External Organization Event & Media Production Authorization Application

1. Section 1: Applicant Entity & Point-of-Contact Metadata

This section collects essential information about your organization and primary liaison. All fields marked as mandatory must be completed for application processing.

Legal Name of Organization

Please specify organization type

Tax/Registration Identification Number

Years Organization Has Been in Operation

Organization Website URL

Full Mailing Address of Organization

Primary Contact Full Name

Primary Contact Title/Position

Primary Contact Email Address

Primary Contact Direct Phone Number

Alternative Contact Person Name and Title

Brief Description of Organization's Primary Activities and Purpose

Has your organization previously conducted events or filming on academic institution properties?

Yes

No

Please list institution names, dates, and nature of previous engagements

Please note that first-time applicants may require additional review and may be asked to provide supplementary documentation or references.

Professional References from Similar Past Events (if available)

	Reference Organization Name	Contact Person	Email Address	Phone Number	Event Date	Nature of Event
	A	B	C	D	E	F
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2. Section 2: Requested Campus Locations, Date & Equipment Scope

Provide precise details about your proposed event or production. Specificity is crucial for risk assessment and logistical coordination.

Event or Production Title

Detailed Description of Event or Production Purpose

Please provide detailed explanation of request category

Specific Campus Location(s) Requested

Proposed Setup/Load-in Start Date and Time

Actual Event/Filming Start Date and Time

Event/Filming End Date and Time

Proposed Breakdown/Load-out Completion Date and Time

Total Expected Attendance (participants, crew, audience, etc.)

Will any portion of this event be open to the general public?

Yes

No

Expected number of general public attendees

Will alcohol be served or consumed as part of this event?

Yes

No

Describe alcohol service plan, including vendor details, service hours, and responsible service protocols

Will amplified sound (speakers, microphones, musical instruments) be used?

Yes

No

Describe sound equipment, expected decibel levels, and proposed sound mitigation measures

Will open flames, pyrotechnics, or special effects be utilized?

Yes

No

Provide detailed safety plan, permits, and licensed pyrotechnician credentials

Will the event involve visual or audio recording of campus property, staff, or students?

Yes

No

Comprehensive Equipment Inventory and Technical Requirements

	Equipment Item Description	Quantity	Power Requirement (Watts)	Setup Duration	Special Handling or Safety Notes
	A	B	C	D	E
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Accessibility Accommodations and Inclusive Measures Planned

3. Section 3: Public Safety, Traffic Control & Security Plan

Detail your comprehensive safety and security strategy. This information is critical for protecting all participants, property, and the campus community.

Designated Safety Coordinator Full Name

Safety Coordinator Direct Contact Number

Emergency Action Plan Summary

Will licensed medical personnel (EMT, paramedic, nurse) be on-site?

Yes

No

Provide medical staff credentials, number of personnel, and equipment available

Crowd Management and Control Strategy

Number of Professional Security Personnel to be Deployed

Licensed Security Company Name (if applicable)

Will this event require road closures or traffic detours?

Yes

No

Provide detailed traffic control plan including affected roads, detour routes, signage plans, and coordination with transportation authorities

Will dedicated parking areas be required for participants or equipment?

Yes

No

Describe parking plan including number of spaces, location, and any shuttle services

Communication Plan with University Administration During Event

Upload Comprehensive Risk Assessment Document

Choose a file or drop it here

Adverse Weather Contingency Plan

Will minors (under 18) be present at this event?

Yes

No

Describe additional hazards and mitigation measures

Post-Event Cleanup and Site Restoration Plan

4. Section 4: Certificate of Liability Insurance & Indemnification Verification

Provide comprehensive insurance documentation. Inadequate insurance coverage will result in automatic application rejection. All policies must be valid through the entire event period.

Insurance Provider Company Name

Insurance Provider Contact Email

Insurance Provider Contact Phone

General Liability Policy Number

General Liability Coverage Amount (minimum typically required: $1,000,000)

Policy Effective Date

Policy Expiration Date

Upload Certificate of Insurance (COI) - Must name University as Additional Insured

Choose a file or drop it here

Does your policy specifically name this University as an Additional Insured?

Yes

No

Explain why Additional Insured endorsement is not available and propose alternative risk transfer mechanisms

Does your policy include coverage for Property Damage to third-party premises?

Yes

No

Does your policy include coverage for Personal and Advertising Injury?

Yes

No

Do you carry Workers' Compensation Insurance covering all personnel who will be on-site?

Yes

No

Workers' Compensation Policy Number

Do you carry Commercial Auto Liability Insurance for vehicles used in connection with this event?

Yes

No

Auto Liability Policy Number

Do you have Umbrella or Excess Liability Coverage?

Yes

No

Umbrella/Excess Coverage Amount

Describe Any Special Insurance Endorsements or Coverage Extensions Relevant to This Event

I hereby agree to indemnify and hold harmless the University, its officers, employees, and agents from any and all claims, damages, or liabilities arising from my organization's activities on campus property.

I understand that the University reserves the right to require higher insurance limits based on risk assessment findings.

I certify that all insurance information provided is accurate and policies are currently active.

5. Section 5: University Events Director & Risk Management Approval

This section acknowledges the university's review authority and finalizes your application submission. All declarations must be completed by an authorized representative of your organization.

REVIEW PROCESS: Upon submission, your application will undergo comprehensive review by the Office of University Events, Risk Management, Campus Safety, Facilities Management, and other relevant departments. This process typically requires 15-30 business days. Complex events may require additional review time. You will be contacted if supplemental information is needed.

I acknowledge that submission of this form does not constitute approval or permission to access campus property.

I understand that all plans are subject to modification requirements based on university safety and operational standards.

I agree to pay all applicable facility rental fees, security charges, and any other associated costs as determined by university fee schedules.

I commit to providing final participant counts, vendor information, and updated insurance certificates no later than 10 business days prior to the event.

I understand that the University reserves the right to cancel approval at any time due to unforeseen circumstances, safety concerns, or policy violations.

I declare under penalty of perjury that all information provided in this application is true, accurate, and complete to the best of my knowledge.

Full Name of Authorized Signatory

Title of Authorized Signatory

Digital Signature of Authorized Representative

Signature Date

Additional Comments or Special Considerations for University Review Committee