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Business and Financial Policies and Procedures

6.1.2 Verify Insurance when Leasing Facilities to Outside Groups

Policy Statement

When the University of Illinois System makes its facilities available to outside users, the organizers must provide proof of insurance. The system requires proof of insurance to enable the system to pursue a claim in case of injury or property damage. The system requires a minimum level of insurance, but may adjust the amount required depending on the circumstances.


To verify insurance when leasing facilities to outside groups:

  1. Consult your university policies for allowing outside groups to use system facilities.
  2. Consult 6.1.1 Determine Minimum Insurance Requirements for Vendors for the type of insurance needed and the amount.
  3. Have the outside group sign your standard agreement. If you do not know whether you have a standard agreement, contact your unit business manager.
  4. Attach a copy of the group's proof of insurance to the agreement. Retain the paperwork in your unit.

Special Circumstances

Some events involving large numbers of people with activities that may increase the risk of harm to them will probably require listing "The Board of Trustees of the University of Illinois" as an additional insured on the insured parties' commercial general liability policy. If you are unsure, contact the Office of Risk Management before planning your event.

Forms Used in this Procedure

Public Injury/Property Damage

Related Policies and Procedures

University policies for allowing outside groups to use system facilities:

6.1.1 Determine Minimum Insurance Requirements for Vendors


Additional Resources

Worker's Compensation
FAQ #6 provides additional information about certificates from self-insured firms.
Tenants and Users Liability Insurance Policies (TULIP) at the Office of Risk Management Website provides information on short-term insurance outside groups can purchase.

Last Updated: October 11, 2021 | Approved: Senior Associate Vice President for Business and Finance | Effective: November 2010

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