Building Use Agreements

Building Use Agreements

• Building Use Agreements are contracts between The Department and an outside group that wants to use our space for their event.
  • This includes outside companies, theatrical troupes, summer camps, etc. that want to use Winship for their event.
  • The contract requires that the licensee be insured to cover property damages and personal injury. Here is an excerpt from the contract:

Insurance: Contractor shall provide policy and proof of comprehensive general liability and property damage insurance by a provider licensed to do business in the State of Texas naming the Board of Regents, the UT System, the component institution, and the officers and employees of each as additional insureds, providing coverage for bodily injury and death of persons and damage to property that result directly or indirectly from the negligent or intentional act of omission of, or from the use or condition of any property, equipment, machinery, or vehicle used, operated, or controlled by Licensee on the premises of UT System or a component institution or relating to Contractor's activities under this Agreement. The limits of coverage shall be determined by the chief administrative officer or his or her delegate on the basis of the nature and extent of the activities to be conducted by the Contractor and the property, buildings, or facilities to be utilized. In no event shall the limits of liability for each occurrence be less than (one million dollars) $1,000,000.00 for bodily injury or death of a person and five hundred thousand dollars $500,000.00 (five hundred thousand dollars) for property damage and $1,000,000.00 (one million dollars) per occurrence.

1. The outside party must submit written information regarding the nature and scope of the project so that we can determine if this is a situation where the department is justified in allowing the outside group to use the Winship Drama Building and/or Laboratory Theatre Building.
2. The requesting party should gather the required proof of insurance and work with the Assistant Operations Manager to prepare the standard contract that has been approved by UT Contracts Office. 
   1. We discourage any changes to the standard contract because they would have to be approved by the Contracts Office and may delay the processing of the request.
3. After compiling the necessary documentation, the department's Assistant Operations Manager will work with the Dean's Office of the College of Fine Arts and the University Contracts Office to submit all the necessary information and paperwork to the appropriate university personnel. 
4. Upon completion of the above steps, the Dean's Office will call together the parties to the contract for signatures (the head of the department and a representative of the organization desiring contract).
5. Generally speaking, you should allow 7-8 weeks in advance of your event to process your building use agreement.

If you have further questions about the process, then please contact TADFacilities@utexas.edu. If the outside party is unable to meet the insurance requirements above, then it may be possible for them to purchase university coverage through the "TULIP" program. If this is the case, then additional processing time will be required and you should work with the Assistant Operations Manager up to 3 months (12 weeks) in advance of your event.

TULIP program information: https://afm.utexas.edu/hbp/part-19/1-11-tenant-and-users-liability-insurance-policy-tulip-program;