Safety, Insurance and Facility Use Agreements

Security Needs

Successful meetings and events begin with careful planning and preparation for all reasonably anticipated risks. Contact University Scheduling and Conference Services, at two weeks before a large meeting or event, to review security needs; this will allow sufficient time to finalize needs, determine additional costs, and schedule staff.

Renters shall be responsible for any needed security services, either through use of Minnesota State Mankato’s security services at a rate of $30 per hour per MSU Security Officer or through the local police or a private company at their applicable rate. All security plans shall be approved by the MSU’s Director of Security or his/her designee prior to the event.

Insurance Requirements

General public sponsors and vendors who scheduling meeting and event space must provide evidence of adequate insurance as a condition of space usage; this involves a certificate of liability. Questions regarding a certificate of liability can be directed to the University Scheduling and Conference Services at 507-389-2223

The minimum insurance amounts will be:

$2,000,000.00 per occurrence or $1,000,000.00 per occurrence + $1,000,000 Excess Umbrella
$2,000,000.00 annual aggregate

In addition, the following coverages must be included:

Products and Completed Operations Liability
Blanket Contractual Liability
Name the following as Additional Insured:

If you do not carry insurance, you can purchase a policy through the Tenant-User Liability Insurance Policy or through your home owners insurance policy.

Facility Use Agreement

General public sponsors and vendors who scheduling meeting and event space must sign a Facility Use Agreement with Minnesota State. (Example)

Items needed for a Facility Use Agreement:

Vendor Number with State of Minnesota Vendor System
Current W-9
Name and Email of FUA signatory
Copy of COI insurance with MN State named additionally insured (Example)

Steps for starting a facility use agreement:

Complete the online form to become an approved vendor with MN State:

Follow this https://admin.mnsu.edu/finance-and-administration/departments/business-services/purchasing/vendor-number-request/
click on the “Vendor Registration Link” to register as a vendor
Complete form and forward your vendor number to me wiliam.tourville@mnsu.edu
Please see the attached instructions guide

Please email the following information to the Assistant Director for University Scheduling and Conference Services at William.tourville@mnsu.edu.

Name and Email of the person signing the agreement
An up-to-date W-9 for the business/entity

This is to confirm you are registered with the Minnesota Secretary of State’s office as a business. How to Register

Please email a Certificate of Liability Insurance with the requirements stated below to the Assistant Director for University Scheduling and Conference Services at William.tourville@mnsu.edu.

Emergency Preparedness

Emergencies can occur at any time without warning. University Security has developed information to assist Recognized Student Organizations, University Departments, and the General Public in creating a safe and secure environment for meetings and events.

Emergency Preparedness Information