Regional Chapter Insurance
Special Event Insurance-
Regional chapters automatically participate in the ACSM-sponsored liability program which protects the chapters should circumstances cause the delay or cancellation of a chapter meeting as well as claims to the organization for events that occur during the meeting. While the majority of your chapter meeting will be covered under this policy, some events that are deemed “not part of the normal business purpose/operation of the chapter meetings” may require additional insurance. For example, fun runs, yoga classes, exercise classes, or organized athletic events at your meeting may require additional underwriting. If you plan to hold one of these events at an upcoming meeting, please contact Heather Turner. ACSM will work with our insurance agent to arrange coverage. If you are in doubt as to whether an event would qualify for additional coverage, please check with ACSM prior to proceeding.
Meeting Cancellation Insurance-
Meeting revenue is a significant amount of total revenue for most regional chapters. Cancelling a meeting can have significant financial ramifications. Unfortunately, it does occur. Here are some things to keep in mind regarding potential meeting cancellations.
1. ACSM carries a meeting cancellation insurance policy for meetings with revenue up to $100,000. If your Board is considering cancelling a meeting for any reason (e.g. inclement weather, civil unrest, etc.), contact ACSM National immediately. ACSM must contact the insurance company to notify them of potential claims. If at all possible, this notification should be done prior to formal meeting cancellation. ACSM will work with you to provide attendee notification information that satisfies the insurance company’s requirements for financial reimbursement.
2. Once your Board begins considering cancellation, start collecting relevant documentation immediately. Documentation includes items such as notices of issued weather travel warnings, governmental warnings, news articles related to the cause of cancellation, etc. This documentation, along with relevant budget documents, vendor/hotel contracts and cash receipts information will be used when filing a claim with the insurance company. ACSM National would assist with the claims process.
3. Minimize financial risk from cancellation in advance by ensuring that all hotel, convention center and vendor contracts include a “Force Majeure” clause. A sample clause would read- “If the Contract becomes impossible to perform by either party due to acts of God, war, government regulations, disaster, strikes, civil disorder, curtailment of transportation facilities (which prohibit 25% or more of the meeting delegates from attending your conference), or other emergencies making it illegal or impossible to provide the facilities or to hold the program, this Contract may be terminated for any one or more of such reasons by written notice from one party to the other provided that the reason for said termination is in effect in Orange County, California or the immediate surrounding area and is in effect within 30 days prior to the arrival of the first members of the group.”
4. Remember that the ACSM Meetings Department staff is always willing to review hotel, convention center and/or vendor contracts to ensure maximum financial and liability protection for the regional chapters. Send any contract for review to Heather Turner.