individual is personally responsible for any related expenses and damages. When clubs sponsor activities with the potential for injuries and/or damages, participants are required to complete a Release of Liability, Promise Not to Sue, Assumption of Risk and Agreement to Pay Claims form. (University Release Agreement 22 form aka Release of Liability Form.) The Release of Liability form serves two important purposes: it notifies the participant that liability/accident/medical insurance is not provided for the activity and it clarifies the responsibility of the individual, the university, and the club. Release of Liability forms can be filled out at the event site but must be completed prior to the individual participating in the activity.
A Release of Liability form does not release clubs from the responsibility of providing a safe environment for the activity.
Clubs are required to submit an E-Plan for off-campus events. Failure to abide by this guideline will result in the withdrawal of recognition or other appropriate sanctions.
Open Bodies of Water
Events that take place on open bodies of water are only allowed under contract with a licensed third party vendor with appropriate insurance.
Ineligible Off-Campus Events and Activities
Due to their high-risk nature, certain activities are not permitted to occur as club events. Ineligible activities include, but are not limited to, wine tasting, events at student private residences, and helicopter rides. The University, through the Dean of Students Office, will determine on a case-by-case basis whether an event or activity is deemed too risky.
Insurance on Equipment or Borrowed Items
ASI and the University do not have insurance coverage for equipment or other items borrowed for use by an club. Clubs have a responsibility to ensure that they are trained to use any rented equipment and to follow safety procedures.