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Outdoor Events & Permits

Facilities & Maintenance Support for Outdoor Events

The FMC Event Support Form must be submitted for ALL outdoor events on campus. You can also request event support from the ODU Facilities Management & Construction (FMC) department in the form.

FMC event support services include:

  • Grounds Assistance (e.g. event setup, site cleanup, trash/recycle cans, turn off sprinklers, mowing, etc.)
  • Electrical Assistance (to hook up generators, speakers, etc.)
  • Certain event furnishings (tables, chairs, podiums, etc.)
  • Housekeeping services
  • HVAC
  • etc.



Tent, Stage & Amusement Device Permits

Any group or organization seeking to use tents, stages and/or amusement devices (inflatables, rides, etc.) on campus must request a permit. This ensures that all Commonwealth requirements and University policies are met, and that the University's infrastructure is protected.

Permit Requirements

Virginia state law requires that permit requirements be met prior to rental. The main requirements are:

  • CO 17-TMP Permit from the Bureau of Capital Outlay Management (BCOM)
  • Tent Inspections - by State Fire Marshall or designee (Risk Management)
  • Amusement Device Inspection - by Virginia Department of Housing and Community Development (DHCD) inspector


Request Procedure

How to request outdoor event support and/or permits:


1.) Reserve space on campus

First, reserve your space on campus with the appropriate department, depending on the location of the event.

Events on Kaufman Mall:
SET Event Management

All other outdoor locations:
Recreation & Wellness

2.) Gather required paperwork

If no permits are needed, skip to step 3.

A.) Permit Documentation

Next, if you plan to have a tent, stage/platform, or inflatable/amusement device at your event, you will need to upload required paperwork to your FMC Event Support Form. You will attach each document individually to the FMC Event Support Form. Some parts are for your vendor to fill out or provide. Remember, all paperwork is required, so any requests submitted with incomplete documentation will be cancelled.

Tents

ATTACHMENT A - Tent Checklist
Download Attachment A and fill it out completely. Have your vendor fill out all blue shaded sections.

Additional required attachments to be uploaded to the online form:

  • Site Layout
  • Interior Layout
  • Tent Flammability Certificate(s)
    • Note: if tent will have sides, certificates for each side will also be required
  • Heater or A/C Device Manual (only if applicable)

Other:

  • Certificate of insurance (COI) - NEW requirements, see section B below

Stages

ATTACHMENT B - Stage Checklist
Download Attachment B and fill it out completely. Have your vendor fill out all blue shaded sections.

Additional required attachments (to be uploaded to the online form):

  • Stage Location Layout
  • Stagetop Layout
  • MFGR Product Data "Cut" Sheet

Other:

  • Certificate of insurance (COI) - NEW requirements, see section B below

Amusements

ATTACHMENT C - Amusement Checklist
Download Attachment C and fill it out completely. Have your vendor fill out all blue shaded sections.

Additional required attachments (to be uploaded to the online form):

  • Site Layout
  • Pre-Inspection Certification (for applicable inflatables only- see Attachment C for details)
  • Manufacturer's Device Manual
Other:
  • Certificate of insurance (COI) - NEW requirements, see section B below


B.) Certificate of Insurance (COI)

In addition to the above permit documentation, a Certificate of Insurance (COI) form and Endorsement form must be sent to the University Risk Management office. Both forms must sent straight from the insurer. Have the vendor's insurer directly email the forms to Risk Management at risk@odu.edu and copy FMC at rlemoal@odu.edu.

  • Certificate of Insurance (COI) Form
    Revised COI minimums are now:
    • General Liability - $1,000,000
    • NEW - Automobile Liability - $1,000,000
    • NEW - Workers Comp, Employer's liability - $500,000, $500,000, $500,000
    • Umbrella Liability - ONLY in the case of larger, motorized items, such as a Ferris Wheel or a merry-go-round - $3,000,000 - $5,000,000 ($5M preferred)
    • (View example of a properly filled out COI form)

  • Endorsement Form
    The endorsement form should be filled out as:


3.) Submit request 4-6 WEEKS IN ADVANCE

  • Submit the FMC Event Support Form at least 4-6 weeks in advance for ALL outdoor events on campus. Use this form to request any necessary maintenance support for outdoor campus events and/or to request a tent, stage, or amusement device permit.
  • Use one form per event, even if the event spans multiple days. Do not combine separate events into one form. (i.e. a single form can be used to indicate all types of requests pertaining to that event).
  • FMC must be notified ANY TIME a tent is being used on campus - regardless of the tent size or occupancy. So even if you will have small tents that don't require permits, you still need to let us know. You can indicate this in the form or you can submit a work order.

FMC Event Support Form

Failure to submit your request on time may result in NO permit!



After submission of request, Facilities Management & Construction will:

  • process permit request,
  • determine utility marking is needed,
  • notify requestor of approval,
  • provide ORM with permit & notify of tent inspection requirement.
  • Liaise on state building codes, inspection requirements, etc


Links & Resources


Forms

Who reviews permit requests?

The department of Facilities Management & Construction (FMC) evaluates all requests to determine whether a commonwealth permit is required, suitability of item for the intended area and/or levels and type of support necessary to ensure the success of the event. The Office of Risk Management partners to determine if COI requirements are met.



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Utility Marking for Events

Utility Marking for Events

View Policy

Stakes shall not be driven within 5 ft. of a utility marking to protect campus utilities. Event sponsors must inform vendors of this policy.

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Weddings on Campus

Weddings on Campus

View Policy

Contract & procedure for outdoor weddings wishing to be held on Old Dominion University campus at Rollins Hall.

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Permit Process

Tent, Stage & Amusement Permits

View Policy PDF

This governing document provides a detailed overview of the event permit request process for FMC employees and requestors to adhere to.