As summer approaches and your club is planning exciting Rotary events, we wanted to share valuable event planning information. The U.S. Rotary Club & District Liability Insurance Program (U.S. Club Program) provides all U.S. Rotary clubs, districts, and Rotaract clubs with commercial general liability insurance and directors & officers/employment practices liability insurance, subject to policy terms and conditions.
Please share this information with your Event Chairs and Event Planning Committees.
Contracts may not be the first thing you think of when planning an event, but written agreements are an important part of event planning.
See the Insurance Portal for more information including:
- Contract Best Practices - Loss Prevention Strategies - such as reviewing all contracts before signing, negotiating unfavorable terms, and more best practices.
- Indemnification – how to protect your club and members.
- Insurance Requirements – what insurance should a vendor carry and what to look for in an insurance provision.
- How to issue a Certificate of Insurance video.
- Watch for the new video "How Agreements Make Events Shine” to be posted soon on the Insurance Portal.
Volunteers:
- Provide training for volunteers and verify that volunteers understand their roles.
- Ensure volunteers have appropriate equipment (e.g., reflective vests for roadside cleanups).
- See Loss Prevention Strategies on the Insurance Portal for more resources.
- Advise volunteers and members they should carry their own health insurance. The U.S. Club Program does not provide accident insurance for members and volunteers who are injured while working on behalf of your club.
- Consult with a licensed insurance professional if your club would like to purchase accident insurance for your event.
Waiver and Release Agreement:
- Require when participants and volunteers are actively involved in the event (e.g., walk, run, road clean-up). This helps protect your club in case of injury or property damage. The waiver should inform participants and volunteers of the risks associated with the event and release your club, foundation, and any other organizing parties from liability.
- A legal professional can assist with drafting your waiver.
- A sample waiver is available on the Insurance Portal. Refer to Loss Prevention Strategies.
Liquor Liability:
- The U.S. Club Program provides liquor liability insurance, however,
- If a liquor license is required, your club must have that license in place before your event.
- Apply early to allow time for review and any necessary revisions – especially those clubs in Iowa.
For more information and additional recommendations, please visit the Loss Prevention Strategies section on the Insurance Portal.
- Insurance Portal address: rotary.hylant.com
- Username: rotary@hylant.com
- Password: Rotary1905
The U.S. Rotary Insurance Portal is only for U.S. Rotary club and district and Rotaract club use. Please feel free to share the website, username, and password with others in your club or district, but please do not post them anywhere, as this is the exclusive source for all U.S. Club Program documents, forms, and other materials.
To reach Hylant with questions or to obtain an Additional Insured Endorsement: 1-419-259-2710 or rotary@hylant.com