Rotary Oceania (the trading name for ROZops Limited) holds a master policy for liability insurances for Rotary in Oceania effective up to 31 December in each year.
With events, special risks include:
risk to property owners (such as Home Tours),
risk from participant events (such as cycle, car rallys, athletics trolley derbys, golf etc)
integrating insurance and risk management with contractors (such as Stallholders or display vendors or display contractors - esp fireworks) or, finally
risks where there are obligations to other parties as a result of requirements such as traffic management.
This list is not comprehensive but your event will be reviewed if you follow the processes set up by ROZops through ROZevents.
If special event Insurance is be required to cover risks that the master insurance policies do not cover following this process will result in a referral to our insurance team and the insurance will be organised by ROZevents Limited, a wholly owned subsidiary of Rozops Limited, as an Event Planner.
You are encouraged to use the ROZEvents Event Management Agreement (can be found in the Members Centre) as a preliminary checklist.
The ROZEvents Event Management Agreement will assist you working with your District Insurance Officer (DIO) or a member of the Zone (Region) Insurance and Protection NZ team to work out whether special Event Insurance is required.
Please start by filing a Helpdesk ticket.
Some quick guides notes:
Typical fund raisers (such as hospitality events or BBQs etc) are usually fully covered by the general liability policy. That policy is part of the master policy package that covers all Districts and Clubs. The premium for Master policies is paid by the Districts and the cover is therefore available without further payment by any Club organising an event.
Special event cover policies are provided through ROZevents providing advice through the ROZEvents Event Management Agreement process - see https://rotaryoceania.zone/documents
Examples of events that have special risks that may require extra cover are events that:
- require traffic management on public roads,
- crowd management,
- public use of equipment - such as demonstrations of bikes, cars , trucks etc
- use of private property or use of motor vehicles or plant and equipment
- public admission to staged performances such as music bands etc
- games, races, rallies, especially where there are spectators
- displays which involve risk to spectators from fireworks etc
- bring in third parties to provide any of the above.
By using the documents provided in the Members Centre, namely:
A - theROZEvents Event Management Agreement
B - the template RI Crisis Management plan
C - the template Health and Safety plan
D - any events specific agreements such as Participant terms, Stallholder agreements, special contractor agreements , and
filing a Helpdesk ticket
your insurance team can work with you to assess the risk and advise on issues such as whether any other insurance is needed or whether you need to rely on the insurance provided by others such as traffic managers or specialist event operators such as fireworks contractors.
How these risks are managed is through ensuring that for example traffic management contractors or display vendors confirm to you that they have, as part of providing their services, adequate insurance.
Finally, please see the posting on this forum relating to volunteers.
It is essential that you determine who is the officer responsible for Health and Safety and conversely who are volunteers.
Your insurance team will be brought in through a Helpdesk ticket and are there to help you through with risk management and insurance.