Tenant User or Facilities Use Policy
The Tenant User or Facilities Use Policy is to protect University property and attendees in UF facilities during events that are not sponsored directly by the University of Florida. Examples of such events would include: weddings, receptions, banquets, musical performances and festivals, theatrical performances, etc.
Who must purchase this insurance?
Who pays the premium and how is the payment processed?
How is the premium determined?
Are there any events that would be exempt from the purchase requirements?
What if the event is not insurable or exempt under this coverage?
What losses does the insurance cover?
What happens if there is an injury or property damage during a covered event?
Are student groups and organizations required to purchase this insurance?
What about event cancellation? Is there a premium refund?
What if another government agency wants to use a UF facility?
What about UF employee retirement receptions/functions?
Are there any exemptions to the above requirements?
Please contact us directly (352-392-1591) if you need assistance or have other questions regarding this policy.
Who must purchase this insurance?
Any group or individual using a University facility or grounds for a non-University sponsored event/gathering.
Who pays the premium and how is the payment processed?
The group or individual using/scheduling the event will pay through the scheduling facility. Checks will be payable to the University of Florida (exception - Emerson Alumni Hall users). The scheduling facility collects the premium from the tenant. The premium is deposited in Account 71010000-991-8900 using the Account Code 469000. The host facility sends a completed insurance application via email to EH&S Risk Management (Lori Hales). EH&S Risk Management will email the application to the insurance agency. The insurance agency will email a copy of the certificate of insurance (COI) to EH&S and mail a copy to the user. EH&S will email a copy of the COI to the host facility.
How is the
premium determined?
The premium is determined by the number of attendees and type of event. The
coverage is provided through Arthur J. Gallagher & Company, and the carrier is
Western Heritage Insurance Company.
Are there any events that would be exempt from the purchase requirements?
Other State agencies or subsidiaries need only provide proof of insurance. Florida Statute 786.28(18) prohibits governmental entities from requiring indemnification of each other.
Other exemptions are granted, on a case by case basis, with the approval of the Vice President of Finance and Administration. The event organizers must provide proof of insurance with one million dollars coverage for bodily injury and property damage. The State of Florida, The Florida Department of Education, the UF Board of Trustees, and the University of Florida shall be named as additional insureds.
A copy of the certificate must be faxed or mailed to EH&S Risk Management 352-392-3414 directly from the insurance agency or carrier at least 7 business days prior to the event.
What if the event is not insurable under this coverage?
Premises users may be required to provide insurance coverage by alternate methods if an event is of a nature that the University's agency/carrier cannot provide coverage through the established carrier or alternate means. Events will be evaluated on a case-by-case basis. The event organizers must provide proof of insurance with one million dollars coverage and name: the State of Florida, The Florida Board of Governors, the UF Board of Trustees, and the University of Florida as additional insureds.
A copy of the certificate must be faxed or mailed to EH&S Risk Management 352-392-3414 directly from the insurance agency or carrier at least 7 business days prior to the event
What losses does the insurance cover?
Damages to property owned by the University or spectators. Bodily injury to those other than employees/volunteers of the facility user/renter. Medical benefits for an injured party. Certain exclusions and limits apply to all coverages.
Yes, $250. The University will hold the event sponsor liable for the amount of the deduction.
What happens if there is an injury or property damage during a covered event?
The facility representative should complete an incident report and notify the University Police. Written notes, photographs and witness statements taken at the time all help in the determination of cause and potential liability. EH&S Risk Management (392-7256 or 392-1591) or should be notified to coordinate claim procedures with the insurance carrier.
Are student groups and organizations required to purchase this insurance?
Yes, unless they are using the J. Wayne Reitz Union.
What if the event is cancelled. Is the premium refunded?
No.
What if another government agency wants to use a UF facility?
Other State agencies or subsidiaries need only provide proof of insurance. Florida Statute 786.28(18) prohibits governmental entities from requiring indemnification of each other.
What about UF employee retirement receptions or similar functions?
Retirement functions directly sponsored/coordinated by a University department/division would be covered by the University. Privately coordinated University employee retirement receptions or similar functions would be required to purchase insurance.
Are there any exemptions to the above requirements?
Exceptions are limited to other government entities, the UAA, the Alumni Association, the UF Foundation and Florida Blue Key (FBK) Homecoming events specifically required to be covered by insurance procured by FBK per the contract between the University and FBK. Any other exemptions must be approved by the Vice President for Finance and Administration.
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PO Box 112190 Building 104/Newell Drive University of Florida Gainesville, FL 32611-2190 ph: (352) 392-1591 fax: (352) 392-3647 |
This page last edited January 28, 2008. Comments or questions are welcome to webmaster@ehs.ufl.edu