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Outdoor Events & Permits

Outdoor Event Procedure

Follow this procedure to request outdoor event support and/or tent/stage/amusement permits:

1.) Reserve space on campus

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



2.) Complete required paperwork

If no permits are needed, skip to step 3.

If you will not have a tent, stage, or amusement device at your event, then paperwork is not required.

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.

Tents

Required documents for a tent permit:

  • "Attachment A" - Tent Checklist
    Download Attachment A and fill it out completely. Have your vendor fill out the vendor section (shaded in blue).
  • Site Layout
  • Interior Layout
  • Tent Flammability Certificate(s)
    • If tent will have sides, certificates for each side are also required
  • Heater or A/C Device Manual (if applicable)
  • Certificate of insurance (COI) - NEW requirements, see section B below

                            Stages

                            Required documents for a stage permit:

                            • Stage Location (Site) Layout
                            • Stagetop Layout
                            • MFGR Product Data "Cut" Sheet
                            • Certificate of insurance (COI) - NEW requirements, see section B below

                                  Amusement Devices

                                  Required documents for amusement device permits:

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


                                  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


                                  3.) Submit Outdoor Event Support 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

                                  Failure to submit your request on time (4-6 weeks before the event) may result in NO permit! No exceptions can be made for permits.

                                  FMC Outdoor Event Support Form


                                  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.




                                  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


                                  Facilities & Maintenance Event Services

                                  ALL outdoor events on campus must submit the Outdoor Event Support Form, even if there will not be a tent, stage, or amusement device. Use this form to request any type of support service from ODU Facilities Management & Construction (FMC) department, including:

                                  • 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 (event setup or take down)
                                  • HVAC (heat or A/C)
                                  • 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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                                  FMC 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.



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