Plan for an Event

Event Type Definitions

Planned, managed, and funded by a department/faculty, staff. Falls within the definition of University business. Examples include but are not limited to: Graduation, Admitted student functions, Orientation, Departmental seminar, Training, and Team Building events.

Any other outside organization, UAO, CIO, Foundation, Community organization, not managed and planned by University department or staff. Examples: First year social, study break with petting zoo etc., Alumni Assoc. class events, Reunions, other schools/orgs. use of Athletic facilities, CIO/Club fundraisers, community events, competitions, etc. (CIO/Club event does not include “business meetings”)

Insurance Requirements

• With vendors – Certificates of Insurance (CoI) which names the University as additional insured using the following language: “The Commonwealth of Virginia and the Rector and Visitors of the University of Virginia, its officers, employees, and agents.” 
• Without vendors – no additional insurance is needed.

• Requires a Facility Terms of Use/Agreement (25Live, EMS, departmental hard copy) which stipulates the insurance requirements.
• All 3^rd parties (CIOs, UAOs, other orgs.) must provide to the Office of Property & Liability Risk Management a Certificate of Insurance (COI) showing the Special Event Liability coverage and the additional insured status for the University.
• All vendors providing a service on grounds at the event must also provide a CoI including the additional insured status. 

• The language to be used when naming UVA as additional insured on all certificates is: "The Commonwealth of Virginia, and the Rector and Visitors of the University of Virginia, its officers, employees, and agents."

VENDORS

Commercial General Liability (CGL): providing CGL coverage on an “occurrence” basis with limits no less than Two Million Dollars ($2,000,000) per occurrence and Four Million Dollars ($4,000,000) aggregate.

Automobile Liability: providing coverage on all vehicles (i.e., owned, non-owned, and hired) operated with combined minimum limits of liability of at least One Million Dollars ($1,000,000) per occurrence for bodily injury and property damage.

Workers’ Compensation: providing coverage of at least the statutory amounts covering all employees, and employer’s liability insurance with minimum limits of One Million Dollars ($1,000,000) for each coverage part.

The limits of insurance may be satisfied by any combination of primary and umbrella/excess insurance.

3^rd PARTY HOSTS (Special Event Liability requirements)

Commercial General Liability (CGL): providing CGL coverage on an “occurrence” basis with limits no less than One Million Dollars ($1,000,000) per occurrence and Two Million Dollars ($2,000,000) aggregate.

Abuse/Molestation (if unaccompanied minors are present) coverage with minimum limit of coverage of One Million Dollars ($1,000,000) per occurrence.

The minimum limits of insurance may be adjusted based on the details and nature of the event.

Prohibited/Restricted Activities/Amusements*

Amusements where participants shoot at each other, strike each other with their person or objects, or have the potential to collide with each other. Examples: bounce houses of any form, pillow fights, sumo wrestling suits, pugil stick inflatables etc.

Pie-throwing contests and dunk tanks are only permitted when faculty or staff are the intended recipients.

Inflatable giant slides, obstacle courses, other inflatables where there is no risk of participants colliding with each other.

* All amusements, other than individual ball shooting inflatables like soccer, basketball, etc. must have at least one vendor employee to staff/monitor each amusement for the duration of the event. In addition, all amusements where a participant gets in or on must be inspected by the University Building Code Official's Office .

Preferred Procurement Method:  Procurement Goods & Services Guide -  Amusement Devices and Inflatables

Minor Participants/Attendees

Certain events involving minors must meet registration, background check and training requirements. Contact the Office of Youth Protection during the planning for the event to ensure compliance with the Youth Protection policy.

Open Flame (including cooking) & Tent Permits

Open Flame/Open Burn/Fireworks/Pyrotechnics Open Burn Permit Request

Tents Tent Permit Request

Food Trucks  Guidelines and Requirements for Food Trucks on grounds

Temporary Structures, Stages, and Amusement Devices

Temporary Building Permit for structures contact University Building Code Official

Stages Stage Permits   Stage Inspections

Amusement Devices  Amusements Permit and Policy

VENDORS

Vendor Certificate of Insurance Expiration Dates

The vendors listed below currently have Certificates of Insurance (COIs) on file. Please review the expiration date when planning an event or engaging a vendor.