Welcome to the SAFE Form
Please read the information provided below, agree to it and click continue to proceed.
The purpose of this form is to enforce policies for events or activities that
could possibly result in some degree of harm to persons or in some amount of
defacement or damage to public or private property (deemed to be potentially
Events may be sponsored by staff, faculty, active
registered student organizations (as defined by The Golden Rule) as well as
Office of Student Involvement and its agencies. Events sponsored by active
registered student organizations (as defined by The Golden Rule) as well as the
Office of Student Involvement and its agencies may only be scheduled after the
activity has been planned and approved by the Office of Student Involvement. To
register an event, a representative of an active registered student organization
must complete a Safety Action for Events (SAFE) Approval form, which can be
obtained through the Office of Student Involvement. Submission of the completed
form begins the process and assists in obtaining special support services such
as Police, Facilities Operations, and Insurance Office. If the organization desiring to
sponsor an event does not deliver to OSI a signed (by the organization advisor)
SAFE form at least 15 calendar days prior to the date of the scheduled event, the organization may be
denied use of university facilities and may not be able to conduct the event.
By signature on the final side of this form, applicant agrees to abide by all
conditions of University Regulation 4.0292, UCF-4.0292, which are reproduced below and to
reimburse the University in advance of the event for all costs of police
protection that the University deems necessary.
(a) This regulation applies to the holding of potentially hazardous events on university
controlled property. Excepted from this regulation are official events which are scheduled
annually in university publications (classes, orientation, registration, etc.).
(b) The provisions of this regulation are in addition to the provisions of other University
regulations and university policies related to campus events.
(c) A potentially hazardous event is defined as any activity that could reasonably be
expected to create a risk of harm to persons or of defacement or damage to public or private
property. Examples of potentially hazardous events include, but are not limited to: bonfires;
lighting of fireworks; events involving helicopters or other aircraft; motor vehicle races;
gatherings in excess of 200 persons, including unregistered campus athletic events; marches
(including any organized walks or runs); parades; any event involving the distribution of alcohol;
and any outdoor event requiring electricity.
(2) Required Approvals
(a) Except as otherwise provided in paragraph (1)(a) above, any organization, employee, or
student must secure approval in advance before conducting or publicly announcing intent to
conduct a potentially hazardous event on campus. In the case of a university employee,
concurrence of the individual’s supervisor is required in advance.
(b) Applications for approval shall be made in writing to the Office of Student
Involvement using the Safety Action for Event Approval form, at least 15 calendar days in
advance of the proposed event, unless this time limit is waived by any University official
required to approve the event (see below). The Environmental Health and Safety Office (EH&S),
the Office of Student Involvement (OSI), or the UCF Police Department will, upon request,
furnish the applicant with blank copies of this form. The form is also available at http://osi.ucf.edu.
(c) Each application shall be accompanied by proof of
insurance as specified in subsection (6) below.
(d) The applicant must deliver to the Office of Student Involvement a completed SAFE
Form signed by (1) the faculty/staff advisor (if a student organization), the individual (if an
individual), or the representative (if an organization other than a student organization); (2)
Fraternity & Sorority Life (if a greek student organization); and (3) the facility coordinator (a
person who has authority to approve an event at the event location as identified on the
application). It is the applicant’s responsibility to monitor the progress of the form by contacting
OSI staff prior to the event. OSI staff will circulate applications to the following University
officials for their information and approval:
- UCF Police Department
- Campus Landscape & Natural Resources
- Facilities Operations
- Environmental Health and Safety/Insurance
- Appropriate building coordinator
When the application has been circulated among the above University officials, the application will be returned to the Office of Student Involvement. The Director of Student
Involvement or designee must approve events proposed by student organizations and students.
For all other event applicants, the Director of Student Involvement or designee will receive the
application for information and processing only. The Office of Student Involvement or a
designee will advise the applicant of the University’s approval or disapproval of the event, and,
if applicable, any conditions.
(3) Cancellation or Termination
(a) Application or approval for conducting a potentially hazardous event may be cancelled
by either the applicant or the university upon giving written notice to the other party.
(b) Any event may be terminated at any stage by the University Police Department or any
university official whose approval is required for the event if it is determined that the event is not
being conducted strictly in accordance with the terms of the approved application, the event is or
has become disruptive or unsafe, there are emergency circumstances, or the event is interfering
with other events or with university operations.
(4) Applicant's Responsibility. In addition to securing university approval (on the SAFE Form) to conduct the event, applicants shall be responsible for ensuring:
(a) The event is conducted as described in the approved application including any
requirements thereon for clean-up, extra security, etc.
(b) All restrictions placed on the event by the university are followed.
(c) The event does not become disruptive or unsafe.
(d) The event does not interfere with other events or university operations.
(e) All other procedures applicable to campus events are followed (i.e., no damage to
property, displays of proper size, etc.).
(5) University Assistance
If facilities and personnel are available, the University may be able to assist
applicants by providing security, clean-up crews, etc. at cost. However, there
is no assurance that such assistance will be available for any specific event.
(6) Insurance Requirements
(a) All potentially hazardous events must be covered by liability insurance. The University
may also require that the applicant make security arrangements for the event. The costs of such
insurance or security shall be the responsibility of the applicant.
(b) University departments acting as applicants shall contact the University’s insurance
officer to determine if the current UCF liability coverage provides the required protection or if a
special rider must be obtained. Cost of such rider shall be charged to the applying department’s
(c) All other applicants must furnish at their own cost appropriate proof of adequate
insurance from a company licensed to do business in the State of Florida by the Florida
Department of Insurance.
(d) Insurance Requirements. Non-University organizations must provide with their
application a certificate of insurance provided by a company licensed to do business in the State
of Florida, indemnifying and holding harmless the University, the Board of Trustees, and the
Florida Board of Governors, and their officers and employees, from any and all liability,
whatever its nature or description, caused by or resulting from the use or proposed use of the
University facilities, in an amount not less than $1,000,000 per occurrence. The applicant must
provide with the application a certificate of insurance showing the Board of Trustees as an
If changes are made to the event, the organizer must contact the OSI office to report what changes are being made. Even if the form has been approved by all departments, the changes are not approved unless the departments have been notified and accept them.