Special Events Program Updated 07.01.2025

Events occurring 07/01/2025 and later ONLY

Contact riskmanagement@archbalt.org if you have any questions.

Overview

Periodically a location is approached by an individual or a non-parish sponsored group seeking use of their facilities for a “special event”.   This webpage is for events that occur 7/1/2025 and after.  Below you will find guidance and NEW Use Agreements for either an Individual or Organization (Commercial/Non-Profit entity) requesting use of your space.  See full memo of changes here.

NEW Use Agreement

There are now separate new approved agreements for individuals and organizations.  The new agreements are a condition of coverage, meaning they must be executed by both the lessor and the lessee and filed with the parish records. (Updated for events occurring 07/01/2025 and later).  Failure to have on file the executed agreement will result in the loss of insurance coverage under this program.

• Third Party Facility Use Agreement – Individual
• Third Party Facility Use Agreement – Organization

Reporting Events to Risk Management

All events MUST be reported to Risk Management.  To report events, please complete the online reporting form prior to the date of the event.  If an event that you have reported is canceled, please send an email to riskmanagement@archbalt.org so that we may update our records.  Failure to report the event as noted above prior to the event will result in the loss of insurance coverage under this program.

• Event Reporting Form

 

Covered Events

ALL COVERED EVENTS are limited to 500 max. participants.

• Banquet (a large meal honoring someone or something)
• Celebration (special social event marking an important event or occasion)
• Conference (formal meeting at which there are groups of talks on a particular subject)
• Dinner (formal dinner)
• Fundraiser (an event held to generate financial support for a charity or special cause)
• Gala (a glamorous social event often times with dancing)
• Indoor Stage Performance (play, concert, or other form of entertainment taking place on an indoor stage)
• Luncheon (formal lunch)
• Meeting (assembly of members of the same groups or society)
• Party (informal social gathering)
• Reception (a formal social occasion held to welcome someone)
• Seminar (meeting for training)
• Workshop (meeting for discussion about a particular subject)

 

INSURANCE REQUIREMENTS FOR INDIVIDUALS

Evidence of insurance is ONLY required if the event is not a covered use type (listed above) or involves over 500 participants.

For those individuals requiring evidence of insurance, they should either contact their insurance agent or locate coverage online by purchasing the required insurance through a carrier that sells special event coverage.

The required insurance is general liability insurance with a limit of not less than $1,000,000.  In addition, the certificate of insurance must name the parish/school and the Roman Catholic Archbishop of Baltimore, a corporation sole, as additional insureds on a primary non-contributory basis and waive their rights of subrogation.

INSURANCE REQUIREMENTS FOR ORGANIZATIONS

An organization (Commercial/Non-Profit entity) must always submit evidence of the required insurance.  As it is a requirement of the contract, if the organization does not provide evidence of insurance, they are not permitted to use your facility.

The required insurance is general liability insurance with a limit of not less than $1,000,000.  In addition, individuals and organizations must name the parish/school and the Roman Catholic Archbishop of Baltimore, a corporation sole, as additional insureds on a primary non-contributory basis and waive their rights of subrogation.

EVENTS WITH VENDORS (Individuals and Organizations)

If the lessee is planning to hire outside vendors such as, but not limited to, Caterer, DJ, Band, Photographers and/or Table/Outdoor Games, it is required that the lessee obtain evidence of insurance for the event from the vendor.  The Vendor proof of insurance is to be attached to the Use Agreement and filed with the parish/school.  ALL outside vendors are to be disclosed to the lessor and must comply with the insurance requirement.   Additionally, a caterer must provide evidence of the required insurance if serving alcohol.

If you have any questions, please contact RiskManagement@ArchBalt.org.