Insurance Requirements

Insurance Requirements

WOU enjoys hosting events, speakers, performers, and conferences that enrich our community and support student and staff success.

WOU requires speakers, artists, performers, vendors, contractors and parties from outside the WOU community who plan to participate in or host an event on campus to maintain their own insurance coverage. WOU’s insurance does not cover outside vendor events, speakers, artists or performers on WOU’s campus.

WOU’s Office of General Counsel and PURMIT, the university’s insurer, have established standard insurance requirements to provide WOU protection and reasonable requirements for third-party providers. WOU will require Workers’ Comp insurance (if applicable), $2 million in general liability insurance against claims of bodily injury, death, and property damage occurring in connection with the event, and $1 million in auto liability insurance for all vendors/contractors.

Certificate of Insurance

A properly completed Certificate of Insurance (COI) must be obtained before services may be provided or others are permitted to use WOU facilities.

The Certificate of Insurance must have the following:

  • The named insured must match the name in the contract.
  • The appropriate coverage and limits must be shown.
  • The Certificate Holder section should show the WOU contact name and address.
  • The Description of Operations should refer to the specific duty, service or event.
  • A policy endorsement or policy language must come from the insurer affording additional insured status, as follows: Western Oregon University, its trustees, officers, employees, and agents as additional insured.

Contracts will not be circulated for signature until WOU receives the COI. It is the department’s responsibility to obtain the COI and to also make sure a valid COI is on file for the life of the contract.

Purchasing Short-Term Insurance Coverage

Numerous insurance companies provide short-term coverage. The Office of General Counsel recommends using the Tenants’ and Users’ Liability Insurance Policy. TULIP is a low-cost, web-based program that allows third parties to purchase short-term insurance coverage for events held on WOU property. Users can buy coverage that meets WOU’s insurance requirement and protects both parties against claims by third parties who may be injured or lose property due to participating in or attending an event. K&K Insurance also offers liability insurance coverage for solo musicians, musical groups, and some other entertainers performing at campus facilities or events. Performers must be at least 18 years of age and their annual gross income from the performer’s activities cannot exceed $300,000 to seek coverage. Group coverage is also available.

Insurance Waiver

If a speaker, artist, performer, vendor, contractor or party from outside the WOU community who plans to participate in or host an event on campus WOU’s cannot meet the insurance requirements of the contract, departments may request an insurance waiver. Waivers will be considered by the Office of General Counsel if the following requirements are met:

    • If a speaker, artist, performer, vendor, contractor or event host has been presented with the Personal Services Contract and/or Facilities Use Agreement to sign and expresses in writing that they cannot comply with the insurance requirements.
    • The total amount of the contract does not exceed $600.
    • The party is an individual, not a company and is not represented by an agent.

The event(s) related to the engagement at WOU does not include any of the following:

    • Significant risk of injury to persons or property.
    • Equipment that poses a significant risk to people or property, like trapezes, heavy equipment including motors, vehicles, mini-motorized vehicles or similar types of equipment.
    • Installation of large amounts of cabling and wiring that extends into or within proximity to the audience. This does not include standard extension cords.
    • The need to connect to the WOU’s network or database other than the WOU guest Wi-Fi.
  • The department is willing to cover financial risks that may be incurred due to the speaker, artist, performer, vendor, contractor or party hosting an event not providing insurance.

Departments may request an insurance waiver or modification HERE.

Event Insurance: Tenants’ and Users’ Liability Insurance Policy (TULIP)
Performers, Entertainers, Musicians, etc.: K&K Insurance