Facilities & Maintenance Support for Outdoor Events
For some events, even if you do not specifically request a certain service, FMC may assess the event and determine if event support may be required. Additional costs may apply and will be charged to the department budget code provided on the form.
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:
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
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)
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.
The department ofFacilities 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.
