The U.S. Rotary Club & District Liability Insurance Program provides all U.S. Rotary and Rotaract clubs and districts with general liability and directors & officers/employment practices liability insurance coverage.

The Rotary Risk Management team would like to inform you that effective today, 1 January 2024, the insurance broker of the U.S. Rotary Club & District Liability Insurance Program ("U.S. Club Program") is now the Hylant Group.

Click HERE and view a short video about the Hylant Group and instructions on how to navigate the new portal ("U.S. Rotary Insurance Portal").

"How does this impact me and my club?"

The U.S. Club Program continues to provide commercial general liability insurance and directors & officers/employment practices liability insurance to U.S. Rotary clubs and districts and Rotaract clubs.

The Hylant Group has created the U.S. Rotary Insurance Portal and designated Client Service Specialists who will assist with inquiries pertaining to the U.S. Club Program.

Please see the U.S. Rotary Insurance Portal, where you can fill out a certificate of insurance and review documents, forms, and other materials:

U.S. Rotary Insurance Portal: rotary.hylant.com
Username: [email protected]
Password: Rotary1905
Email: [email protected]
Phone: (419) 259-2710

Click here to view a short video with instructions how to navigate the new portal.

The Hylant Group's Client Service Specialists are available to assist you and your club Monday-Friday and here are their business hours by time zone:

Eastern: 8:30 AM-4:30 PM
Central: 7:30 AM-3:30 PM
Mountain: 6:30 AM-2:30 PM
Pacific: 5:30 AM-1:30 PM

This website is only for U.S. Rotary and Rotaract club and district use. Please feel free to share the credentials with others in your club or district, but don't post them anywhere, as this is the exclusive source for all of the Program's documents, forms, and other materials.

Canadian Club and District Events

2024-25 Insurance Provider for D5080 Candian Rotary Clubs

The Wilson M Beck Rotary Insurance Team
[email protected]
Office: (236) 425-1770

www.wmbeck.com

574 Lorne Street, Kamloops, BC

V2C 1W3

LIST OF EVENTS COVERED/NOT COVERED

ROTARY EVENTS AUTOMATICALLY COVERED at no additional premium

Weekly Meetings: Breakfasts, Lunches, Dinners

Annual Conferences

Leadership Training Sessions

Firesides (Where Rotarians attend other Rotarians with food and drink where they welcome new Rotarians and talk about Rotary)

Dinners with dancing, auctions, including themed dinners such as Oktoberfest, Crabfest, Bollywood, etc. with some liquor served. Revenue from alcohol is under 30% of the event.

Volunteering at local events planned by others, parades, beer gardens, fall fairs, craft fairs, music festivals, etc.

Volunteering at various programs, Pit Stop (feeding the homeless), Strong Start (feeding school kids), etc.

- Craft Fairs, Bake Sales, Book Sales, Salmon or chocolate sales for fundraising.

Beer, Whiskey or Wine Tastings with the following stipulations:

- Alcohol is served by brewery/winery

- Limit the number drink and serving size per person

Landscaping/Maintenance Projects, small construction projects, sheds, fences, park walkways, roadside clean up

Food drives, book drives, duck races

Safe Ride Home Programs

Terry Fox Fundraising runs – to get a certificate of insurance from Terry Fox Organization

Operation Red Nose – to follow all criteria provided by Operation Red Nose

Family walks, runs, or bike rides. No races or timed events

Non-Competitive and low risk “Sports”: Golf Tournaments, Bonspiels, Fishing Derbies, 2 legged races, a game of soccer or baseball at a picnic.

Duck Races, Small Music Festivals: i.e. Music in the parks, piano or amateur concerts in churches, town halls, guest speaker events etc. under 5000 people.

Lotteries/Raffles/Shredding events: Booths set up in malls, farmers markets, parking lots, etc.

 ROTARY EVENTS NOT AUTOMATICALLY COVERED - May require additional premium or separate policy

International Projects

Public Events fully planned and organized by Rotary:

- Canada Day Events

- Parades

- Fall Fairs

- Car Shows

- Ribfests

Competitive Sporting events:

- Marathons

- Bike Races

- Hockey tournaments

- Multi-day Festivals with Beer Gardens and attendance over 1000 people

- Rodeos

 Events with:

- Bouncy Castles, unless Club and District are added to the rental company policy

- Fireworks/Pyrotechnics, unless club and district are added to fireworks display company insurance policy.

- Watercrafts over a certain size

 ROTARY EVENTS NOT COVERED- Will require a separate policy

- Air Shows/Aerial Attractions

- Events with Amusement Rides

- Construction or Repair of Playground Equipment by Rotarians (NEW) o It is understood that Rotarians raise funds for playground equipment, but the installation and maintenance is undertaken by the community of school they are donated to.

- Bartending Service (where Rotarians are accepting income for bartending at non-rotary events)

SUBMIT FILLABLE CERTIFICATE REQUEST FORM TO [email protected]

 Rotary International Risk Management would like to highlight the following items with regard to US Insurance Coverage:

Liquor Liability: The 2022-23 general liability insurance policy provides liquor liability coverage for bodily injury or property damage to a third party arising out of the selling or serving alcoholic beverages. If a liquor license is required, your club must obtain the license before your event in order to maintain liquor liability coverage. Apply early with your local government, as this allows time for review, as well as the possibility that your application could require revision. Please see Loss Prevention Strategies on the Program website for further information.

Waivers and Releases: When registering participants or volunteers for events such as car shows, parades, and 5K runs (et cetera), request that they sign a waiver and release agreement, commonly referred to as a waiver. Participation should be contingent upon signing your waiver, as this helps protect your club if a participant or volunteer is injured or their personal property is damaged. Your waiver should inform participants and volunteers of the risks associated with your event, and should release from liability your club, your foundation, and any other party involved in organizing it. A legal professional in your club or in your community should be able to assist with drafting your waiver. Please see Loss Prevention Strategies on the Program website for further information.

Severe Weather: The increasing prevalence of severe weather also increases the potential for bodily injury or property damage at events. Clubs often use tents for protection against inclement weather or for vendor stalls. Strong winds are capable of lifting tents or bounce houses if they are not correctly installed. In setting up tents or bounce houses, ensure that the structure is anchored to the ground and secured with heavy weights or sandbags. Also consider renting tents or bounce houses from reputable vendors that will safely install and remove the structure. Please see Loss Prevention Strategies on the Program website for further information.

Volunteers: Many clubs rely on volunteers when hosting large events. If your event utilizes volunteers, ensure that your club is properly training them and providing appropriate equipment and personal protective gear. Volunteers are expected to carry their own health insurance, as the Program does not provide accident coverage for volunteers or members injured while working on behalf of the club. Accident coverage may be purchased to cover injuries to volunteers or members, and a licensed insurance professional should be able to assist your club. Please see Loss Prevention Strategies on the Program website for further information.

Auto Survey: Risk Management is assessing the Program's exposure to auto liability and is planning to conduct a survey to determine how members use vehicles for club business. The survey will be emailed to you in September, and we would appreciate your response.

Fireworks or Pyrotechnics Displays: If your club hires a pyrotechnics vendor for a fireworks display, your club must purchase a primary general liability insurance policy with coverage limits of $5,000,000 for the fireworks display. Your club can purchase primary and excess general liability insurance policies in order to reach $5M limits (e.g., $3M primary, $2M excess).

A licensed insurance professional should be able to assist your club in purchasing general liability insurance with $5M limits.

Additionally, the pyrotechnics vendor is required to have general liability insurance with $5M limits, or the limits required by the municipality or venue, whichever is more.

The Program's general liability insurance will be excess of your club's general liability insurance in case of a catastrophic loss.

Additional Considerations:

• Before your club signs the pyrotechnics vendor's contract, it should be reviewed by an attorney, and your club should understand the allocation of responsibilities between your club and the pyrotechnics vendor. Further, do not agree to indemnify the pyrotechnics vendor for risks beyond your club's control.
• Insurance requirements in the pyrotechnics vendor's contract should include language that requires them to name your club as an additional insured on a primary and noncontributory basis and provide a certificate of insurance.

Risk Management must confirm that your club has purchased general liability insurance with $5M limits, so please send us your certificate of insurance a minimum of one week in advance of the fireworks display: [email protected]. Send us the pyrotechnics vendor's certificate of insurance as well. If there is a claim, this information will help us respond as quickly as possible.

Purchasing general liability insurance with $5M limits is not required of your club in the following instances:

• If your club contributes funds to a fireworks display but does not sign the pyrotechnics vendor's contract.
• If your club sells pre-wrapped fireworks but is not involved in detonating them.

If the municipality instead signs the pyrotechnics vendor's contract, but your club remains responsible for other parts of the event, ask if the municipality could include language that requires the pyrotechnics vendor to name your club as an additional insured and provide a certificate of insurance.