Risk Management

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If you are involved in planning a function or event, on or off campus, whether you are faculty, staff, a student or a member of the public interested in using campus facilities, you must familiarize yourself with these guidelines and contact San Diego State University’s Contract and Procurement Management well in advance of the event.

All open space events must go through the open space committee for various approvals. You may contact Bill Mackey at 619-594-0734 for further details.

Events sponsored by Associated Students must go through Associated Students for approval.

Contracting

Agreements, scheduling forms, reservation forms, and purchases must all be processed through Contract and Procurement Management, no matter what the source of fund, for any of the following (with the exception of agreements funded by SDSU Research Foundation):

• Facilities
• Private property
• Parks
• Equipment
• Trucks
• Mobile equipment
• Grand stands
• Tables
• Chairs
• Services
• Transportation
• Security
• Supplies

Do NOT sign any agreements or make any informal commitments.

Most university employees, faculty and staff do not have the authority to sign such agreements and by doing so, may be held personally liable for any injuries or damage. Only certain positions on campus are authorized to sign or enter into an agreement on behalf of the university.

Contract and Procurement Management may be reached at 619-594-5243.

Management of Risk and Insurance

University policy requires the assessment of risk for special events, in addition to documentation of assessment and mitigation of the risk, as identified by the responsible university party.

The Office of Risk Management is available to assist special event planners in their efforts to manage risk through identification and evaluation of potential risks.

Liability insurance for special events may be required.

Complete the “Special Event Risk Assessment”  form. When complete, forward to the Office of Risk Management.

The Office of Risk Management will review and notify the hosting party if special event insurance is required, and what the cost will be.

The university entity hosting the event is responsible for funding the cost of the insurance.

For further information, you may contact the Office of Risk Management at 619-594-4664.