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Risk Management

Activity/Trip Information

Event Permit

To reserve your event, contact the Department of Business Development & Property Management at (951) 785-2511.

The City of Riverside Fire Department requires an Event Permit (PDF file) in conjunction with fire safety regulations for Places of Assembly. In accordance with the Uniform Fire Code (UFC) with particular attention to Article 25-Places of Assembly (PDF file), an event permit will be required for Places of Assembly whether it is an indoor or outdoor facility.

The standard event permit fee is $145 with inspection or $50 without an inspection, per event. However, if we can provide the Fire Marshall with an activity calendar list of events, dates, time and location with a rough diagram (of seating arrangements or equipment) for the entire year they may consider issuing an annual permit for all events.

Also, a food handling permit is required if preparing or serving food at any temporary event. The activity coordinator must obtain a Temporary Food Facility/Community Event Coordinator's Application directly from the Department of Environmental Health at 4065 County Circle Dr., Riverside CA, 951-358-5172. For more information view Information Bulletin No. 00-02 (PDF file) or go to www.rivcoeh.org. An approved copy of the permit must be submitted to the Office of Risk Management prior to the event.

Event Permit

Event Insurance Coverage

This document is for use by third parties requesting use of LSU property for specific events. It protects both the facility user and the institution against claims by the third party who may be injured as a result of participating in an event.

https://tulip.ajgrms.com/

If you have any questions please feel free to contact the Office of Risk Management at (951) 785-2102 or email risk@lasierra.edu.

Off Campus Activity

*For trip approval for clubs and organizations, please continue with the following guideline:

  1. Group leader must log in to his/her orgsync page.
  2. Click on the organization's name.
  3. Select the "Calender" tab on the left hand side.
  4. Select the date in which the event will take place.
  5. Select "Create Event."
  6. Fill out the requested information.
  7. Approval of events will take place every Friday at 9:00am by the OSI Council.
  8. Group leader will be notified of event approval.
  9. Once approved, the group leader must fill out and complete the top portion of the Waiver of Liability and Assumption of Risk Agreement for the students. Then, print out the form for each student to sign. Keep a copy of the signed waiver and send a scanned document to Risk Management at risk@lasierra.edu.
  10. Applying for insurance is optional for student groups staying within the United States. You may follow instructions to purchase additional coverage through TravelHub:
  11. Print out the Medical Treatment Authorization forms* for each student to sign.
  12. Driver Clearance
  13. Upon conclusion of your trip, should you require a reimbursement for your expenses, submit an Expense Report with original receipts to the Accounting office.

Documents:

  1. Waiver of Liability and Assumption of Risk Agreement
  2. Insurance Instructions
  3. Medical Treatment Authorization*
  4. Expense Report (optional)

*The Medical Treatment Authorization Form and the Medical History Form are for students traveling on a university-sponsored trip and should be kept in possession of the university trip leader and shredded upon return. These forms are to be used in the event of an emergency situation where the injured person may be unable to give permission or sign for medical treatment*

On-Campus (University Officials/Students planning event on campus)

  1. To reserve a room or building on campus, please contact the Department of Property Management at ttyler@lasierra.edu or (951) 785-2511.
    • Required reservation 1 to 2 months in advance of planned event.
  2. For event approval, group leader must log in to his/her orgsync page.
  3. Click on the organization's name.
  4. Select the "Calender" tab on the left hand side.
  5. Select the date in which the event will take place.
  6. Select "Create Event."
  7. Fill out the requested information.
  8. Approval of events will take place every Friday at 9:00am by the OSI Council.
  9. Group leader will be notified of event approval.
  10. Once approved, the group leader must fill out and complete the top portion of the Waiver of Liability and Assumption of Risk Agreement** for the students. Then, print out the form for each student to sign. Keep a copy of the signed waiver and send a scanned document to Risk Management at risk@lasierra.edu.
  11. Print out the Medical Treatment Authorization forms** for each student to sign.
  12. Driver Clearance**
  13. Food & Refreshments:
  14. Upon conclusion of your trip, should you require a reimbursement for your expenses, submit an Expense Report with original receipts to the Accounting office.

**Required

On-Campus Activity for External Event Coordinator

  1. To reserve a room or building on campus, please contact the Department of Property Management at ttyler@lasierra.edu or (951) 785-2511. 
    • Reservation required 1-2 months in advance of planned event.

       

  2. Event Permit Application** (Fees may apply from the City of Riverside Fire Department)
    • Submit a location and diagram to the City of Riverside Fire Marshall & a copy to the Office of Risk Management.
    • Read Article 25-Places of Assembly for purpose of permit.

       

  3. Complete and submit a Certificate of Liability form from the external group planning events (weddings, etc.)
    • Go to https://tulip.ajgrms.com/
    • Submit the required documents to the Department of Property Management, Administration Bldg #239.

       

  4. Food & Refreshments:

**Required

Vehicle Rental (Motor Pool)

  1. Complete the Driver's Questionnaire form **
    • For All University Drivers
    • Annual renewal (July 1)*
    • To drive a University vehicle or rental vehicle (> 21 years of age)

       

  2. Complete the Vehicle Use Authorization Request Form**
    • For Motor-Pool vehicle reservation at Physical Plant
    • Department Heads to authorize student drivers (> 21 years of age) to drive a University vehicle*

       

  3. Complete the Driver Authorization Form**
    • For student drivers over 21
    • Required authorization by the Department for student drivers (> 21 years of age) to drive a university owned/leased vehicle *

Vehicle Use Policy-Please read for your safety

**Required
*Submit all required documents to the Office of Risk Management risk@lasierra.edu, for inspection and approval.

Forms