All events held on Florida Poly’s campus must be approved through University Event Services (UES). Please contact UES at events@floridapoly.edu.
All events are entered into Florida Poly’s Event Management System (EMS). The University Event Coordinator will share all off-campus events, in addition to applicable on-campus events, with the Department of Risk Management for review.
External parties requesting events cannot access EMS and must contact UES to begin the request process at events@floridapoly.edu.
A Certificate of Insurance (COI) that names Florida Polytechnic University Board of Trustees (BOT) as both the Certificate Holder and as an Additional Insured.
Limits must reflect: General Liability with a $1 million per Occurrence Limit and a $2 million per Aggregate Limit.
A Certificate of Insurance (COI) that names Florida Polytechnic University Board of Trustees (BOT) as both the Certificate Holder and as an Additional Insured.
Limits must reflect: $1,00,000 combined single limit or $1,00,000 each occurrence split limit coverage.
As required by Florida Stature, Chapter 440. If the Third Party is exempt from carrying Workers’ Compensation, please provide Florida Polytechnic University the exemption certificate.
Additional insurance requirements or changes to the limits will be assessed based on the type of event. Please send Certificates of Insurance (COI) and any questions to the Department of Risk Management.
Alternatively, renters can purchase Tenants’ and Users’ Liability Insurance Policy (TULIP). The policy protects both the renter and the institution against claims by third parties who may be injured or experience damage to property as a result of participating in an event. Florida Poly makes the TULIP program available through our membership with the University Risk Management Insurance Association (URMIA).
Premium costs will be paid by the tenant user independently. The costs will vary based on the following criteria:
For questions regarding TULIP, please contact the Department of Risk Management.
All university-sponsored field trips or travel including students, both academic and voluntary, must secure University approval. To learn more about the approval process and access planning resources, review the University Student Involved Travel Guide.
The Department of Risk Management is available to support faculty and staff in preparation and planning for field trips.
If you are providing any sort of service for events at Florida Poly, or utilizing Florida Poly’s campus for an event as an external party, you will most likely need to provide a minimum of Commercial General Liability (GL). Additional required coverages or increased limits depend on the type of event and nature of services being provided.
NOTE: Florida Polytechnic University Board of Trustees must be listed as an additional insured AND certificate holder on the Certificate of Insurance (COI).
The necessary limits will vary depending on the event and services provided. Please reach out to the Department of Risk Management to discuss the event and determine the required coverages and limits.
Yes, if you are working with a company to deliver and/or setup event materials, the company will need to provide a COI showing they meet the minimum requirements of commercial general liability (GL), automobile liability (AL), and worker’s compensation (WC).
If working with a food service vendor, GL is required but the need for AL and WC will depend on two items:
Is a truck/vehicle used as part of the food service? If yes, proof of AL is required on the COI. If a vehicle is not used but a tent or other setup is utilized, there may be additional requirements. Please contact Safety Services regarding your setup.
Is the business exempt from the statutory Worker's Compensation requirement? The vendor will need to provide proof of exemption and should direct questions to the Department of Risk Management.
In order to allow sufficient review time and potential necessary follow-up without negatively impacting an event, the COIs should be provided to the Department of Risk Management at least 2 weeks prior to the event.
