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

On Kaufman Mall:

SET Event Management

All other outdoor locations:

Recreation & Wellness

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A.) Permit Paperwork

If you plan to have a tent, stage/platform, or inflatable/amusement device at your event, you will need to gather and complete the required paperwork and attach it to the Outdoor Event Support Form. Save each file separately, as you will upload each one individually to the online form. Some documents/info must be supplied by your vendor. Remember, all listed paperwork is required to obtain a permit. Any incomplete submissions will be cancelled.

NEW REQUIREMENTS!

B.) Certificate of Insurance (COI)

The University now requires that the Certificate of Insurance (COI) form and Endorsement form must be sent to ODU Risk Management directly from the vendor's insurer. The insurer must directly email the forms to risk@odu.edu and CC: rlemoal@odu.edu.

• Certificate of Insurance (COI) Form requirements:
  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)

See example of a correct COI form

• Endorsement Form requirements:
  The endorsement form should be filled out as:
  • Name field: Old Dominion University and the Commonwealth of Virginia
  • Location field: ODU and the Commonwealth of Virginia, Rollins Hall, 5215 Hampton Blvd.R, Norfolk, VA 23508

See example of a correct Endorsement Form

Submit the Outdoor Event Support Form at least 4-6 weeks in advance for any outdoor event being held on campus. This form is used to:

• report all outdoor events on campus
• request any facilities/maintenance support needed for outdoor events
• request a permit for an event tent, stage, or amusement/inflatable device

Approval Notification

After submission of form, FMC will process permit request, determine if utility marking is needed, provide ORM with permit and/or notify of tent inspection requirements, and liaise on state building codes, inspection requirements, etc. Requestor will be notified of approval status via email.

Important Reminders

• 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).
• All tents must be reported. 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.
• Don't skip anything! Please make sure you included all required information and documentation in your form per your request. Incomplete requests will be rejected.