Individuals and outside organizations may hold events at facilities provided they:

• Obtain written permission from the facility in charge of the space they wish to use
• Provide the insurance for the event

To get an online premium quote and apply for coverage, simply click the Apply Now tab above. If you have questions or need more information, click any of the tabs above or contact Marsh at 1-866-838- 9536.

Prior to the event you must deliver a Certificate of Insurance to the facility in charge of the space. The Certificate should be accompanied by a note listing the name of the event sponsor, the date of the event, and the location of the event (since some departments control multiple venues).

If you already have insurance coverage, please have your insurance company send the facility in charge of the space a Certificate of Insurance with the following specifications:

• You or your company must be listed as the Insured.
• The event sponsor must be listed as an Additional Insureds.
• The Insurer/Producer name and contact information must be on the Certificate.
• The policy start and end date must encompass the entire length of your event.
• The policy must include General Liability coverage of at least $1,000,000.
• If you are bringing a vehicle, the policy must include Automobile Liability coverage of at least $1,000,000.
• If you are bringing employees, the policy must include evidence of Workers’ Compensation coverage.
• The Certificate of Insurance must provide 30 days’ advance written notice for any modification, change, or cancellation of any component of the insurance coverage.

If you DO NOT have insurance coverage of your own, you may obtain coverage by filling out the application. Payment must be received prior to the event. A Certificate of Insurance will be issued upon receipt of payment. The Certificate of Insurance is your proof of coverage. Present it to the facility in charge of the space prior to the event.

****Failure to comply with one, or both, of the following requirements will affect Participant Legal Liability in place for any event even if a Certificate of Insurance is provided.****

You must have Accident Medical coverage in force. To purchase Accident Medical coverage, please call 877-657-8321.

You must also have a Waiver and Release form system that is regularly maintained or Participants Legal Liability will be subject to a $10,000 deductible. This system must secure and maintain properly executed Waiver and Release forms for all participants. For minor participants (under eighteen years of age) you must always secure and maintain properly executed Minor Waiver and Release forms signed by the parent or legal guardian.

Participants Legal Liability provides coverage for claims you are legally obligated to pay because of actions brought against you, the Named Insured, by players and/or other participant(s). Participant means any player, coach, manager, staff member, team worker, official, media personnel, cheerleader, or band member practicing for, or participating in, the sporting event. This means all of your team members and players and any participating non members! Participant liability insurance, like all liability policies, would provide coverage to the injured party only if the tenant user were liable.

Claims Reporting:

Philadelphia Process (Liability Claims)

How to report a claim:

Step 1 – Gather the Facts

When reporting a notice of loss (injury, property damage to third parties, auto accidents, etc.; related to a registered event), please provide as much detail as possible. This should include, but not be limited to, Insured Name (The Regents of the University of California plus student organization/club name), Contact Name (student organization/club), Policy Number, Claimant Name, Claimant Contact Information, Date of Loss, Location of Loss, Cause of Loss, Your Policy or Reference Number, Initial Steps Taken to Mitigate the Loss, Type (s) and Description of Damage and Estimated Amount of Loss.

Step 2 – Report

• Available Online – Click here to report a claim
• Philadelphia Insurance Companies
  Attention Claims Department
  One Bala Plaza, Suite 100
  Bala Cynwyd, PA 19004-0950
   
• Phone – 800-765-9749
  Fax – 800-685-9238
  Email – claimsreport@phlyins.com

Step 3 – Follow Up

The claims customer service department will immediately process your first notice of loss and you will be contacted by your servicing representative.

Click here for information on how to report a University of California Accident Medical claim. You must report the accident to ACE prior to reporting to Philadelphia or HCC.

ACE Process (Accident Medical Claims)

Step 1 – Gather the Facts

When reporting a notice of an injury to a member and/or participant, please provide as much detail as possible about the circumstances of how the injury occurred. The information you gather will be needed on the claim form, see below, and the servicing representative will obtain further information when needed. Details should include, but not be limited to, Insured Name (UC Campus and full name of the student organization/club), student organization/club Contact Name, Policy Number (provided on form), Injured Member/Participant Name, Date of Loss, Description of the Injury, Description of the Event where the Injury Occurred, Physical Location where Injury Occurred, Cause of Injury, Your Reference Number (if applicable), Initial Steps Taken to assist the injured participant, any medical reports or invoices received from or on behalf of the injured participant.

Step 2 – Report

• ACE Accident Claim Form in PDF – Click here
  Follow the instruction on the form, complete the form and obtain the required signatures and mail to:
• ACE American Insurance Company
  P. O. Box 15417
  Wilmington, DE 19850
• Phone – 800-336-0627 or 302-476-6194
  Fax – 302-476-6154
  Email – Diana.Basa@ace-ina.com

Step 3 – Follow Up

The claims customer service department will immediately process your report and you and the injured participant will be contacted by your servicing representative.

HCC Process

How to report a claim:

Step 1 – Gather the Facts

When reporting a notice of loss, please provide as much detail as possible. This should include, but not be limited to, Insured Name, Contact Name, Policy Number, Date of Loss, Location of Loss, Cause of Loss, Your Policy or Reference Number, Initial Steps Taken to Mitigate the Loss, Type (s) of Damage and Estimated Amount of Loss.

Step 2 – Report

• HCC Specialty Underwriters, Inc.
  401 Edgewater Place, Ste 400
  Wakefield, MA 01880
• Phone – 800-927-6306
  Fax – 781-994-6001

Step 3 – Follow Up

The claims customer service department will immediately process your first notice of loss and you will be contacted by your servicing representative.