External Users of a Santa Clara University facility for a non-Santa Clara University sponsored event (i.e. Firefighter 5K, World Wide Women’s Day, Speech and Debate Tournament, Piano recitals, weddings etc.) must rent the space on campus through a Facilities Use Agreement, issued through the appropriate department.
That agreement requires that the user must be insured for liability and must give evidence of such insurance coverage (an insurance certificate) to the event location office and to the Office of Risk Management. Users not having their own insurance are welcome to use the TULIP program (see below) as an option for purchasing the general liability insurance that SCU requires.
Anyone renting a Santa Clara University facility for a non-SCU sponsored event must submit a certificate of insurance with the following coverage and minimum limits to the office/department booking the event and space and to Risk Management and Compliance.
Commercial General Liability – Bodily Injury and Property Damage
$1,000,000 General Aggregate Limit
$1,000,000 Combined Single Limit per occurrence
$1,000,000 Products/Completed Operations aggregate
$1,000,000 Personal & Advertising Injury per occurrence
$50,000 Any One Fire
$5,000 Accident Medical Coverage
$1,000,000 Liquor Liability Aggregate Limit
$100,000 Abuse or Molestation coverage
Santa Clara University must be shown as Additional Insured on all liability policies.
A description of the event and the anticipated dates and location on campus must be shown on the certificate of insurance.
Event and Vendor Management
- Events organized by an internal SCU department should be approved by Campus Safety, Risk Management, Facilities and Operations, Environment, Health and Safety and Event Planning.
- Written contracts or agreements must be used when hiring a vendor, contractor or performer for events or when renting/leasing equipment for an event. All contracts must be reviewed by the office of the General Counsel prior to signing.
- Contracts may only be signed by University Administration. Students and other faculty or staff are not authorized to sign contracts on behalf of Santa Clara University.
- Think ahead. Allow sufficient time for evaluation of your event and contract review and finalization.
TULIP stands for Tenant User Liability Insurance Policy. It provides insurance to third parties who are using university facilities. It is event specific and can cover vendors, performers, and exhibitors, as needed.
The TULIP program offers a cost-effective, easy way for campus facility users to get the insurance they need. The transaction is concluded with payment by credit card by the facility user. Upon completion of the transaction, copies of the certificate of insurance coverage are emailed to the facility user and the risk management office.
The program can cover any number of events and users. Class I events are low risk and include weddings, receptions, classical music recitals or dance shows, art shows, meetings and socials. Class II events are slightly higher risk and include some political rallies, several outdoor events, soapbox derbies and meetings. Class III events are the highest risk category that can be automatically covered without insurance company review and include some sporting events, small parades, and theatrical stage performances.
Additional information on the TULIP program can be found here.
Navigate to the following website: Tulip
Select “Quick Quote” (top right)
Step 1: Location and Venue
- Select the state in which the event will be held
- Select the entity
Step 2: Dates & Attendees
- Select the date(s) of the event
- Provide average daily attendance
Step 3: Event Type
- Select the event type from the drop-down
Step 4: Coverage Options
- Provide excess coverage amount
- Answer the following questions
- Are you responsible for covering vendors or exhibitors for your event (caterer/concessionaire, DJs, booth exhibitor, etc.)?
- Will alcohol be sold during the event?
- To serve or sell alcoholic beverages at your event, you must secure the proper license from the California Alcohol and Beverage Control (ABC). Alcoholic beverages can only be provided or served by University Dining Services or Adobe Lodge—no individual or outside entity is allowed to handle alcohol. For events coordinated through these services, they will ensure that all necessary licenses are obtained and that staff are properly trained.
- For more detailed information, please refer to the Auxiliary Services Food and Dining Policies
Step 5: Premium Quote
- Total Premium and Fees
Step 6: Purchase Coverage
- Please provide the following information to complete your purchase (Event title, contact, address, etc.)