External Events This section is for non-University sponsored events that make use of campus facilities to house special events. With over 100 classrooms, auditoriums and meeting rooms, 600 sleeping rooms, suites and apartments and a premier catering program in place, The University of Hartford is the only place in the Greater Hartford area to offer an affordable one stop shop for your Summer Conference needs

Residence Hall Assignments / Conference Housing The University offers varying options for housing external groups and Hartford area interns during the Summer, outside of the Fall and Spring academic terms. Most on-campus housing options during this time is managed by the University’s Conference Services

Access Cards & Room Keys The University on many of its exterior to interior access doors use coded identification cards to allow entrance into the building. From there keys are issued for particular rooms for further security purposes. The Summer Housing office, as a part of Conference Services, handles key and access card distribution from its location in Konover Campus Center rm. 109 starting after Spring commencement to the end of summer conferencing season in mid-August.

Minors Typically, use of / entry into Student Centers spaces by those under the age of 18 who are not students of the University is not permitted unless they are attending or participating in a recognized University function or program & in the immediate supervision of a parent / guardian. The Student Centers does not assume the liability for the supervision of minors Non-students under the age of 18, not accompanied by an adult may be asked to leave & Public Safety will be contacted. Student Centers spaces are not child care facilities Criminal background checks must be conducted for persons who are not University of Hartford employees (including volunteers) working with minors. Liability insurance may be required above & beyond what may be usually asked for said type of event Reports of known or suspected child abuse or neglect can be made orally, as soon as possible, to the Department of Public Safety directly for further referral to local law enforcement or the Department of Children and Families (DCF)

Insurance Coverage & Independent Contractor Status Vendors that the sponsor of external campus, conferences, etc. agree that they are “independent contractors” performing one-time work at the University of Hartford and carry their own insurance coverage, unrelated to the University The University of Hartford requires that you obtain General Liability Insurance for your special event or purchase additional insurance for your event depending on additional risky factors involving the event .  The following is information that will be of assistance when arranging insurance with the agency of your choice: Explain that you are seeking a general liability insurance policy for an event at the University of Hartford and that you need at least “$1 million of coverage per occurrence, combined single limit and $3 million general aggregate.” Confirm that they are authorized to do business in the state of Connecticut. Confirm that they are financially healthy by determining that they have an “A.M. Best rating of A- (VII) or better.” The policy dates must be consistent with your event.   For multiple day events, confirm that the policy will not expire prior to the end of the event.  Plan ahead for inclement weather and understand what this means for your coverage. Inform the insurance agency that the endorsement section must contain “a waiver of subrogation in favor of the University of Hartford” and needs to name the “University of Hartford and each of their affiliates, agents, trustees, officers and employees” as additional insureds. Request that they send you and Student Centers Administration a copy of the policy documents, including the Certificate of Insurance. It is your responsibility to ensure that the University of Hartford / Student Centers Administration is provided with all evidence of insurance at least three weeks prior to your event, so that there is time for adjustments, if necessary.

TULIP: A Special Events Insurance Program TULIP (Tenants and Users Liability Insurance Policy) is short-term liability coverage available to sponsors for specific special events. Liability insurance helps protect both the sponsor and the University against claims by those who may have experienced a loss as a result of attending or participating in a special event Student Centers Administration offers TULIP to help individuals and groups protect themselves and their guests and the city gets an extra layer of protection on against loss. Purchasing TULIP coverage for a special event automatically names the University as additionally insured on the policy After a special event’s information is entered into the secured web site, an instant quote is generated and the policy can be purchased with a credit card. A certificate of insurance is sent to the purchase & the University via e-mail. Costs are based upon the event type, number of attendees, presence of alcohol, risk level, event length, special requirements and the amount of coverage needed. External events requesting alcohol service will not be covered under TULIP Contact the Student Centers Administration at (860) 768-4283, if you are interested in obtaining a quote

TULIP Coverage Classifications Class I Events Class III Events Banquets, Bazaars Conventions, Seminars Indoor Exhibitions, Expos & Trade Shows Lectures Parties/Celebrations (no alcohol) Animal Acts/Shows Carnivals (no rides) Film Productions Heads of State Events Sporting Events (specific; no participant coverage) Class II Events Events Not Covered Aerobic & Jazzercise Classes Dances; Outdoor Concerts Outdoor Exhibitions, Expos & Trade Shows Parties/Celebrations (with alcohol) Political Rallies Circus & Carnivals, including rides Motorized Sporting Events Professional Sporting Events Veterinary Legal Liability (no animals)

TULIP FAQ How can I get insurance for High-Risk Activities? For high-risk activities not covered by TULIP, Student Centers Administration will directed you to other Risk Management Services to discuss other alternatives Does TULIP cover Events not on Property Owned by the Institution? The TULIP does not extend to locations not owned by the institution. You can check with the municipality or other property owners for a separate TULIP program or you will need to investigate a stand-alone special events policy that can encompass multiple locations and insureds How long does it take to get insurance? Once you have completed your transaction on the website you will receive a certificate of coverage by email. The email usually arrives within five minutes of your purchase. The institution will also receive a copy of the certificate, however it is in your best interest to verify receipt by the institution

Contact Us With Questions Student Centers Leadership Team Charles Amerson Director of Student Centers Gengras Student Union, Room 205 Phone: 860.768.4413 amerson@hartford.edu Fallon Roberson-Roby Business and Scheduling Services Administrator Gengras Student Union, Room 205 Phone: 860.768.4757 scasched@hartford.edu Matthew Matarese Coordinator Gengras Student Union, Room 205 Phone: 860.768.4283 matarese@hartford.edu Marissa Theriault Coordinator Gengras Student Union, Room 205 Phone: 860.768.4283 theriault@hartford.edu