Insurance and Security

Insuring your activities and events

Public Liability Insurance (or PLI) covers any activity or event you hold as a society up to £10m. If something goes wrong during an event and somebody gets hurt - even if they don’t have anything to do with your group - this policy can cover this.

Any external organisations or suppliers involved in any of your events or activities must have their own PLI, covering at least £5m. This information should be provided during the EMF process, which is a requirement for any event involving external organisations on campus.

Your activity can only be covered by our PLI if the following is true:

• We know it is happening

  • Telling us about your activity or event means we can make sure it is insurable and can tell the insurance company we checked this in advance.

  • You can do this through an EMF and the Booking Enquiry Form.

• You have completed a Risk Assessment for it

  • Either through your general risk assessment, or a specific one for this activity or event if it lies outside your usual activity.

Insuring equipment

We can insure your group’s equipment so long as all of the following criteria are fulfilled. The items you wish to be insured must be:

• Listed on your group's inventory which we hold an up-to-date copy of;

• Owned by your group, not by an individual member, and their sole use is for group activities;

• Stored on campus (get in touch with us in advance if you require space).

If you purchase new equipment during the year and choose to store it on campus, you must update your inventory and email Geoff at g.ward@yusu.org to let him know you have done so, in order for him to make sure it’s added to our policy.

Hire Cover

If you are hiring items or equipment for an event, we can cover these under hire insurance. However, this only goes up to a certain limit.

If you are hiring items which are over £1,000 in value, contact Geoff (g.ward@yusu.org) and he can arrange additional cover. There may be a fee for this which will be chargeable to your group. Let us know as far in advance as you can so this can be arranged.

Travelling Abroad

If your group is arranging a trip abroad, everyone attending will need to obtain their own personal travel insurance. You should make attendees aware of this as soon as possible.

Making a Claim

If something happens and you think you need to make a claim, contact Geoff to start the process. Remember there may be an excess to pay, so if this is more costly than the item itself it may not be worth it to proceed with the claim.

Doorsafe

Doorsafe is a YUSU-run security resource which we utilise for YUSU and student-led events when necessary. Whether or not you require Doorsafe depends on your event, and will be decided in response to your EMF by Geoff.

There is a cost to using Doorsafe which will be chargeable to your student group. If we decide that your event needs Doorsafe, it cannot go ahead without the provision.

Most events will not require Doorsafe, but if you are unsure please contact Geoff.

You may require Doorsafe if:

• It is taking place in a licensed venue;

• It is a closed or ticketed event;

• There are concerns about possible breaches of venue capacity;

• There are concerns about the security of the activity, speaker or general event.

Doorsafe works at roughly 1 staff member to 100 attendees and is £13.50 per staff member per hour. Make sure Doorsafe is included in your event budget if it may be required. For more information, contact Geoff.

Geoff Ward, Health and Safety Development Coordinator - g.ward@yusu.org

Jasmine Pledger, Student Citizenship and Employability Development Coordinator - j.pledger@yusu.org