PTO Today and Additional Insurance Coverage. Amy Buckley, Presidents Forum Treasurer Kary Bachert, Presidents Forum VP

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1 PTO Today and Additional Insurance Coverage Amy Buckley, Presidents Forum Treasurer Kary Bachert, Presidents Forum VP

2 Is your PTO covered under general liability insurance for? Inflatables Dunking Booths Bounce Houses Carnival Rides Alcohol at events Kickball Bowling Laser Tag Dodge Ball

3 Rockwood Pays for your PTO at the Entry Level

4 PTO Today Coverage for Rockwood PTOs-Entry Level District Provided General liability (GL) policy: This policy should cover third-party bodily injury and property damage claims that occur during activities both on and off school property. Third party means non-participant, such as if someone who is walking by the baseball toss gets hurt by a stray ball. If you have an unusual or large event, such as a festival or fun run, make sure that the general liability policy covers all activities at the event. For example, if your school PTO is planning a fundraising festival that includes a baseball toss, ring toss, fortune-telling, magic shows, and an auction, check that the PTO s liability policy covers any accidents or claims related to all these activities.

5 PTO Today Coverage for Rockwood PTOs-Entry Level District Provided Accidents and injuries can result in significant medical costs. Excess Accident Medical insurance provides excess medical coverage to participants in PTO sponsored events in the case of injury to the participant. The coverage is excess to any primary medical insurance the participant or the participant's guardian (in the case of a minor) may have in place. $25,000 annual limit. Note: Excess Accident Medical insurance does not replace the need for a General Liability policy. ***See list of covered events. This only applies to those events.

6 INSURANCE POLICY

7 Activities that are covered under general liability 5k/10k Walk/Run All Night Lock-Ins Animal Rides(tethered or led) Arts & Crafts Activities Auctions Babysitting at PTO Meetings Bake or Food Sales Balloon Artists Band Concerts Bazaars Bean Bag Toss Beautification Projects (no construction) Bike Safety Book Fairs Bowling (offsite)* Broom Hockey (on school premises) Cake Walks Candy or Wrapping Paper Sales Carnivals (with exceptions) Car wash Childcare (at a PTO event) Colored Sand Painting Community Forums Concession Stands Cookout (grilling equipment used) Confetti Eggs Costume Parties Cow Bingo Dances (on school premises) Easter Egg Hunt Egg Toss Face Painting Family Portraits Farmer's Market (on school premises) Fashion Shows Fishing (from land) Food Sales Fortune Telling Fun Runs Gift Wrapping Golf Tournaments* Grad Nights Haunted Houses (on school Premises) Horse led Hayrides (no vehicles) Hobby Shows Ice Cream Socials - Jail Auction Jog-a-thon Karaoke Line Dancing Litter Cleanup Magic Shows Math Fairs Miniature golf (on school premises) Miniature golf (offsite)* Movie Night (inside) Movie Night (outside) Open Houses Parades (no vehicles) Parent Education Workshop - Performing Arts Petting Zoos Picnics Pizza Night Ring Toss Science Fairs Spelling Bees Talent Shows Touch a Truck (only if vehicle is stationary) Trivia Night Walk-a-thon Water Balloon Toss Yard/Rummage Sale Skating Rink (Roller and Ice) Indoor Rink Only * Swimming Pool Party (with lifeguard only)* *If you have any of these activities at the vendor s venue, the vendor must have appropriate insurance and it is strongly recommended that your parent group be listed as and additional insured on the vendor s policy. Events with over 800 participants require the underwriter to take a look at the policy!!!! insurance@ptotoday.com or call

8 PTO Today GL Does Not Cover General Liability coverage is excluded for the following events. If you are planning to offer any of these events, you must purchase special event coverage, which can be purchased separately. (For special events coverage, please contact PTO Today at or Arthur J. Gallagher at ) For events held on District property requiring special events coverage, please provide a copy of that coverage to the Finance Department well in advance of the event. Aircraft Alcohol at functions with 3rd party Kickball Laser Tag Lead Exposure Luge Mechanical/Motorized Rock Climbing Walls Rocketry Rodeo Saddle Animals Skateboarding Skiing Snowboarding Snow Tubing Swimming (open water) Tobogganing Asbestos Exposure Automobiles Baseball/Softball Toss Bounce Houses Bungee Jumping Campfire/Bonfire Camping Dunking Booths Fireworks Hang Gliding Haunted Houses Inflatables any kind Playground Construction Polar Plunge Pyrotechnic Displays or Race Track Risks Velcro Jumps Watercraft Water Skiing Workers Compensation Claims school premises) Hot Air Balloons Inflatable Slides Rides at Carnival Moon Walks Motorsports Nuclear Exposure Organized Athletic Events Paintball Parachuting Parasailing Type This list is not all inclusive. Please contact PTO Today at insurance@ptotoday.com or call , if you have a question about whether your event is covered.

9 Rockwood Procedures For any event that is on Rockwood School District property that is NOT covered by General Liability, a PTO must. 1. Apply for special event insurance 2. Have Rockwood & their school PTO listed as additional insured on the vendor s policy 3. Submit a copy of this insurance certificate to the school building usage secretary to be submitted to Rockwood Finance prior to the event.

10 Athletic & Sporting Events Athletic/Sports Activities or Events: Athletic, sports, and physical type activities or events represent extremely high potential liability to a Parent Group, and have a very high participant child and adult injury incident rate. Injuries to athletic/sports participants are not covered under this policy. The policy will not defend the Parent Group against a negligence lawsuit resulting from athletic or sports activities. Types of activities referred to within this section include but are not limited to aerobics, baseball, basketball, cheer leading, football, gymnastics, martial arts, swimming, tennis, track and field, volleyball, or any enrichment class or event involving athletic or physical type activities. The only exceptions to the Athletic/Sports exclusion are: bowling, 5K Run/Walk, Walk-A-Thon, Jog-A- Thon, Fun Run, a golf tournament, or an ice or roller-skating party (indoor rink facility).

11 Regarding events that require special event insurance If you hire a vendor to provide any activities that are not covered under General Liability at your event, there must be supervision and the vendor must have appropriate insurance and name your parent group as an additional insured on the vendor's policy. Also, purchase special event insurance if underwriter recommends. OR If you have any of these activities at the vendor's venue, the vendor must have appropriate insurance and it is strongly recommended that your parent group be listed as an additional insured on the vendor's policy. Also, purchase special event insurance if underwriter recommends.

12 Here is where you need to be listed as additional insured on a venue s/vendor s policy

13 What about events with alcohol? Any time liquor is at a PTO sponsored event you do need to fill out a questionnaire/form and it back to PTO today for insurance review. BYOB-NO COVERAGE! Ticket includes drinks-considered Host coverage. Coverage pending underwriting approval of safeguards. Also, be careful of state law and liquor license. Cash Bar-No Coverage. However, you request that the 3 rd party vendor have their insurance name your PTO as Additional Insured. Then, you do not need GL. ***Any event that involves alcohol and your PTO, you need to contact PTO Today and have an underwriter review.***

14 Liquor Liability Insurance Quote from PTO Today attendees $ attendees $ attendees $ attendees $260 Above 800 attendees referral to underwriter.

15 We have an event that is not covered now what? Complete the insurance form at ptotoday.com and send to PTO Today They will forward it along to their insurance provider: Bene-Marc Bene-Marc will give you a quote for insurance. Usually takes 48 hours to complete a policy

16 What about a waiver? You can have people sign one, but people can still sue you and your organization for negligence. This does not protect your organization! Just can be used as defense in a court of law. Sample waiver: IN CONSIDERATION OF ACCEPTANCE OF ENTRY, ALL PARTICIPANTS AUTOMATICALLY RELEASE THE SPONSORS, OFFICIALS, VOLUNTEERS AND ANYONE CONNECTED WITH POND ELEMENTARY PAWS PTO 5K FUN RUN/WALK, FROM ANY AND ALL CLAIMS OF INJURY OR DAMAGE RESULTING FROM PARTICIPATING IN OR TRAVELING TO OR FROM THE EVENT. I FURTHER STATE THAT I AM IN PROPER PHYSICAL CONDITION TO PARTICIPATE IN THIS EVENT. IN ADDITION, ALL PARTICIPANTS GIVE PERMISSION TO ORGANIZERS TO USE ANY AND ALL PHOTOGRAPHY OR VIDEO THAT MAY BE RECORDED DURING THIS EVENT. CHILDREN UNDER 18 MUST HAVE PARENTAL SIGNATURE TO PARTICIPATE.

17 How do you check your insurance coverage? Contact PTO Today Complete a questionaire form insurance@ptotoday.com or Call

18 Additional Insurance that can be purchased through PTO Today at the cost of PTOs Director and officer liability: This is a separate policy. It covers claims directed at an organization s individual officers/board members resulting from decisions made on your group s behalf. Make sure the policy s definition of insureds covers all the different types of volunteer leaders your group uses. Also, it s best to specify which officers sign contracts for the group, then make sure no one else does. For example, your PTO hires a company to provide a bounce house for the back-to-school carnival and it turns out that the company is uninsured. If an incident related to this vendor occurs at the carnival, the PTO s officers might be sued for their decision to hire the uninsured vendor. (There does not necessarily have to be bodily injury or property damage for a D&O claim to be filed.)

19 Additional Insurance cont. Bonding/crime insurance: This covers claims related to theft or loss of your group s funds. Bonding generally applies to activities of a PTO s treasurer and any other officers who handle funds. The policy should cover the positions and not name individuals. That way, you won t have to worry if a different person starts handling the money during the period covered by the policy. Also, make sure to follow any financial controls and procedures required by the policy for coverage to be effective. For example, a policy might require a minimum of two signers for each check. It might also require that someone other than the check signers authorize payments before they are made. Although it s hard to believe, theft of money from PTOs and other nonprofits is more common than you might think. One client of mine recently discovered that its trusted volunteer treasurer embezzled $100,000 over several years.