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City Insurance Requirements

In Waldport a 'Special Event' per WMC 12.32.010 is defines as "any event or activity not organized by the City of Waldport that occurs upon private or public property and that will affect the ordinary use of City property, public streets, rights-of-way or sidewalks, or that will require the use of City services such as closure of a street or park, provision of traffic control, or other services."

All special events must provide insurance and indemnify the city. Working with our insurance providers, the city has established the criteria for insurance for usage of city facilities and events held within the city.

Insurance requirements: ALL EVENTS AND USERS OF CITY PROPERTY are required to have insurance. While many entities may have their own coverage, coverage can also be purchased through the list of vendors supplied below. Regardless of the source, any event or usage of city property MUST provide a coverage certificate which:

1) The Organizer must submit all of the required permits to the City 45 days prior to the event (WMC 12.32.020(a)) and must submit an original copy of the Certificate of Liability Insurance to the City no later than fourteen(14) days prior to the event (WMC 12.32.040(A)(1)). 

2) The default requirement provides $2 million per occurrence and $3 million aggregate general liability coverage and $10,000 Medical Payments coverage. Unless specifically excepted below, this is the coverage that must be provided. If you are hosting an event and you have a third party vendor providing services they MAY have to get their own coverage as well. Please check with your insurance provider to ensure their coverage of those parties, as this may be grounds for cancellation if not provided. *Oregon Liquor Control Commission Permit (When an event includes the sale/service of alcohol, liquor liability coverage in the amount of $2,000,000 per occurrence is also required.)

All outdoor events: The default coverage is required. The exception is the Wednesday Market. Market vendors must must provide a reduced insurance certificate with $1 million per occurrence and $2 million aggregate with a $5,000 in medical coverage. 

Indoor events at a city facility: 

  • Events which are simply meetings of  individuals with NO electrical connections, microphones, or food and with no specific vigorous physical activity may simply provide a signed indemnity statement. (examples of this are group meetings, card games, book clubs, Thi Chi etc)
  • Events which include any electrical connection (presentation, microphone, etc) or food must provide a reduced insurance certificate with $1 million per occurrence and $2 million aggregate with a $5,000 in medical coverage.  
  • Scheduled activities which entail a political event, activist event, protest, rally or march must meet the default coverage above, no exceptions. 

3) Name the "City of Waldport, its officers, agents and employees" as additional insured. PO Box 1120, Waldport OR 97394 for all dates listed. 

4) Sign and provide a copy of the Indemnity document included at this link. Falsely signing this statement without the authority to do so may result in civil or criminal prosecution. Please ensure you have the authority to sign this statement and assume this risk and liability (WMC 12.32.040(A)(4)). 

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The City will confirm coverage for the stated activities with your carrier. Please ensure that the certificate is provided with enough time and that your covering agent is responsive. Failure in our ability to confirm the event will result in cancellation of the allowance to use the facility. 

The City of Waldport often utilizes a special event insurance provider that may be able to provide the coverage you need for your small-scale event. https://www.theeventhelper.com/  for small scale events that is specifically designed for rental of City facilities and parks. You can complete the application and pay on-line. A certificate of insurance will be emailed to you that you can provide to the City prior to your event. You can also consult with your insurance agent about alternate coverage options under an existing homeowner’s or business insurance policy.

Other resources for Event Insurance are:

Artist and Crafter’s Insurance (actinsurance.com)
Food Liability Insurance (fliprogram.com)
Small Business Insurance (nextinsurance.com)
Event Insurance - Instant Online Quote  (eventsured.com)
Event Insurance - $50 Start - Event Insurance Gold Standard by RVNA (specialeventinsurance.com)
Private Event Insurance | Insurance for Parties, Weddings, and More (privateeventinsurance.com)
Event Insurance - Special Event Insurance - Event Liability Insurance (eventinsurancenow.com)
Wedding & Special Event Insurance | Progressive (progressive.com)
What is Special Event Insurance? (tivly.com)

Frequently Asked Questions:

What if I am holding an event on private property, but it may impact parking? 
You will need to provide the indemnity certificate above and fill out an event permit. 

What if my event is in two weeks? 
While the city may be able to review the permit and insurance quickly enough there is no guarantee. Certain things like alcohol service require council action. The city may not be able to accomodate the event.