Insurance Coverage Guidelines

General Overview:

William & Mary requires external groups, independent contractors, and non‑university entities seeking to utilize university facilities or participate in activities on campus to comply with established insurance requirements. Depending on the nature and risk level of the event or activity, proof of insurance may be required in the form of a valid Certificate of Insurance (COI). When required, the COI must demonstrate appropriate coverages and name The Commonwealth of Virginia, and the Rector and Board of Visitors of William & Mary, its officers, employees, and agents as Additional Insureds. These requirements help ensure that potential risks are managed appropriately and that the university is protected against liability arising from third‑party activities on campus.

Not Requiring Insurance

The following non-sports events NOT resulting in fundraising or profit, with less than 100 anticipated attendance and WITHOUT street/road closures, alcohol, pyrotechnics, mechanical or inflatable rides, the use or display of animals do not require insurance:

Clubs and organizational meetings
Guest speakers, lectures and reading events
Luncheons
Meetings of a social, academic, business, or philosophical nature
Seminars
State college and university events
State and Federal Government events
Virtual Speakers and Podcasters when not a certification or degree program

NOTE: Any independent contractors not meeting any of the above categories must provide the minimum insurance required by William & Mary. See Section R of W&M Mandatory terms and conditions.

Low Risk

The following events without street/road closures, alcohol, pyrotechnics, mechanical or inflatable rides, or resulting in fundraising or profit:

Academic related events (such as spelling/math/science)
Award celebrations
Banquets
Celebrations (weddings, anniversaries, birthdays)
Debuts
Fashion Shows
Graduations
Petting Zoos
Pool Parties
Public school system events
Proms
Recitals
Reunions
Social Receptions

Minimum Insurance required: See Section R of W&M Mandatory terms and conditions.

Medium Risk

Events without pyrotechnics, or mechanical rides.

Note: Any serving of alcohol must be with properly licensed and insured bartenders and proof of license and insurance will be required.

Block parties and street fairs
Boxing
Cheerleading
Dances and parties outdoors
Events involving closure of roads or streets
Events which involve serving or sale of alcohol
Exhibitions outdoors
Football (contact)
Golfing events
Gymnastics
Ice hockey
Inflatable Rides
In-line hockey
Marathons
Martial arts (contact)
Overnight camping
Polo
Ropes courses
Rugby
Skateboarding
Skating (open to public)
Speed skating
Swimming and diving (unorganized or lessons)
Triathlons
Waterslides
Weapons (unloaded) shows
Weightlifting
Wrestling

Minimum Insurance required: See Section R of W&M Mandatory terms and conditions.

Liquor Liability (Required when distributing, selling, or serving alcohol) $1,000,000

High Risk

Note: Any serving of alcohol must be with properly licensed and insured bartenders and proof of license and insurance will be required.

Circus
Concerts
Demolition Events
Mechanical Rides (Fair or Circus Type)
Motorized Racing
Off-Road Racing
Pyrotechnics
Rodeo Events

Minimum Insurance required: See Section R of W&M Mandatory terms and conditions.

Liquor Liability (Required when distributing, selling, or serving alcohol) $1,000,000

TULIP- (Tenant User Liability Insurance Policy)

TULIP is a Tenants' and Users' Liability Insurance Policy that provides special event liability coverage. It is used by institutions that permit "third-parties" to use their facilities for specific events. It is designed for third party users who do not carry liability insurance and is offered at a low cost. It is event-specific and can also cover vendors, performers, and exhibitors, if needed. It protects both the institution user (the third party) and William & Mary against claims by third parties who may be injured or experience damage to property as a result of participating in an event.

Events may range from low-risk events such as classroom seminars, receptions, or weddings to high-risk events including festivals and fairs, sports events, or concerts. The policy has exclusions for certain high-risk activities. Facility users may need to obtain coverage from another insurer if their event does not qualify for the TULIP program.

Below are the steps for the third-party/vendor to follow to purchase the TULIP policy:

Go to https://tulip.ajgrms.com/
Select the Quick Quote tab.
Pick Virginia in the drop-down menu.
Select The College of William & Mary as the location.
Answer questions about date, attendees, event types, and coverage options.
Review Premium Quote and then purchase coverage.

The following language should be included in the Description of Operations section of the COI: The Commonwealth of Virginia, and the Rector and Board of Visitors of William & Mary, its officers, employees, and agents are named as Additional Insureds with respect to the General Liability policies. All insurance policies above are primary and non-contributory to any other insurance available to the Certificate Holder. A thirty-day notice of cancellation is required.