A Special Event can be any event that occurs outside the day-to-day operations of the University. Special Events are usually short-term, and they can expose the institution to risk either directly or indirectly. Examples of Special Events include fundraisers, graduations, concerts, sporting/athletic events, political events, conferences, camps, film/TV production, etc. Ensuring a safe and successful event involves preparation and planning. Certain events may not be covered—additional information to include general liability exclusions and coverage of policy rates & limits can be found on the Special Event Policy Outline. If you need specific guidance and/or clarification, please contact Enterprise Risk Management at the number listed below.

The Special Event Insurance Program provides protection to TAMUK staff members, recognized student organizations, and participants when conducting programs or activities related to the Special Event. The policy consists of accident medical and general liability coverage for all participants and staff during the event. As a condition of approval, each Special Event is required to show evidence of general liability and accident medical insurance coverage, or participate in a policy to be purchased by the University. The cost of the required insurance coverage will be the responsibility of the sponsoring department.

*** UPDATE FROM THE TAMUS OFFICE OF RISK MANAGEMENT ***

In compliance with The Texas A&M University System (TAMUS) Office of Information Technology’s security initiatives, users will now be required to submit Special Events & Program Insurance requests via Single Sign On (SSO) and Origami. Please use the following link to access SSO and Origami. Use Ctrl+click to follow the link:

Instructions for navigating SSO and Origami

Once you are logged into Single Sign-On (SSO), you may encounter an error message stating, “Sorry. An error was encountered while processing your request.” Please continue with the process by pointing your mouse to the section “Click here to go safely home”. After you click on the link, you will be sent to the Texas A&M University System Origami page.

Process to obtain Special Event Insurance

The new online form should be found at the top of the Origami screen, under the Policies drop-down option. Point your mouse and hover over the area called Policies (located at the top of the page). You will be able to see a link titled Special Event Insurance Requests. Click on the link. Now, you will be able to start the process by clicking on the tab called, “New Special Event Insurance Request”. This will allow you to begin typing in your specific information for the insurance request application.

Once you are logged into Single Sign-On (SSO), you may encounter an error message stating, “Sorry. An error was encountered while processing your request.” Please continue with the process by pointing your mouse to the section “Click here to go safely home”. After you click on the link, you will be sent to the Texas A&M University System Origami page.

Process to obtain Special Event Insurance

The new online form should be found at the top of the Origami screen, under the Policies drop-down option. Point your mouse and hover over the area called Policies (located at the top of the page). You will be able to see a link titled "Special Event Insurance Requests". Click on the link. Now, you will be able to start the process by clicking on the tab called, “New Special Event Insurance Request”. This will allow you to begin typing in your specific information for the insurance request application.

Instructions for completing the new Special Event Application

The new online form will mirror, inflow, the previous physical form to which we have been accustomed. Required fields are marked with red asterisks. Specific Instructions on how to complete the application are shown below. Please remember to add as much detailed information as possible to ensure an efficient and streamlined experience.

** If a Certificate of Insurance (COI) is needed, please acknowledge the request by clicking the COI box located at the lower section of the form. Provide name, address, and all other pertinent information needed by the party requesting the COI. 

Instructions

The form will mirror, inflow, the physical form to which we've been accustomed. Required fields are marked with red asterisks (*). Most fields are required.

To submit New Special Event Insurance Requests, click that option in the top right of the page.

System Member Information:

The first panel is for self-identifying information. Please note that the department should be that which is hosting the event/program. Someone of one department may submit a request on behalf of another (e.g.: Risk Management submitting for a Program Director). This field should show the depa1tment under which that Program Director operates. In association with the same, the Event Coordinator would, in this example, be the Program Director. The employee search field is provided for this lookup. Simply click within the field, and start typing the employee's name; or, click the magnifying glass and use the search fields provided.

If the entry user maintains login credentials with Origami, the entry user field will not appear until the request is saved/submitted; you will not have to add yourself if you're a credentialed user. Anonymous users will be required to search themselves, for identifying purposes.

Event/Program Information:

Details of the event/program are required here. Estimated premiums are auto-generated based on the entered participant count, the total number of days, and the event type. The total number of days is auto-calculated based on the start and end dates. Rates applied to calculate premiums are based on existing rates (as shown on the physical form). The rate is based on whether the request is for a sports or non-sports event.

Event location information may be selected from the on-campus lookup if hosted at one of our listed locations or manually entered.

If COis are requested, entity users must indicate so and must provide the COI holders ' information.

If you have any questions regarding the process or need further assistance, you can contact Enterprise Risk Management at 361-593-4510 or 361-593-2237, or by visiting Lewis Hall rooms 154 - 158.