Clubs Manual 2008 - 2009 - Students' Union - University of Calgary

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Clubs Manual 2011-2012 11 Chapter 3 – Club Requirements: What are your responsibilities? Survival Seminars This is a mandatory annual information session that aims to educate clubs about the resources available to them (including how to book space, access funding, etc.) and their responsibilities (primarily the importance of club insurance, Pro-Serve/ASIP, the Master Event Agreement, waivers, and Annual Reports). Two survival seminars are held every year (one at the beginning of each of the Fall and Winter terms) and clubs are expected to send two representatives to one of these sessions every year. Failure to send two representatives to the Survival Seminar will result in the club having all its privileges with the SU suspended. Risk Management: Event Proposals, Insurance and Waivers Event Proposals Any events that involve one of the following three factors must be approved by the Students’ Union: Alcohol Travel outside of the city Potential physical risk (this includes sports, such as skiing or snowboarding) In order to have your event approved, please submit the Event Proposal Form to the CSO at least two weeks prior to the event date. This will allow the CSO sufficient time to determine whether or not your event may proceed, and what additional requirements (such as waivers) your club may need to fulfil. The vast majority of events are approved, and the penalties for us discovering that you have run events without permission are severe, so it simply doesn’t make sense to not fulfil this requirement. Insurance Fee Did you know that you could be liable – could be sued – for any incident that happens at one of your club events if you don't have insurance? Further, many bars and banquet halls will no longer allow clubs to host events in their venues without liability insurance. By becoming an SU-sanctioned club, you are automatically covered under our insurance policy. Note, however, that this is not travel insurance. At the beginning of each year, each club must complete an Insurance Fee Form and submit it to the CSO. To be covered by the SU insurance policy, a club must pay a fee to cover the cost of purchasing the policy. This is a requirement of both the SU and the University of Calgary. The cost of the policy depends on what type of event (alcohol or non-alcohol related event) the club will sponsor, and whether the event will be held on- or off-campus. Insurance rates are as follows: Alcohol related events, on- or off-campus - $50/year Non-alcohol related events, off-campus - $25/year Non-alcohol related events, on-campus – no charge Clubs Manual, revised in 2011 Page 11
Clubs Manual 2011-2012 12 All clubs must complete and submit an Insurance Fee Form, even if they will be not holding off-campus or alcohol related events. Failure of a club to submit the Insurance Fee Form or pay the fee will result in the club having all its privileges with the SU suspended and desanctioning may result. Waivers If your group is planning to travel outside the city (to conferences, tournaments, etc.) or have an event that involves a physical risk you must inform the CSO and have your participating members sign a waiver. Waivers are crafted and issued by the CSO for each individual event. Even if you have old waivers from past years, you cannot re-use them. Each participant in an event must sign a waiver. This signing must be witnessed by an Executive member of the club who has received waiver administration training. This training takes very little time, and can be accessed by contacting the CSO. Waivers must be submitted to the CSO before the end of the year. The waivers will be stored by the SU for two years. Failure of a club to notify and submit all of the above information to the SU prior to holding an off-campus event will result in a suspension of club privileges and may lead to the club being de-sanctioned. Alcohol Functions Before hosting any event where alcohol will be served, clubs must: have paid their $50.00 insurance fee, and have had at least two members of their Executive Pro-Serve/ASIP certified. These members must be present and sober at the event. Further, if the event is being held off-campus, the venue must be contacted and asked to list the following as additional insurers on the venue's liability insurance policy for the date of the event: Your club University of Calgary and The Board of Governors of the University of Calgary 2500 University Drive N.W. Calgary, AB T2N 1N4 The University of Calgary Students' Union 251 MacEwan Student Center 2500 University Drive. N.W. Calgary, AB T2N 1N4 A certificate of insurance demonstrating that these additions have been made must be submitted to the CSO no less than 48 hours (2 days) before the event. Venues such as bars and banquet halls are asked to do this all the time, and so you shouldn't worry about requesting it. If you encounter any problems, the CSO will be more than happy to help you out. Club-sponsored alcohol related events cannot be held in venues that are unlicensed or that do not have sufficient liability insurance. For this reason, house parties where alcohol will be served cannot be organized or advertised as club events. Finally, all club events must adhere to the University of Calgary Use of Alcohol Policy. The policy can be viewed here: http://www.ucalgary.ca/UofC/departments/RISK/riskmgmt/riskmgmt/alcoholpolicy.html. If you plan on Clubs Manual, revised in 2011 Page 12
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