In an effort to assist in the planning of special events on campus while also working to ensure the events are meeting RMS Requirements, the following information is provided to give event coordinators a quick reference of those requirements along with contact information for questions and assistance.

As a reminder for all special events, the event coordinator will need to submit a . This questionnaire is provided by University Police Services and is distributed to various stakeholders throughout campus.

A Special Event includes any of the following parameters:

  • Presents some likelihood of substantial disruption
  • Involves attendance by a high profile individual/individuals
  • Attendees will have a majority of non-51³Ô¹ÏºÚÁÏ guests
  • Is a dance and/or concert featuring amplified sound
  • Has a location or function that may impede egress, cause traffic/parking issues and/or risk management concerns

Fire & Life Safety

Contact: Fire & Life Safety Team

RMS Event Permit

  • Food Trucks coordinated through ARAMARK require a .
  • As a reminder, an approved list of Food Trucks is available and there are designated sites to operate on the campus.

Tents or Membrane Structure Permit

  • Depending on the type of event, a medical treatment area and/or ambulance may be required.
  • An Emergency Operations Plan incorporating crowd managers is required for events with 1,000 people or more attending.
  • A diagram of the event layout is required.
  • All permit applications must be submitted no less than 15-calendar days prior to the event.
  • Fire & Life Safety Inspectors approve applications, conduct site inspections and may be in attendance during the event.

Risk Management & Insurance

Contact: Risk Management, Insurance & Claims Team

  • List of Vendors
  • What type of activities will be occurring at the event
  • 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) 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.

Waivers/Volunteer Agreements
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

Contact: Occupational Safety & Health Team

  • Tents/canopies must be 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 times.