Guidelines for the Special Events Insurance Program

240EAST ONONDAGA STREETSYRACUSE,NY13202PHONE (315)474-1495FAX (315)474-6890 WWW.SYRDIO.ORG

To: All Parishes, Schools and Diocesan Locations

From: Bill Doran – Risk Management Department Date: March 3, 2015

Re:

Guidelines for the Special Events Insurance Program

Our Carrier for the Special Events Insurance Program is the Great Divide Insurance Company. The premium rate will continue to vary per event/day depending upon the number of participants and the Hazard Classification into which the event falls.

If you now allow others to use your facilities or if you foresee any such possible use, please complete and return the enclosed Special Events application per the instructions on it.

May I remind you to double check and be sure that all of the blanks on the application have been completed by the applicant (contact person/insured) has signed it and that the premium has been calculated correctly before you send the application and the premium check to the Risk Management Department. Please do not give out the application and rely on the applicant to handle it. It is your responsibility to facilitate this insurance.

The following documents are enclosed for your use: 1 – Guidelines for Special Events Insurance

2 – Special Events Insurance application 3 – Hazard Classifications for Special Events 4 – Special Events Exclusions under the policy and

5 – Insurance requirements for outside organizations choosing not to use the Special Events Insurance coverage provided by the Risk Management Department.

If you have any questions please contact Sue Wuerthner at 315-470-1495 or Bill Doran at 315-470-1494.

**Please be sure to distribute all of the enclosed information to the appropriate person(s) who handle Special Events applications at your parish, school or location. Thank you for supporting your Self-Insurance Program!

DIOCESE of SYRACUSE

Risk Management Department

315-470-1495

GUIDELINES FOR SPECIAL EVENTS INSURANCE COVERAGE

The term SPECIAL EVENTS INSURANCE has often created confusion at the parish/location level. Perhaps some clarification is in order.

Parish/location-sponsored activities and events do not require the purchase of Special Events Insurance. It is only for individuals or groups that use your premises for their own benefit. If a parish is having a bazaar or festival, etc., such events are automatically insured by the Diocesan Self-Insurance Program. The Special Events Insurance is not necessary even though, in most peoples’ minds, these are “special events”.

On the other hand, any individuals or groups wishing to use your premises are responsible for insuring their own parties (e.g. showers, wedding receptions) and activities (e.g. non- parish fund-raisers and meetings). The Diocese of Syracuse Self-Insurance Program protects only the interests of the parish/location and the Diocese. It is your obligation to make this known to any such persons and to see to it that adequate insurance coverage is in place before allowing them to use your premises. WHY…

Any individuals or groups who use your premises could be held accountable for their actions by an injured party and could be responsible for paying settlements arising out of accidents or injuries that occur. We have seen this happen all too often. Even if they are not responsible for the alleged act, they still may have to defend themselves in court. Defense costs can be very high at attorney fee rates of $200 – per hour. Also, most cases take a minimum of three to five years to clear through the court system.

There are two (2) ways for outsiders (including parishioners who use the parish building for a non-parish event) to insure their events/activities held on your premises:

(1) Secure Special Events Insurance through our office, or

(2) Use of the sponsor’s homeowner’s or their organization’s insurance by providing a Certificate of Insurance as outlined below.

If they want the Special Events Insurance, simply use one of our forms, follow the instructions on it and send it with the appropriate premium payment so that we receive it at least 48 hours ahead of the event. (Please see that the form is completed correctly and signed.) Remember: this insurance is in effect for this event only.

You must also be aware that our Special Events Insurance policy does not cover firework displays, carnival rides or stunt exhibitions. Please call the Diocese Risk Management Department if you have any questions.

As mentioned above, a possible alternative to taking our Special Events Insurance is coverage through the event sponsor’s Homeowner’s or Group policy. If this option is chosen, we must be provided with a Certificate of Insurance showing a minimum of $1 million General Liability coverage and naming the Parish/Location AND the Diocese of Syracuse as Additional Insured’s. Any such Certificate must be submitted to the Risk Management Office at least one week ahead of the event for final approval. If a Certificate does not meet our minimum requirements, it will be returned for correction. Failing compliance, Special Events coverage or denial of use of the facilities will be necessary. NOTE: It is imperative that Liquor Liability coverage is included in a Homeowner’s or Group policy if applicable.

IMPORTANT NOTE ABOUT LIQUOR LIABILITY…….

The New York State Liquor Liability (Dram Shop Law) places liability for drunken driving accidents on the party who “over serves” an individual, or on the party who allows drunken individuals to drive.

If your premises are used by individuals or groups that provide alcoholic beverages (including wine and beer), it is imperative that adequate Liquor Liability Coverage be in place and verified. In addition, the Parish/Location and the Diocese of Syracuse must be included as additional insureds. If private insurance is to be used, such coverage must be verified by an appropriate Certificate of Insurance as previously outlined. The Special Events Insurance handles this very nicely by providing $1 million coverage including Liquor Liability and the Additional Insured’s provision.

It should be noted that whether or not liquor is to be served at an event does not determine whether insurance is required. It must be in place in either case. Just because you are not the direct sponsor does not mean that your Parish/Location cannot be drawn into a lawsuit. The fact that the incident originated on your premises can draw you in and that is why it is so critical that the event’s sponsor be insured and that his/her insurance also protects your interest and that of the the Diocese.

A word about vendors: Some parishes have outside vendors at their festivals, etc. selling ice cream, popcorn, etc. Such vendors have their own insurance and should be able to provide you with an adequate certificate of insurance. If they cannot, they may wish to purchase our Special Events Insurance for each day they will be doing business on your premises.

We hope this information is helpful in clarifying this for you. Thank you for helping us protect our own interests and those of others on our premises!

ROMAN CATHOLIC DIOCESE OF SYRACUSE, NY SPECIAL EVENTS INSURANCE Please provide all information requested on this form

_________________________________ ________________________________________ Name of Parish or Institution Street Address City Zip Code

_______________________________________ ________________________________________________ Name of Sponsoring Organization Type of Special Event (example: Wedding, Meeting, Or Individual requesting coverage baby shower, etc.; Please specify)

*Named Insured

_______________________________________ ________________________________________________ Contact Person Street Address City Zip Code

Is alcohol being served? ____ ____ Is food being served? ____ ____ Yes No Yes No

Approximate Number of Participants _______________

………....

NOTIFICATION OF EVENT MUST REACH THE CHANCERY AT LEAST 48 HOURS IN ADVANCE OF THE EVENT. Special Events coverage through: Great Divide Insurance Company.

Cost of Coverage: $________per event/day Limits of General Liability Coverage $1,000,000 Liability Coverage

X___________________________________________ ________________________________________________ (Signed) (Contact Person) *Named Insured (see above) Additional Insured: Parish/Diocese (please fill in)

Date of Event: ________________________________ Time of Event: From _______ To _______

Email of Parish: ___________________________________

COMPLETE, SIGN AND RETURN THIS FORM AND PAYMENT TO:

Diocese of Syracuse * Risk Management * 240 E. Onondaga Street* Syracuse, NY 13202 315-470-1495

MAKE CHECKS PAYABLE TO: DIOCESE OF SYRACUSE

PLEASE RETURN THIS FORM TO THE CHANCERY; WHEN COVERAGE IS VERIFIED YOU WILL RECEIVE A COPY FOR YOUR RECORDS VIA EMAIL

TENANT USER LIABILITY INSURANCE PROGRAM

RATES BY HAZARD CLASS

The following rates are for limits of $1,000,000. each occurrence, and $1,000,000. policy aggregate:

Admissions or Attendance Hazard Group I Hazard Group II Hazard Group III 1 to 100 $110 $135. $205. 101 to 500 $130. $225. $355. 501 to 1,500 $185. $265. $465. 1,501 to 3,000 $240. $435. $725. 3,001 to 5,000 $355. $550. $890.

Over 5,000 Refer To Risk

Management

Hazard I – Low/Minimum

Antique shows Graduations Art festivals Harvest festivals

Art shows Holiday shows – Christmas tree lighting Auctions Home shows

Automobile Shows Housing shows

Award Presentations Instructional classes (Non Mechanical) Ballets Ladies club events

Banquets Lectures

Bazaars Parties <500 attendance Beauty Pageants Luncheons

Bingo/Casino Games Meetings (Indoors) Boat shows Mobile home shows Body building contests Operas

Business meetings Organized sight seeing tours Business shows Pageants

Charity Benefits, Auctions & Sales Plays Civic Clubs & Group Meetings Proms Concert – Indoor < 1500.

attendance RV Shows

Consumer shows Scouting Jamborees Conventions in buildings Seminars

Craft shows Social Receptions Dance shows/recitals Speaking engagements Debutante balls Symphony concerts Drill Team exhibitions Teleconferences Electronics conventions Telethons

Expositions Theatrical stage performances Fashion shows Trade shows in buildings Fishing shows Vacation shows Flower shows Voter registration Garden shows Wedding and receptions

Hazard II – Medium-Average Hazard Risks

Aerobics – Jazzercise Demonstrations Animal Acts/shows

Concerts - Outdoor ,1500 attendance Debuts

Evangelistic meetings Farmers markets Food Concessions

Instructional classes (mechanical) Job fairs

Livestock shows

Picnics without pools or lakes Political Rallies

Religious Assemblies Reunions

Rummage sales Sidewalk sales

Sporting events -Non-contact (bicycle rallies, golf, tennis racketball, handball, marathons, fun runs, 10k races, gymnastics competitions, ice skating shows, etc. ) Street Fairs

Swap meets

Trade Shows - Outdoors Parades, 500 Spectators

Hazard III – Moderate Hazard/Increased Exposure

Casino and Lounge Shows

Concerts - 1500 attendance to 5,000 Heads of State Events

Picnics with pools/lakes -excluding swimming Driving Lessons

Recreational Events - Fishing contests, corporate challenges. Scavenger hunts

Soap box derbies

Sporting Events - contact - baseball, softball, basketball Union Meetings.

Tenant User Liability Insurance Program

Exclusion – All hazards in connection with Designated Operations for premises

This insurance does not apply to “bodily injury” or “property damage” arising out of any operations connected with the following operations or premises, unless separately and specifically endorsed hereon:

Description of Operations or Premises

1 – Circus and Carnivals

2 – Mechanical Amusement Devices 3 – Motorized Sporting Events 4 – Tractor/Truck Pulls

5 – Boxing, Wrestling, Hockey and Contact Karate Events 6 – Rodeos and Roping Events (including practices) 7 – Aircraft and Balloon Events

8 – Professional Sporting Activities 9 – Pyrotechnical Uses

10 – Concert Promoters Liability 11 – Veterinary Legal Liability 12 – Abuse or Molestation 13 – Fungi or Bacterial 14 – Stunt Activities

DIOCESE of SYRACUSE

Ris k Ma n a gem en t Dep a r t m en t

240 East Onondaga Street

Syracuse, New York 13202

Telephone (315) 470-1495

INSURANCE REQUIREMENTS FOR THE USE OF

DIOCESAN/PARISH PREMISES BY AN OUTSIDE ORGANIZATION

OR INDIVIDUAL

Prior to using your premises, the involved organization or individual must first provide you with a current Certificate of Insurance that complies with the following requirements:

General Liability $1,000,000

(Bodily Injury and Property Damage - Occurrence Basis Only)

Fire Damage 50,000

Medical Payments 5,000

Auto Liability – if applicable 1,000,000

Professional Liability – if applicable 1,000,000

Workers Compensation and Employers Liability 100,000

Notation of Liquor being served. If it is served, there must be coverage included for it. The Special Events insurance includes this coverage.

Special Considerations

1. Both your location and the Roman Catholic Diocese of Syracuse must be designated as Certificate Holders.

2. Both your location and the Roman Catholic Diocese of Syracuse must also be designated as Additional Insured’s in respect to the involved event. (General Liability and

Professional Liability only).

3. The Certificate must specifically site the nature and purpose for which your facilities will be used.

4. A copy of the Certificate should be submitted to the Risk Management Department for approval at least seven (7) days prior to the involved event. This is very important because 80% of the Certificates we receive are initially not in compliance with our requirements. Our fax number is 315-474-6890.