Protecting You: Why do I have to register my events?

Liability is a word that must be taken seriously today in a climate of lawsuits and because it highlights the responsibility that we all have to ensure that people attending the events we organize are as safe as possible.

At WSU, student organizations hold the liability for the events that they organize. This means that if at your event, an attendee suffers some ill as a result of negligence, you become liable for the damages. To protect your organization and the people attending your organization's events, WSU Risk Management and the Office of Student Involvement and Leadership Development have developed a systematic process to reduce the risk. This translates as protection and greater peace of mind for your organization.

What's my part?

The University requires that all student organization events outside regular group meetings be registered with Student Involvement two (2) weeks prior to the event date. This process entails a risk management consultation and event approval, but it also serves as a great opportunity for us to answer your questions and assist you with other aspects of event planning.

What is the process?

1.  Before registering your group's event, please reserve the location with

   University Scheduling, and ensure that the event is being registered at least 14 business days in advance.

2. Login in to the RSO Portal and select your group's page. Then select the "Submit an Event" icon.
3. Please complete the form with as much detail as possible. In the Event Description field, include the type and source of any food you will be serving; if the group is hosting a DJ or band; purpose of the event (i.e. fundraiser, promotional); and a general outline of the event. This is important as there are Washington State University, Whitman County, and Washington State regulations that must be considered.
4.  Submit your event using the "Submit" button at the bottom of the page.
5. Your event request will be sent to an Event Administrator/ Student Organization Advisor for approval. Once the request is received, it must be determined if the group's event requires additional risk assessment or can be displayed as is.
6.  If your event requires additional approval from campus entities, an e-mail will be sent to the student contact e-mail address provided. This e-mail requests that the main student contact make an appointment with a Student Organization Advisor as soon as possibly convenient.
7.  At the scheduled appointment, an online risk assessment form will be completed and submitted to the necessary risk management entities on campus for electronic signatures.
8.  Once all of the necessary signatures have been obtained, an event approval e-mail will be sent to the main student contact e-mail address.
9.  The main student contact should print out a copy of this finalized form to have on hand during the actual event.