This page discusses the insurance requirements associated with the use of UW–Madison facilities.
Facility use policies and guidelines
Facility use is regulated at UW–Madison by UW–Madison Facilities Use Policies and Guidelines administered through the Vice Chancellor for Finance and Administration, in accordance with UW-6000: Use of Facilities and Land Policy.
For any events or facility use involving minors or youth programing, review additional requirements with Office of Youth Protection.
Additionally, all events or facility use must comply with applicable requirements of UW-5014: Criminal Background Check Policy.
The UW–Madison Facility Use Committee provides review and recommendations on facility use.
Facility use requests may be administered through various campus units, including:
UW–Madison insurance requirements
All non-university individuals or groups requesting space for any reason at the University will be required to obtain and provide proof of liability insurance. Specifically, the use of UW–Madison facilities by external parties in non-sponsored UW–Madison events will require the following:
- Completed Facility Use Agreement to be submitted to Risk Management by applicable campus unit contact.
- For questions and review, send draft Facility Use Agreement to eventalerts@bussvc.wisc.edu for consultation with Office of Risk Management prior to contract finalization and signature.
- Obtain Certificate of Insurance (COI) evidencing appropriate insurance coverage. The COI shall be maintained with the Facility Use Agreement file by the applicable campus unit managing the facility use. UW-Madison Office of Risk Management can review the COI for adequacy upon request at eventalerts@bussvc.wisc.edu.
- Insurance coverage requirements will vary depending on facility use type. However, minimum coverage typically includes:
Coverage Types Minimum Limit Worker’s Compensation (when applicable) Statutory Requirements Commercial General Liability, including Fire Legal Liability, Each Occurrence* $1,000,000 Commercial General Liability Aggregate* $2,000,000 Sexual Abuse/Misconduct (SAM) Liability Each Occurrence*
(when applicable and required for third party contracts involving youth** and other vulnerable populations)$1,000,000 Sexual Abuse/Misconduct (SAM) Liability Aggregate* $2,000,000 Professional Liability (when applicable) $1,000,000 Liquor Liability (when applicable) $1,000,000 Automobile Liability Combined Single Limit*
(when applicable – not required if only using vehicle for public parking on campus)$1,000,000 * Additional Insured Provision: The contractor/organization shall add the “Board of Regents of the University of Wisconsin System, its officers, employees, and agents” as an additional insured under the commercial general, SAM, and automobile liability policies, or other policy as specified by the University.
**Review additional requirements with Office of Youth Protection.
- Contracts with third parties shall require the third party to indemnify, defend and hold harmless the Board of Regents of the University of Wisconsin System, its officers, employees and agents from and against any and all claims, losses, liability, costs or expenses (hereinafter collectively referred to as “claims”) occurring in connection with or in any way incidental to or arising out this contract, but only to the extent that such claims are caused by or result from the negligence, misconduct or other fault of the third party its agents, employees, subcontractors or contractors.
- Coverage types and policy limits may be changed/increased depending on contract type.
Special events insurance
Groups unable to provide insurance for their event may be able to purchase coverage through the University’s Tenant User Liability Insurance Policy (TULIP) special events insurance program. This is a liability protection designed for Student Organizations or Other Groups that host activities on the UW–Madison campus that are not included in the University’s insurance program. TULIP is not available for events occurring off the UW–Madison campus.
Purchase special event insurance online via the URMIA TULIP program by following these directions:
- Go to the URMIA TULIP website.
- Click on Quick Quote and complete the application following instructions on the form.
- Select WI
- Code #5234 may be utilized or search for UW–Madison.
- Enter date(s) of event.
- Enter average daily attendance based on your organization’s projections.
- Select the Event Type by choosing most appropriate from drop down menu or use search feature.
- Note – for Runs/Walks choose “Marathons”
- Excess coverage choice is optional based on your organization’s decisions (unless otherwise required by UW–Madison Risk Management for higher risk events).
- Alcohol — answer no unless granted written permission by UW–Madison to have alcohol at the event.
- Vendors, Exhibitors, or Performers coverage – answer yes if you have these parties as part of your event.
- Review the Coverage and Premium Summary.
- Complete the Purchase Coverage section. Make certain the full legal name of your organization is included in the Event Title field – For example, UW Student Running Organization’s 5-K Fun Run Fundraiser. The one paying with credit card shall complete the contact name section, along with corresponding fields in this section.
- A quote will be provided after completion of the application.
- To bind coverage hit next and complete Purchase Coverage section and pay with credit card or E-Check.
- Insurance certificate will be sent to you and UW–Madison Risk Management via email.
Please contact Risk Management (eventalerts@bussvc.wisc.edu) with any questions.
Special events types that may need coverage
- Concerts
- Exhibitions
- Dances
- Festivals
- Political rallies
- Cattle shows
- Recreational events
- Sporting events
- Parades
- Conventions
- Any other event that may pose a liability threat (our office can provide guidance)
Campus-sponsored events
University departments are covered by the UW’s statutory liability coverage for events that are within the scope of their mission. University departments may sponsor events held on campus in accordance with UW-6000: Use of Facilities and Land Policy, which requires the department or office to assume responsibility for all administrative, financial, and insurance responsibilities associated with the use of space. When an event is under the sponsorship of a department or office, the head of such unit or their designee must be present for the event and is responsible for ensuring compliance with this UW-6000.
All other use by individuals or organizations not associated with the university would be limited to invitation only in writing by the chancellor, the provost, a vice chancellor, dean, or director. Invitation of a third-party in this case would require Facility Use Agreements to include UW–Madison insurance requirements.
Contact Risk Management with other insurance questions regarding campus-sponsored events. UW–Madison units requiring proof of insurance for off campus-sponsored events may request a certificate via the webform.
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Contact
Contact eventalerts@bussvc.wisc.edu with general inqueries.