Insurance

Don't wait until you are forced to review your insurance because of an accident. Have what you need to protect you against liability before the need for it arises. This is an essential part of managing health and safety.

• Insurance is a complex area, especially for voluntary and charitable organisations. Don't deal with it on an ad hoc basis. Give one person, preferably on the management making sure you are adequately covered; and reviewing your insurance needs each year when your policies are up for renewal.
  
  It is a good idea to find a helpful insurance broker to save you time and money in the long run. Choose one that is unlikely to charge you for their services (they obtain commission from the insurance companies instead).

Types of insurance:

i. Employer's Liability insurance - if you employ staff you are required by law to have this insurance. Employer's liability insurance covers your employees in the event of an accident, disease or injury caused or made worse as a result of work. If you work with volunteers, be aware that in some recent legal cases volunteers have been considered to be employees by industrial tribunals. So if you are in any doubt, get specialist advice either from an insurance broker or an employment lawyer.

ii. Public Liability insurance and Professional Indemnity insurance - do you work with the public? If so, it is a good idea to have public liability insurance. This insurance covers individuals (other than employees) and organisations in the event of an accident, injury or death; or damage to, or loss of, property caused through the negligence of someone acting with the organisation's authority, including the action of your volunteers.

iii. Vehicle insurance - If you operate your own vehicles you must make sure you've got the right insurance and that they are only used for the purpose stated in your insurance policy. Make sure you know what is excluded from your insurance eg if drivers need to be of a minimum age.

iv. Special Events - If you are putting on an event outside you will need to check your insurance position. Events such as firework displays or performances involving special effects, machinery or equipment are likely to demand additional insurance. Check with your broker.

v. Other organisations
When you use contractors, or invite other organisations to take part in your events, make sure they have the necessary insurance for their activities. This will safeguard you, your employees, volunteers and the public.

Other relevant insurance might include:

• Third party insurance;
• buildings insurance;
• insurance for plate glass windows (for properties with shop fronts);
• personal accident insurance;
• product liability insurance;
• own vehicle insurance;
• contents;
• loss of documents and data;
• loss of fees;
• medical care and assault;
• legal expenses;
• cash;
• interruption of trade;
• theft; fire and flood;
• accident.

Make sure you read and understand the exclusions, i.e. circumstances which are excluded from cover (the small print). Make sure too that you disclose all facts when you take out your policy, and any changes in circumstances when you renew it. (If material is not disclosed or the application form is inaccurate, the insurance company may refuse payment of a claim.) Record all information and keep two copies of the policy. Keep one away from the premises.