Events and Activities

Details about the Alcohol Service Registration and other information about alcohol service can be found on the Alcohol Service Registration webpage. 

Events that include the factors listed below are considered elevated risk and will require general liability with minimum limits of $2,000,000 per occurrence:

• Live Animals with participant interaction 
• History of past violence or injuries at events hosted by sponsoring organization 
• History of past violence or injuries by attendees
• Public figures/celebrities or other persons who require security
• Amusement rides, inflatables
• High-risk sports activities*
• Pyrotechnics
• Concerts where the venue is not designed for this purpose (MU quad, Reser Stadium, etc.)
• Alcohol service ($2,000,000 for liquor liability is also required), except for when the vendor is providing tastings only.
• Events and activities with unaccompanied minors ($2,000,000 per occurrence of sexual abuse and molestation (SAM) coverage is also required)

The university reserves the right to require additional coverage and limits based on the event or contract. 

*High-risk sports activities 

• With regard to Recognized Student Organizations (RSOs), the following applies:
  • Activity reports must be submitted in compliance with the Recognized Student Organization Policy;
  • SSOs and VSOs are covered from a liability perspective for sports related activities on campus on a blanket basis for activities that fall under Hazard Class 1, 2, 3 of the Hazard Class Chart for Student Groups. 
  • ASOs are cleared for activities that are Hazard Class 1 & 2.  Any sports-related activities that are Hazard 3 or not otherwise listed will require additional review by the Clubs & Organizations Office, and possibly additional insurance.
• A Department Student Organization (DSO) is considered a program of a department, and operates under the Department’s supervision, discretion, direction and control. Student organizations that are competitive sports and supported, funded, and advised by the Department of Recreational Sports are classified as DSOs.

External parties that are utilizing OSU space or participating in OSU events may be required to provide evidence of insurance.  OSU does not provide insurance for external parties but does make available links to some short-term coverage options.  There are numerous insurance companies that provide short-term coverage. While OSU does not endorse any specific insurance provider, the following online resources may be explored as options:

•    Tenants' and Users' Liability Insurance Policy (TULIP)
•    Artist and Crafter’s Insurance (actinsurance.com)
•    Food Liability Insurance (fliprogram.com)
•    Small Business Insurance (nextinsurance.com)  
•    Event Insurance (eventsured.com)
•    Event Insurance (specialeventinsurance.com)
•    Private Event Insurance | Insurance for Parties, Weddings, and More (privateeventinsurance.com)
•    Event Insurance (eventinsurancenow.com)
•    Wedding & Special Event Insurance (progressive.com)
•    Event Insurance (simplyinsurance.com)
•    Special Event Insurance (tivly.com)
 

The following resources can assist with event planning: 

• Accessible Event Planning Guidelines: All Oregon State University entities are responsible for ensuring that their programs, services, and activities are accessible. This webpage will help guide one through the process.
• Event Planning – Clubs & Organizations: The Clubs & Organizations Office has numerous resources for supporting the success of RSO events.
• Event Planning Guide: Events and activities may pose additional exposure of risk to participants and to the university. The Event Planning Guide can help with all aspects of your event planning. 
• Risk Management for Campus Student Events Checklist (pdf): For planning and risk assessment of Student Events
• Safety at Commencement and Other Special Events Checklist (pdf): For planning and risk assessment of Commencement and Other Special Events
   

OSU units often host festivals and fairs where exhibitors and vendors participate in different capacities including tabling with information, selling of goods, and hosting interactive booths.  External parties also reserve space on campus for similar events where the external party brings on exhibitors and vendors that engage with the university community.  

Examples of festivals and fairs include art festival, indoor or outdoor festivals with booths, community fairs.

OSU hosted festivals and fairs
When OSU is hosting a festival or fair, there are important considerations to incorporate into the coordination and planning processes to address risk management and insurance related to exhibitors and vendors.  

• The hosting unit may obtain the appropriate forms for engaging exhibitors/vendors from the Contract Services office. Such forms will include the exhibitor/vendor accepting terms and conditions outlining OSU's expectations for participation.
• Insurance:  OSU’s insurance does not cover exhibitors or vendors. Insurance is recommended but not required unless the exhibitor/vendor presents an Elevated Risk, or serves food.  Insurance is intended to protect the exhibitor/vendor if something goes wrong and a claim is filed against them. Without insurance, the exhibitor or vendor will be solely responsible for defending themselves and paying the claim.  
• OSU will require insurance when a contract is required, the activity of the exhibitor or vendor presents an Elevated Risk, the vendor provides food services, and/or if OSU determines insurance is necessary based on the risk presented by the exhibitor/vendor.

External/third party hosting festivals and fairs

• When an outside entity is using OSU space to host a festival or fair, the OSU venue should utilize the General Terms of Use of Access to University Facilities (https://contractservices.oregonstate.edu/)
  • A certificate of insurance is to be collected from the third party with whom OSU is contracting for the space use.  OSU requires General Liability insurance of $1,000,000 per occurrence, and a policy endorsement or policy language including Oregon State University, its trustees, officers, employees and agents as additional insured. 

Frequently Asked Questions

• Does this mean a student exhibitor who is selling homemade pottery does not need to provide evidence of insurance?
  Yes, the student exhibitor will agree to the terms and conditions of participation but is not required to provide evidence of insurance, though insurance is strongly recommended for the exhibitor’s protection. 
   
• Who is considered an unaccompanied minor?
  An unaccompanied minor is a minor (any individual under the age of 18) who is not accompanied by their parent or guardian.

Open events, on or off campus, that involve the service of food must be in compliance with County, OSU and the State of Oregon regulations.
The following resources may be of assistance: 

• Food Service Guidelines 
• Food & Catering

Frequently Asked Questions

• Are beverages considered a food?  Yes. With regard to alcohol, please see the Alcohol Service Registration webpage for additional information.
• Is insurance required for non-potentially hazardous confections, such as candy or sweets, including, but not limited to salted caramel, fudge, marshmallow bars, chocolate covered marshmallows, and hard candy?  No
• Is insurance required for commercially pre-packaged, individual bags of snacks or candy? No

OSU has set certain insurance requirements for space use and event-related agreements.  These insurance requirements are embedded directly into space use and event related agreements.  A Certificate of Insurance must be collected from the party with whom OSU is entering an agreement or permitting use of OSU space.  A Certificate of Insurance (also known as a COI) is a document from an insurance agent/broker that serves as evidence of insurance coverage; it outlines the type of insurance, the limits of liability and the effective and expiration dates of coverage. 

The following table outlines common agreements utilized in event management and the associated insurance requirements.   Also, provided are sample certificates of insurance that can be shared with third parties as examples of what to provide as evidence of insurance.  These sample certificates of insurance outline what OSU expects to see as relates to the following space use and event-related agreements:

• General Terms of Use of Access to University Facilities
  • General Liability insurance of $1,000,000 per occurrence (if Elevated Risk, $2,000,000 per occurrence) with Additional Insured Status
  • Venues are to collect a Certificate of Insurance. 
  • Sample Certificate of Insurance for Use of University Facilities (pdf)
     
• Purchase Order/Personal Services Contracts $5,000+
  • General Liability insurance of $1,000,000 per occurrence (if Elevated Risk, $2,000,000 per occurrence) with Additional Insured Status
  • Event Coordinators are to collect a Certificate of Insurance. 
  • Sample Certificate of Insurance for Event-Related Agreements (pdf)
     
• Food/Caterers/Food Trucks
  • General Liability insurance of $1,000,000 per occurrence with Additional Insured Status
  • Food Trucks: Auto Liability insurance of $1,000,000 per accident or occurrence with Additional Insured Status
  • Event Coordinators are to collect a Certificate of Insurance. 
  • Sample Certificate of Insurance for Food-Related Agreements (pdf)

In alignment with the PCMM manual, if a purchase order or other contract is NOT required, a COI is NOT required.  
 

The following is a list of activities that are prohibited on university premises unless otherwise noted. This is not a complete list of prohibited activities, and the University reserves the right to restrict activities being held on its premises at any time. Any high-risk activities not listed should be forwarded to Insurance and Risk Management Services for review.

• Renting any amusement rides, including inflatables, without the Vendor setting up, operating and supervising the rides.
• Ax Throwing (foam axes are acceptable); this is not meant to apply to sanctioned College of Forestry Logging Sports Team activities
• Indoor paint throwing party
• Bungee Jumping
• Car smash
• Floating lanterns
• Hang gliding or parasailing
• Distribution of homemade chemical mixtures or homemade hazardous chemicals
• Mechanical bull type amusements
• Oxygen Bar
• Paintball, Airsoft or Gellyball on University premises 
• Permanent Tattoos (temporary tattoos are allowed, however temporary tattoo aerosol application to face is prohibited in all cases.)
• Promotional activities for any alcohol or liquor product (OAR 845-006-0349)
• Pyrotechnics or use of fireworks, except for at Athletic facilities
• Rage Room
• Skydiving Simulator (i.e. Xtreme Air)
• Stunt Jump (jumping from an elevated platform onto an inflatable cushion)
• Trampolines, outside of courses or programs

Many other events may also need additional risk mitigation in order to move forward.  
 

Public display of videos, movies, or other motion pictures at OSU must adhere to strict rules and regulations. 

The following resources can assist: 
•    Rules on Videos
•    Beaver Tips: Public Screening Rights
 

OSU departments often host events, lectures and workshops.  The following section outlines OSU’s process of engaging speakers, artists, and performers.

Procurement, contracting, and insurance requirements may differ based on the type of services provided and the amount OSU intends to pay. See the Procurement Quick Reference Guide and PCMM manual for guidance.

• Purchase Order/Personal Services Contracts $5,000+
  • General Liability insurance of $1,000,000 per occurrence (if Elevated Risk, $2,000,000 per occurrence) with Additional Insured Status
  • Event Coordinators are to collect a Certificate of Insurance. 
  • Sample Certificate of Insurance for Event-Related Agreements

Step one: Select the speaker, artist, or performer
Speakers, artists, or performers are individuals, groups, or companies that provide a performance, presentation, or speech in front of an audience. Some speakers, artists, or performers are unpaid, and others require payment.  Departments are generally free to select the best speaker, artist, or performer to serve their needs so long as the presentation or performance adhere’ s to OSU policies and standards.  Once the specific speaker, artist, or performer has been selected, move to step two.

Step two: Determine the appropriate procurement and contracting process
The contract documents for the various types of participants are identified in the table below. 
 

Step three: Complete the Personal Services Contract, when required
The Personal Services Contract or a Purchase Order is required for procurement of services over $5,000. The Personal Services Contract, when required, must be completed before the event.  
Follow these instructions to complete the Personal Services Contract:

1. Go to Procurement Services forms website and download the Personal Services Contract template each time you hire a speaker, artist, or performer to ensure you have the latest version — do not save the template for future use.
2. Add the speaker, artist, or performer, payment details and the Description of Services to the beginning of the Personal Services Contract. Do not change the language on the template outside these fields without approval from Procurement.
3. Save the document so the speaker, artist, performer cannot change the contract.
4. Send the contract to the speaker, artist or performer to sign via DocuSign.
5. Once the speaker, artist or performer signs the contract, have the department head sign the contract, then submit the contract to Procurement through BennyBuy 
6. Once the Personal Services Contract is executed, collect a certificate of insurance.

Step four: Hold the event
After hiring a speaker, artist, or performer, you can now hold the event. Ensure you provide them with all relevant event information beforehand. Utilize the Accessible Event Planning Guidelines.

Step five: Process the payment, if applicable.

OSU contacts for assistance

• Contact Procurement if the supplier has questions or concerns about the terms and conditions of the agreement.
• Contact Insurance and Risk Management Services for questions or concerns regarding the insurance requirements.
• Contact Financial Strategic Services for questions about invoicing or payment documentation requirements.

Frequently Asked Questions

• Does this process apply if a recognized student organization hires a speaker, artist, performer or service provider?
  This process only applies when OSU hires the speaker, artist, performer or service provider. If the vendor will be hired directly by a recognized student organization, this process does not apply. Instead, the speaker, artist, performer or service provider should confirm what requirements apply for that recognized student organization. Refer to the Recognized Student Organization Policy for more information.
   
• Does a speaker, artist, performer or service provider need to complete a Conditions of Volunteer Service form? No. A speaker, artist, or performer who has completed the Personal Service Contract, or service provider engaged through a purchase order, is not considered a volunteer.

The university is committed to responsible stewardship of university resources, and employees are expected to ensure that university facilities are used appropriately. Prior to any external (third party, non-university group) use of university space, the General Terms of Use of Access to University Facilities must be agreed to for the use of university-owned or controlled facilities, whether or not a usage fee is charged. This section outlines the agreements to use and considerations for permitting short-term use, typically lasting less than 30 days, of university facilities by non-university groups (external groups). For consistency across university space, all OSU venues must adopt these practices. 

• PERMITTING USE OF UNIVERSITY FACILITIES 
  • Prior to permitting any non-university groups use of university space, the third party must agree to the General Terms of Use of Access to University Facilities, whether or not a usage fee is charged.
    • The General Terms of Use of Access to University Facilities is intended to be attached to the OSU Facility Use Permit Form or other Facility Use/Reservation Form used by Departments for use of OSU facilities. https://contractservices.oregonstate.edu/ 
• INSURANCE REQUIREMENTS 
  • The non-university group must provide the following insurance: 
    • General Liability coverage with minimum limits of $1,000,000 per occurrence.
      • Premises Use that involves activities with Elevated Risk require General Liability coverage with minimum limits of $2,000,000 per occurrence. 
    • Oregon State University, its trustees, officers, employees, and agents shall be included as additional insured on the required liability insurance. 
    • The policy must be issued by an insurance company permitted to do business in Oregon, with a minimum A.M. Best rating of A-VII.
    • All events and activities involving unaccompanied minors (under age 18) requires physical/sexual abuse and molestation (SAM) liability coverage with a minimum limit of $2,000,000 per occurrence. 
    • A Certificate of Insurance and any applicable endorsements must be provided as evidence of required insurance prior to use of facilities. 
  • OSU, through Insurance and Risk Management Services, reserves the right to require additional insurance based on the risks associated with the use of facilities. 
• WHEN OSU REQUIRES A CERTIFICATE OF INSURANCE (COI)
  • The Venue is to collect the COI from the non-university group.
  • The COI must have the following:
    • The named insured must match the name of the facility user in the agreement.
    • The appropriate coverage and limits must be shown.
    • The Certificate Holder section should show the OSU contact name and address.
    • The Description of Operations should refer to the specific service or event.
    • The additional insured policy language or endorsement should be attached.
• RECOGNIZED STUDENT ORGANIZATIONS (RSOs)
  • The Venue does not need to collect a COI from RSOs as their insurance or COIs are already on file with the University.
    • SSOs and VSOs have insurance for most site activities; they will be submitting an activity report to Clubs & Organizations Office.  In the event additional insurance is needed, they will need to complete and submit an insurance application.
    • ASOs have $1,000,000 per occurrence in insurance and per RSO policy the Clubs & Organizations Office collects a COI with additional insured status.
• Please be mindful of when OSU employees are planning an event for a third-party, non-OSU, association; this is a third-party event, even though planned by OSU employees, and the agreement should be between the third-party association and OSU.
   

Waivers - Acknowledgment of Risk and Waiver of Liability forms and information for OSU events and activities.