Events, Facilities & External Use Policies
Event management, facilities, and external use policies typically mandate that non-institutional organizations submit formal requests well in advance—often with 60-day notice for large events—and secure approved contracts, liability insurance, and necessary permits, especially for serving alcohol or using outdoor spaces.
Key Requirements for External Facility Use
- Approval & Contracting: Organizations cannot announce events until receiving written approval from the host institution’s designated department (e.g., Office of Event Management). A signed Facilities Use Agreement is mandatory.
- Liability Insurance: Users, especially non-affiliated groups, must provide a Certificate of Insurance (often $2 million+ in general liability) 14–24 hours prior to the event, naming the institution as an additional insured.
- Facility Care & Restrictions: Spaces must be returned to their original condition. Prohibited items often include open flames, glitter, confetti, smoking, and using tape or nails on walls.
- Event Promotion: All advertisements for the event may require prior approval from the institution’s marketing or communications department.
- Safety & Security: Institutions reserve the right to require security personnel at the user’s expense and can cancel events that violate safety regulations.
- Fees & Deposits: External users are subject to rental fees and may need to submit a security deposit.