Handbook of Business Procedures
Date published: March 23, 2011
Last revised: July 29, 2015
Issued by: Risk Management
19.1.11. TENANT AND USERS LIABILITY INSURANCE POLICY (TULIP) PROGRAM
Third parties often request the use of The University of Texas at Austin facilities for special events. It is a contractual requirement that third parties using university facilities either provide proof of liability insurance coverage or purchase the Tenant and Users Liability Insurance Policy (TULIP).
While many third parties carry their own liability insurance, others do not. The TULIP program should be used when a third party requests the use of a university facility but is unable to provide liability insurance that names The University of Texas System’s Board of Regents and The University of Texas at Austin as additional insureds. TULIP offers the required liability coverage at a nominal cost to the third party.
B. Requirements for a Third Party that Provides its own Insurance for a Special Event on Campus
The special-use facility agreement will be completed by the facility booked for the special event, and the facility will confirm the insurance requirements as detailed in the facility rental agreement. The university usually requires the following coverage for most events:
| General Liability – Each Occurrence | $1,000,000 |
| General Liability – Aggregate | $2,000,000 |
| Products-Completed Operations – Aggregate | $2,000,000 |
| Personal and Advertising Injury | $1,000,000 |
| Damage to Rented Premises | $300,000 |
| Med Expense (any one person) | $5,000 |
| Liquor Liability (if applicable) – Each Occurrence | $1,000,000 |
| Liquor Liability (if applicable) – Aggregate | $2,000,000 |
| Terrorism Coverage – Each Occurrence | $1,000,000 |
| Terrorism Coverage – Aggregate | $2,000,000 |
The insurance must be with an insurance company authorized to do business in the state of Texas and must be acceptable to the university. The policy must designate The University of Texas System Board of Regents and The University of Texas at Austin as additional insureds. The facility user must deliver proof of the insurance in the form of a Certificate of Insurance, as specified in the facility rental contract. Failure to comply with the requirements as specified above, and those on the facility contract, will result in cancellation of the event. For further information, contact the facility coordinator.
Rates are set based on the event classification and vary based on the level of risk associated with each event.
1. How to Apply for TULIP Coverage
The management of the university facility that is being rented out is responsible for securing the appropriate insurance, based on the university contract or facility use agreement. Insurance terms and conditions are included in the university’s standard contract templates.
a. If TULIP is needed, complete the Request for TULIP Insurance form using the Events List as a guide. Complete all highlighted fields in the COI & Premium Calculation tab of the spreadsheet.
b. Email the form to oa.riskmgt@austin.utexas.edu.
Accounting and Financial Management Risk Management processes most requests within 10 business days. However, if the event is considered a Class II event, it is higher risk. Please allow 60 days for processing, because these events require individual acceptance and underwriting by the carrier.
TULIP insurance premiums are billed quarterly to the account number provided on the TULIP application by the department that is responsible for the special use facility. The facility is responsible for securing payment from the contracting party.
Within 48 hours of an incident, complete the Potential Claim Incident Report form and send to oa.riskmgt@austin.utexas.edu.
Email Accounting and Financial Management Risk Management at oa.riskmgt@austin.utexas.edu.