Risk Management and Insurance

As a student organization there are health, safety, and risk management requirements that are essential to running a healthy, safe and vibrant student organization. As an extension of Stanford University, student organizations are provided limited insurance coverage for organization sponsored activities through the university. Below are the policies that apply to student organizations for general transportation, travel, and insurance. 

Transportation 

• Any transportation of students or materials in the name of a Stanford student organization must comply with all applicable university policies.
• Drivers must have a valid Driver's License and evidence of auto liability insurance. If the car is rented, the driver must purchase rental auto liability insurance.
• No organizations may own a vehicle, including but not limited to a car, golf cart or segway. If a student organization under previous circumstances owns a vehicle, it must be registered with the Office of Student Engagement. 

Travel

All organization travel, domestic or international, must be registered with the Office of Student Engagement in CardinalEngage. All travel must be approved and booked via Student Universe with the following timelines: 

• Domestic travel: 1 week in advance
• International travel - 2 months in advance, with prior approval by the Office of Student Engagement. 

Waivers

• Waivers are needed when your organization
  • hosts minors,
  • travels outside a 150 mile radius from campus,
  • overnight stays
  • or engages in a higher risk activity ( i.e. amusement parks, adventure sports, etc.).
• Stanford University waivers can be found in the office of Risk Management’s website.
• Waivers should be uploaded to CardinalEngage 1 day prior to the registered event. 

Modes of travel

All travel for organization activities must go through the following services: 

• All rideshares must be through Uber
• All buses must be obtained through Stanford Charter Services
• There are no requirements for rental car or vacation home rentals 

Insurance 

Limited insurance coverage is provided for recognized student organizations and varsity sports when they are conducting organization activities and following all state, local and federal laws as well as all applicable university policies. This insurance does not extend to personal property. 

• Insurance requirement for external vendors and/or performers, speakers, etc: Vendors coming to campus at the request of a student organization must possess 2 million dollars of liability insurance per occurrence, and name The Leland Stanford Jr. University as an additional insured prior to coming to campus. Organizations must include this information in their registration for the event via CardinalEngage.
• Insurance requirement for hosting events off campus: External venues used by a student organization for an event must have 2 million dollars of liability insurance per occurrence, and name Stanford University as an additional insured. Organizations must include this information in their registration for the event via cardinalengage.
• Insurance requirement for hosting events where alcohol is present: Student organizations who wish to host an event with alcohol, the vendor must have 5 million dollars of liquor liability insurance and name Stanford University as an additional insured. Organizations must include this information in their registration for the event via cardinalengage.
• Insurance requirement for large events. In certain cases, Stanford University may require large events to procure additional liability insurance for their event. This determination is made by the Office of Risk Management in consultation with the Office of Student Engagement and Stanford University Department of Public Safety.  The following factors are considered when determining the need for a organization to procure extra insurance:
  • Event has a capacity and planned attendance for over 5000 people
  • Event is open to non-Stanford community members
  • Financial expenses of more than $10K
  • Potential for alcohol or controlled substance use
  • Location of venue and proximity to student residences and the residential neighborhood

Working with Minors

All events with minors need to be registered and approved.