What is a special event?
Special events can be sponsored by the university, students, and/or an outside entity and can involve:
- Food services and/or alcohol
- Guests/spectators and/or keynote speakers
- Using temporary stands/structures and/or wiring
- Impact on traffic flows and/or road closures
- Potential dangers for spectators (e.g. fireworks)
- Use of volunteers/security officers to carry out the event
UC's various colleges, departments and units schedule hundreds of special events per year!
Best Practices to Minimize Losses
- Thorough Planning -- All operational plans should be in writing and specify who is responsible for each action.
- Frequent Communication -- Convene a team with representation from all key stakeholders throughout the planning process. A variety of perspectives will lead to solid plans and solutions for your event.
- Adequate Management -- Ensure your event has the proper supervision (including clear chain of command), training on applicable policies and procedures, other necessary resources.
- Safe Physical Conditions or Acts -- Evaluate the physical environment, cleanliness, ventilation, crowd control plans and duration prior to the event.
- Contingency Plans -- Always be prepared for the unexpected, for example, weather conditions, facilities issues, etc. and do not let one mishap trigger a series of failures.
- Insurance -- all special events (whether UC sponsored or on UC's premises) should have adequate insurance coverage.
Tenant User Liability Insurance Policy (TULIP)
Third parties hosting events on UC property are required to provide a Certificate of Insurance, proof of coverage for claims that may arise from the event. The type and amount of coverage and its associated cost, which is the financial responsibility of the third party host, may depend on:
- risk class of the activity (for example, a workshop vs. a concert)
- length of the activity
- number of participants
- any special requirements (for example, serving alcohol)
As soon as practicable, but at least three (3) business days in advance of your event, the UC department/group involved in planning the event must:
- obtain a Certificate of Insurance from any third parties
- ensure adequate general liability coverage is in place (see Insurance Requirements)
- refer third parties to Campus Connexions or URMIA as an option to purchase adequate coverage