[Rotary] Fwd: Managing Risk Associated With Rotary Club Activities - U.S. Rotary Club & District Liability Insurance Program

[J Gary Hopper]

---------- Forwarded message ---------
From: Rotary International Risk Management <insurance at rotary.org>
Date: Mon, Mar 24, 2025 at 2:02 PM
Subject: Managing Risk Associated With Rotary Club Activities - U.S. Rotary
Club & District Liability Insurance Program
To: <jghopper at gmail.com>


[image: Rotary.org]
<https://msgfocus.rotary.org/c/12wMUuRwCcAhmAaJO440GoMOdNIcva>
Risk Management

Dear Rotary and Rotaract Club Officers and Officers-Elect:

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
   <https://msgfocus.rotary.org/c/12wMUvlbcgsYKWUmfyRGLyLPEC10i3>*.
   - 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
<https://msgfocus.rotary.org/c/12wMUvOPMklG9jDYH3FmQIKR5qjO4W>

Username: rotary at 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

rotary at hylant.com


Thank you for your attention to these key details. We all want your club’s
events to be safe and enjoyable!


Regards,

Risk Management Team

Julita Brzozowska
Risk Manager  Carol Dietz
Senior Specialist
  Ann Berdahl
Claims & Insurance Manager

1-847-424-5394 1-847-424-5245 1-847-866-3125
insurance at rotary.org *insurance at rotary.org <insurance at rotary.org>*
claims at rotary.org
One Rotary Center
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-- 
        GO A's
Gary "Hoop" Hopper
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