OPERS-Sponsored Events

If a non-campus group is planning on holding an event in conjunction with the campus OPERS organization, the non-campus group will first need OPERS to agree to sponsor the event.   If the event is held only in OPERS-managed facilities, OPERS will handle the application and permitting process.  If the event uses other campus facilities, OPERS will handle the application and OPERS will work together with the REO to handle the permitting process.

If the non-campus group does not already have insurance for an event of the type being proposed, event insurance coverage can be obtained via www.marshcampusconnexions.com/ucsc , using the "vendor" option for "tenant user liability insurance". 

 Process Detail:

  • The third party event applicant contacts OPERS to request sponsorship of sporting event using UCSC facilities. As a campus sponsor, OPERS is responsible for smooth and safe operation of the event as well as the protection of all UCSC property and equipment. 
  • OPERS provides the event applicant with an application intake form to fill out.  The purpose of this form is to determine if it uses campus facilities other than OPERS-managed facilities, and to collect enough information about the event to for campus units to determine if and how the use permit should be conditioned to ensure smooth operation of the event and protection of campus resources.

  • OPERS submits the event summary form and campus review form to relevant campus units for comment, requesting that any conditions required for the permit be specified.  Email comment and approval is fine.
    • Building Facilities Manager (if applicable)
    • Physical Plant (Custodial and Grounds)
    • Campus Police (Security)
    • Transportation and Parking Services (Parking and Traffic)
    • Risk Services (Adequacy of standard insurance requirements)
    • Campus Fire (if recommended by Facilities Manager)
    • PP&C (if recommended by Facilities Manager)
    • University Relations (if event has potential community relations implications)
    • Other (as recommended by Facilities Manager or University Relations)
  • OPERS submits all campus review comments, campus review form, and event summary form to Real Estate Office 
  • REO drafts a license
    • Finds that basic event permit form is adequate OR
    • Modifies event permit form to incorporate conditions resulting from campus review
  • REO provides the permit form and associated OPERS rules and insurance documentation requirements to the event applicant
    • OPERS is responsible for working with the event applicant to provide all the required insurance-related documents to REO, or directly to Risk Services if event insurance is purchased through www.marshcampusconnexions.com/ucsc.
    • REO negotiates modifications with event applicant. Note: Any modification to indemnification provision requires Risk Services review prior to execution.
  • The event applicant executes two copies of the event permit and provides certificate of insurance as specified in event permit to REO
  • REO provides the certificate of insurance to Risk Services for review of insurance information provided by applicant and if acceptable, Risk Services signs the permit form
  • After Risk Services approves certificate of insurance, REO executes the event permit according to license delegations
  • REO provides OPERS with one original executed event permit to provide to event applicant and files second original executed event permit.