Risk Management

Division of the Vice President & Treasurer

Risk Management for Events

If you are thinking about holding an event, please contact conference & events planning. Students should also contact student engagement.

The risk evaluation, insurance, and contract requirements will vary depending on the nature, size, and location of any event. See the event matrix below as a guide to the contract and insurance requirements for common types of events.

Type of Event

Minimum Contract Requirement

Insurance Required from Outside Party
Student activities
  • Bands
  • Guest speakers
  • Panels
  • Food vendors
Use Reed Student Organization Performance agreement & Reed Food Vendor contract Not usually, if Reed contract used; some larger or higher risk events may require review and insurance.
Faculty & staff activities
  • Guest speakers
  • Services
  • Other
Use Reed performance agreement or services agreement. If vendor contract will be used, risk management must review. Depends on the nature of event; for high risk activities the college may need to be a named insured on the vendor’s insurance.
Vendor providing event and entertainment services If vendor contract will be used, risk management must review. Depends on the nature of event; for high risk activities the college may need to be a named insured on the vendor’s insurance.
Conference & educational programs using Reed facilities CEP office handles and uses Reed standard contract. Yes. Insurance certificate naming Reed as an additional insured with $1 million general liability coverage.* Third party does not have general liability insurance they can purchase insurance for the event.
Educational programs for minors using Reed facilities

CEP office handles and uses Reed standard contract for programs with minors.

Yes. Insurance certificate naming Reed as an additional insured with $1 million general liability* and $1 million Sexual Molestation & Abuse coverage.

*$1 million per occurrence/$2 million in aggregate

Contracts & Insurance

When sponsoring an event involving outside parties, use a formal contract. Reed has several approved contract templates that can be used or tailored for this purpose. Only authorized signatory can sign contracts on behalf of Reed College.

If a third party wants to use their contract form, you must contact the risk management staff. You can either send electronic copies or deliver paper copies labeled “Contract for Review” to Eliot 100B.

Do not sign the contract. An authorized signatory must sign all contracts. Please review the list of authorized signatories and the contracting responsibilities.

Alcohol & Security

Alcohol may not be consumed at an academic event, or in any place where an academic activity is occurring.

Depending on the nature, time, and location of an event it may be necessary to notify Community Safety or have Community Safety present at the location. Please contact student engagement and conference & events planning if you plan to have alcohol at your event.

In an emergency, dial 911 and call Community Safety at 503/788-6666.