Venues and Vendors

Documentation Required for Venue Rental

If your student organization is not incorporated with the IRS and is seeking to use an off-campus space, the following must be provided prior to event.

  • Yale Standard Event Agreement. Should include venue details, event details, and pricing. Must be signed by authorized representative from venue before it is sent to Procurement. See template contracts above for initial draft. Send to student.organizations@yale.edu to start the process for obtaining Yale’s signature. Must be completed at least one month before event. Include the below items along with the signed event agreement when emailing student.organizations@yale.edu:
    • Insurance Certificate. Check with Ask Finance at askfinance@yale.edu to see if current certificate is on file. If no certificate is on file or filed certificate is expired, request from venue and provide to Ask Finance to askfinance@yale.edu. For more on insurance required by vendor, see below.
    • Certificate of Occupancy. Number of event attendees cannot exceed number on certificate of occupancy. Check with Ask Finance at askfinance@yale.edu to see if current certificate is on file. If no certificate is on file or filed certificate is expired, request from venue and provide to Ask Finance at askfinance@yale.edu . For more on insurance required by vendor, see below.

    • Copy of Liquor License. Check with Ask Finance at askfinance@yale.edu to see if current certificate is on file. If no certificate is on file or filed certificate is expired, request from venue and provide to Ask Finance at askfinance@yale.edu. For more on insurance required by vendor, see below.

    • Fire Inspection Certificate. Check with Ask Finance at askfinance@yale.edu to see if current certificate is on file. If no certificate is on file or filed certificate is expired, request from venue and provide to provide to Ask Finance at askfinance@yale.edu. For more on insurance required by vendor, see below.

Insurance Required of Vendors

All vendors hired by registered organizations (such as performers, caterers, and equipment rental companies) must provide proof of $2 million in liability insurance prior to performing any work or providing any service. Yale University must be named as an additional insured.

The Office of Enterprise Risk Management can recommend a method of obtaining the proper insurance if an outside vendor does not carry it. Please reach out to student.organizations@yale.edu or Risk Management at risk.management@yale.edu  for more information.