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Contracts & Events

Insurance Programs

Contracts & Events Risk Management

ORM works closely with every department on campus to identify and mitigate risks associated with contracts and events.

 

 

Contract Risk Management

 

ORM has provided standard contract language to the new Contracts Administration process. Your department's Contract Lead should have these available, and they represent the minimum insurance required for any contract. From there, Risk Management analyzes the likelihood of an incident occurring against the impact, or cost, of the potential incident to assess the total risk. Based on the scope of work and activities to be performed, we can then assess whether additional insurance if needed if the risks are unique, high, or both.


Please see below for information on Certificates of Insurance, which are required to be housed with each SMU contract.

Event Risk Management

 

ORM is one of the departments that participates in SMU's Outdoor Event Request Process. More information on this can be found on the Student Activities website. We also review many of the contracts associated with the use of indoor space as well. While each event is unique, there are several key risk management concerns that always must be addressed. Please reference SMU's Event Checklist [PDF].


SMU requires evidence of insurance for all third party vendors and contractors that want to operate in a special event on campus. The third-party is responsible for obtaining evidence of insurance (i.e. a Certificate of Insurance) and presenting it to the Office of Risk Management at least (3) days prior to the event taking place.


If your third party does not have insurance and would like the option to purchase a short-term policy to comply with SMU requirements, they may be interested in purchasing a Tenant User Liability Insurance Policy (TULIP). Risk Management can facilitate the purchase of such policies for events such as weddings, family reunions, and certain performances. More information can be found on the ORM TULIP tab below.


All special events are not organized in the same way, nor do they carry the same exposure. This can lead to confusion about who needs to insure what. As a rule of thumb, whenever the group is hiring outside people for an event, signing contracts, and charging for the event, it will likely need liability insurance to cover the event. Many outside groups carry their own insurance. Generally, if another party (i.e., a promoter) is responsible for the contracts and promotions, it carries its own liability limits. But because these distinctions can be confusing, liability coverage should be clarified in the early planning stages of the event (Risk Management can advise you on this).

 

Tenant User Liability Insurance Program (TULIP)

 

SMU requires evidence of insurance for all third-party vendors and contractors that want to operate an event on campus.

The third-party is responsible for obtaining evidence of insurance (i.e. a Certificate of Insurance) and presenting it to the Office of Risk Management at least (3) days prior to the event taking place. If the third-party vendor does not maintain insurance regularly, they can procure a Tenant User Liability Insurance Program (TULIP) to meet SMU's insurance requirements.

A TULIP policy may be purchased for short-term, and even single-day events. Proof of insurance is sent directly to ORM once purchased. Below are step-by-step instructions to purchase this insurance.

In order for the university to recognize the event, the following list of insurance policy conditions must be met on the Certificate of Insurance:

  1. Go to the following web address: https://tulip.ajgrms.com/
  2. Click on the “Quick Quote” tab at the top of the page, or the “Get a Quote” link on the side of the page.
  3. Select the location of the event (as you select items, additional drop-down menus will appear):
    1. Texas or New Mexico
    2. Institution: Southern Methodist University
    3. Venue: SMU location (ex: SMU-in-Plano, SMU-in-Taos, McFarlin Auditorium, etc.)
  4. Select the date you need the coverage for (the date(s) of your event) and input the number of people you expect to be in attendance.
  5. Select the type of the event for which you are utilizing SMU space.
  6. If you are serving alcohol or have vendors or performers as part of this meeting, you may need additional coverage. 
  7. Review quote. ORM may review this upon request.
  8. Purchase insurance. Evidence of insurance will be sent directly to ORM upon purchase.

Note:

All special events are not organized in the same way, nor do they carry the same exposure. This can lead to confusion about who needs to insure what. As a rule of thumb, whenever the group is hiring outside people for an event, signing contracts, and charging for the event, it will likely need liability insurance to cover the event. Many outside groups carry their own insurance. Generally, if another party (i.e., a promoter) is responsible for the contracts and promotions, it carries its own liability limits. But because these distinctions can be confusing, liability coverage should be clarified in the early planning stages of the event. (Risk Management can advise you on this.)

Certificates of Insurance

 

A certificate of insurance (COI) can provide evidence of insurance, and/or evidence that a third party is meeting its contractual insurance requirements. Risk Management requires, at a minimum, that a COI be collected and attached to each contract at the time of execution. This is SMU's standard process, regardless of the value of the contract, or whether using a Purchase Order or a Contract.


Additionally, If you are hosting or sponsoring an event on campus, you may be asked to obtain a COI from your vendor(s) as evidence that certain liabilities will be covered during the course of the activity or event. No matter what kind of vendor you’re working with, having the right COI, or evidence of insurance, will protect you and the SMU community.


Understanding the parts of a COI is important. Please view the sample COI, with explanations of what each of the sections entail.


SMU does maintain minimum insurance requirements for third party vendors. These requirements are standard in tandem with the appropriate contract, and can only be adjusted or waived by the Chief Risk Officer. Many contracts require evidence of additional coverages.

 

You may also be required to provide a Certificate of Insurance, or evidence of insurance, showing the University’s coverage to third parties as required by contract. To request a copy of SMU’s Certificate of Insurance, please contact Risk Management, 214-768-2083.

Request to Produce a Certificate of Insurance

 

If you need evidence of Southern Methodist University's insurance, the Office of Risk Management can assist you. Please contact us directly to request SMU's Certificate of Insurance, and be sure to include the executed contract or agreement in your email.