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Feb. 22, 2023

This is to assist people planning special events on campus to insure they are meeting the RMS Requirements and to provide contact information for questions and assistance.

Fire & Life Safety
  • For ALL events You will need to submit a .
    • The event presents some likelihood of substantial disruption, or
    • Involves attendance by a high profile individual(s), or
    • The majority of the attendees will be non-51³Ô¹ÏºÚÁÏ guest, or
    • The event is a dance, concert featuring amplified sound, or
    • The event has a location or function that may impede egress, cause traffic/parking issues and/or risk management concerns.
  • Food Trucks - coordinated through ARAMARK requiring a approved list of Food Trucks would be available.  Foods Trucks have designated sites to operate on the campus.
  • Depending on the type of Event being held, a medical treatment area and/or ambulance may be required.
  • Emergency Operations Plan is required for Events where 1,000 people or more would be attending along with crowd managers.
  • Diagram of the event layout.
  • Submit no less than 15-calendar days prior to the event.
  • Fire and Life Safety Inspectors approve applications, conduct site inspections and may be in attendance during the event.
Risk Management & Insurance

  • List of Vendors

  • What type of activities will be occurring at the event (paintball, music concert, rally, etc?)

  • Map of route/event if applicable (eg. 5k marathon)

  • Copy of Liability Waiver form for participants

  • Certificate of Insurance for all vendors (food and non-food vendors)  with the following minimum limits:

Commercial General Liability
$1,000,000 per occurrence/$2,000,000 aggregate
The policy shall provide coverage for Sexual Misconduct/Abuse/Molestation for events involving minors
The policy shall name NSHE as an additional insured by endorsement using form CG 20 10
 
Commercial Auto Liability
$1,000,000 per occurrence 
$ 5,000,000 per occurrence for chartered vehicles
Combined single limit
Coverage must be for all owned, non-owned, or hired vehicles that will be used during the course of the event INCLUDING loading and unloading of equipment and people.
 
Workers Compensation
Workers Compensation/Employers liability limits shall be at least $100,000 per occurrence and for occupational injury or disease. Sole proprietors and corporate officers must sign and notarize an affidavit waiving coverage.  The form is available through Risk Management Insurance and Claims.
 
Liability Waivers
Waivers should be utilized when departments or institution program sponsors organize activities that carry a risk of bodily injury or property damage. Waivers are used as a tool to protect NSHE.
Failure to obtain waivers could potentially expose 51³Ô¹ÏºÚÁÏ and NSHE to financial losses that could have been avoided.
While waivers primarily serve as legal documents, they also play an educational role by raising participants' awareness of potential risks to the activity they will be participating in.
Any modification to the standard wording contained within the waiver forms must receive approval from the Office of General Council.
 
 
The following policy provisions shall also apply:
  • Subrogation shall be waived against NSHE by policy endorsement form CG 24 05
  • NSHE to be named as additional insured by policy endorsement form CG 20 10
  • Insurance policies must reflect their policy is primary over any other insurance policy available by policy endorsement Form CG 20 01
  • Fourteen (14) days prior to the event, a certificate of insurance shall be provided to NSHE to show evidence of insurance policies and coverage required with the applicable endorsements.
Occupational Safety and Health

  • Tents/canopies are correctly installed and properly secured to prevent being blown over and/or posing tripping hazards.

  • Other components for the event are adequately secured to prevent being blown or pushed over.

  • Fire extinguishers are provided during cooking operations.

  • Visitors should be separated away from the cooking equipment to avoid contact.

  • Electrical cords are placed in cord covers or cord bridges to eliminate tripping potential.

  • Compressed gas cylinders are secured to prevent falling over.

  • Stages, platforms and overhead structures are set up structurally sound and are free of tripping hazards.

  • Tables and chairs are placed away from stage and platform perimeters.

  • Handrails are provided for ascending and descending stages and platform stairs.

  • All event components are properly placed to provide adequate space for visitors, participants and workers.

  • Adequate lighting is provided for all event areas.

  • Provide a copy of the event map, details about event setup and start time (s).