From: schuldy@progress.COM (Mark Schuldenfrei)
Subject: Re: Insurance
Organization: Progress Software Corp.
Date: Thu, 23 Jul 1992 14:24:08 GMT

Here is some basic information on how SCA insurance works. The first
two paragraphs is from me, and therefore has no official standing
whatsoever.  The second is a copy of a handout available from the
Steward, which I am typing in without permission.  My Lord, what
you want is a copy of our Letter of Insurance.  While I have a copy
here, I choose not to type it in.  It is a document with some legal
standing, and you should have an original on letterhead, which you can
get by writing or call the Insurance Coordinator.  The phone number to
call is: +1 402 477 7703.  Your Kingdom Seneschal, and perhaps your
branch Seneschal may have a copy too (they should, but paper get's
lost).

We always have insurance, if the event is an official Society
event.  One can provide proof of that insurance by getting a
standard letter of insurance, describing the companies, the
contact information for those companies, the basic types of
things each company insures, and the amounts.  This may
change each year, as we change insurers, so up to date letters
are a legal must.  Don't make a mistake here!  Get a new letter
for every event site that requires it (and don't bother if they
don't ask, no need to borrow trouble).

If the site requires a Certificate of Insurance, that is a formal
letter from the insurance company naming the site formally as
an insured party for a particular event.  That costs money, and
provides little additional protection.  It also drags the insurance
company into the situation, which can mean additional delays.
Since this gains the SCA nothing, the autocrat a headache, and the
site no additional coverage, it should be avoided unless the site
brings up the issue. I don't know who mandates the fees described
below, but I suspect at least a good portion of them come from
the Insurance Companies and our broker.

------- Information sheet I got from the Steward ---------------
INSURANCE AND THE AUTOCRAT                        EFFECTIVE April 28, 1992/xxvi

1. DO I HAVE TO DO ANYTHING TO GET LIABILITY COVERAGE FOR MY BRANCH's EVENT?
  No. Our coverage applies equally to all SCA-sponsored activities, and
you don't have to do anything unless the site-owner requests proof of
insurance, and refuses to accept the Society's letter describing the
policies.  EXCEPTION: If it's an open equestrian event, you must notify
the Insurance Coordinator so she can activate the policy! (There is now
a $40 dollar charge for paperwork on the equestrian policy, which includes
simple activation and/or a certificate if needed.)

2. SHOULD I OFFER TO HAVE THE SITE-OWNER NAMED AS ADDITIONAL INSURED?
  No. Owners of sites are protected automatically. Adding them to the
polciy just makes it a bit easier for them to file claims. If you make
the offer, they're likely to accept even if they hadn't meant to ask -
why spend the money if you don't need to?

3. SO WHAT SHOULD I SAY ABOUT INSURANCE?
  As little as possible. Be cheeful and cooperative, but don't rush to
cause yourself and the SCA extra trouble and expense. If you're asked
if we've got coverage, say "yes". If it has to be at least a million
dollars, smile and say "that's fine". (We've got five.) If the owners
want details, show the Steward's letter. (Available from you branch or
Kingdom Seneschal.) If they want something from the broker, ask if a
"proof of coverage" will do. A Certificate of Insurance nameing them as
additional usnured _can_ be issued, but wait for them to request it.

4. HOW DO I AVOID LAST-MINUTE PANIC OVER INSURANCE?
  When you reserve a site, ask about all the details you'll need to know
even if insurance isn't a factor: How and when you get the keys, if any;
how and when you pay the fee; whether there's extra time for set-up and
clean-up. Read the contract if there is one. If insurance hasn't come
up, say something like, "So that's everything we need to do..." or "Is
there anything else you need from us?"
  Most of the time, that will bring out insurance questions if they exist.
  If you need a certificate, it's best to request it at the same time
you send your flier to your kingdom newsletter - you'll get it easily
if you order it then.

5. HOW LONG DOES IT TAKE TO GET A CERTIFICATE?
  How long have you got? Allow at least a month if you don't want to worry
about it. In a screaming emergency, we can probably do it in a week -
but this will take some phoning back and forth plus overnight mail charges
to get the cert to the site-owner. You'll have to pay at least $10 extra
for the service, and you will owe whatever costs are due, _even_if_the_
_cert_doesn't_reach_the_site-owner_in_time_.

6. HOW DO I ORDER A CERTIFICATE?
  If the event lasts 72 hours or less (i.e. Friday noon through Monday
noon), it costs $40 to add an additional insured to the policy. Longer
events cost $200. If there's no additional insured, there's no charge
for the certificate. Make your check (if any) out to the SCA, Inc., and
send it to the Insurance Coordinator with the following information:
  a. The name and address of the site-owner, plus the name and phone
     number of the person you're dealing with. The cert goes directly to
     the owner, and the name keeps it from getting lost in his bureacracy.
  b. The exact wording the site-owner requests for the additional
     insured.  If there's no additional insured, state that all you need
     is proof of coverage.
  c. The name and address of the site, and the dates and times to be
     included. Be as specific as you can in identifying the hall or set
     of fields you'll be using. You can put up to 72 hours on a $40 cert,
     even if it's spread over several weeks - as for a fighter practice.
  d. Your name and address, so the Insurance Coordinator can acknowledge
     your order. Also include your phone number, in case there are
     questions to be resolved. _If_you're_in_an_incipient_branch,_get_
     _your_sponsor's_Seneschal_to_request_the_certificate_.

7. SUPPOSE THE SITE-OWNERS WANT THEIR OWN SPECIAL FORM FILLED OUT BY THE BROKER?
  Try to talk them out of it.  The insurance company prefers to stick
to the industry-standard ACORD form. They review all special forms
individually, and often refuse to sign off on them. If the site-owners
insist on their own form, send it to the Insurance Coordinator in plenty
of time. . . and start looking for an alternate site.

8. I'VE GOT MORE QUESTIONS - WHO DO I ASK?
  Try your Kingdom Seneschal first, then call on the Insurance Coordinator.
If you can't reach either of them, the Steward or the Registrar may be
able to help.  Please do NOT try to get in touch with the broker, as he
prefers to work with a limited number of SCA representatives.
--
Mark Schuldenfrei (schuldy@progress.com)
Newsgroups: rec.org.sca