EVENT PROCEDURES DURING COVID-19
Individuals and outside organizations may hold events at facilities provided they:
Please note, the Certificate of Insurance for which you are applying may be subject to additional approval requirements by the underwriting Insurance Company. Please be sure to submit your application at least 7 to 10 days prior to the event date in order to meet your organization’s event insurance needs. Submission of a completed application and/or premium payment is not a guarantee of coverage. Coverage is not in place for your event until Certificate of Insurance is provided.
During the master policy renewal in March, you may apply online. Your completed application will be automatically sent to our service center and will be emailed to you. It will remain on hold until the new master policy information is available and we can issue your Certificate of Insurance. If immediate assistance is needed, please contact us at 1-866-838-9536 Monday – Friday, 8am – 5pm (CT) or via email at firstname.lastname@example.org.
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:
If you DO NOT have insurance coverage of your own, you may obtain coverage by 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.
If you do not have insurance coverage of your own, you may obtain coverage by clicking the Apply Online button above. A Certificate of Insurance will be issued immediately upon payment for most events (unless further underwriting review is necessary). The Certificate of Insurance is your proof of coverage and should be given to the facility in charge of the space prior to the event.
Requirements for Events with Sports Participants
The carrier requires excess Accident Medical coverage to be in force for all sports participants. To purchase Accident Medical coverage for athletic events, please click the Download Now button above to print and complete the Accident Medical Application Form – Sports Teams/Leagues. Follow the submission instructions on the form. Failure to meet this requirement will mean that each claim for Participants Legal Liability is subject to a $10,000 deductible.
The carrier also requires a Waiver and Release form system that is regularly maintained and followed. 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. Failure to meet this requirement will mean that each claim for Participants Legal Liability is subject to a $10,000 deductible.
Accident Medical coverage and waivers are not required if coverage is only being purchased for spectators of a sporting event.
You must have Accident Medical coverage in force. To purchase Accident Medical coverage, please call 1-877-657-8321.
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.
Philadelphia Process (Liability Claims)
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.
The claims customer service department will immediately process your first notice of loss and you will be contacted by your servicing representative.
For information on how to report a University of California Accident Medical claim, view the form.
One note: your representative may refer to TULIP coverage. Don’t worry. TULIP stands for Tenant User’s Liability Insurance Policy, and it is what you are applying for.
We're here to help! Please contact us in whatever manner is most convenient for you.
| Direct Phone
M-F 8a-5p CST
| Mailing Address
Mercer Health & Benefits Insurance Services LLC
PO Box 14521
Des Moines, IA 50306
| Street Address for Express Shipments
12421 Meredith Drive
Urbandale, IA 50398