Campus Events - Risk Assessment FAQs

1. Timeliness: After you submit your RFU/eRFU to the University Events Scheduling Office (UESO) or The Clarke, please allow three weeks for your event to be processed and approved.  Allow more time for larger or more complex events (i.e. Guelaguetza).  Risk Management encourages pre-planning consultations. Please coordinate these requests through the UESO  or Clarke Field House as appropriate.

2. Describe Your Event: Provide a clear picture of the event which includes all planned activities (including alcohol requests).

New Self-Service Risk Assessment Tools:

  • Who are you inviting? Campus community or outside guests.
  • Who will be speaking, entertaining or providing exhibits (i.e. Aids in Africa Tent) at your event?  Is there an elevated climate element to be considered? (i.e. Hot political candidate/topic).
  • If your event changes after the original RFU submission please make sure to notify Risk Management in case there are additional items we need to consider that were not included in the original risk assessment. Our goal is to protect the students, faculty, staff, our guests, and the campus from potential injury and liability claims.

3. Risk Transfer: Risk Management is responsible for appropriately transferring risk and minimizing risk exposure to the campus. In doing so, we will put steps in place to protect the campus. Examples include: Indemnification forms, insurance requirements and minimizing activities that have the potential for injury or accident.

  • Indemnification Forms: All outside speakers need to complete an indemnification form and the Event Organizer should submit the forms(s) to the University Events Scheduling Office (or The Clarke as appropriate) prior to the start of the event. Please include your event title (as is indicated on the RFU/eRFU, event date and confirmation number so that they can appropriately match it to your RFU.)
  • Insurance Requirements: The campus has insurance requirements that need to be met by outside organizations (i.e. vendors, performers). If you have a service contract in place, this process will occur behind the scenes through Procurement, ASI or Foundation (depending on who is paying for it).  Please forward a copy of your signed service contract to the University Events Scheduling Office (or The Clarke as appropriate) for campus auditing purposes.  For those outside organizations that do not have a service contract in place, the University Events Scheduling Office or Clarke Field House will work with the outside organization to coordinate the insurance requirements. The campus does this to appropriately transfer the risk exposure back to the entity that is introducing the risk to the campus. Higher risk exposures sometimes require the purchase of Special Event Insurance (Paid for by the sponsoring group or outside organization). Risk Management & Safety can assist with more information on Special Event Insurance.

4. Serving Food/Beverages: Pre-packaged foods from local vendors (i.e. Ralphs, Mr. Taco, etc.) and Foundation approved catering are the preferred methods of providing food at a campus event. Food cannot be prepared off campus, brought to campus and then served to event attendees. Groups can check-out the Foundation BBQ and prepare raw ingredients that they purchase from a local vendor on campus. The group must have at least one member with a current Food Handler's card on-site at all times to do so. We encourage the use of safe food handling practices as is indicated in the Food Checklist handout.

If you have questions, or need additional information on risk assessments for campus events, please do not hesitate to call or email. Thank you.

Risk Management & Safety
(760) 750-4502
rms@csusm.edu

Compliance Authorities & Other Resource Links:

Campus Facility Use Policy (Draft)
University Events Scheduling Office
The Clarke
Campus Alcohol Policy
Request for Facility Use General Terms & Conditions
Open Flame Guideline