Why 30 Days for Insurance Request?
September 18, 2012 - The first thing that a chapter officer will see when filling out a request for insurance is that the request needs to be submitted at least 30 days in advance of the event. Completing this online form should be one of the first steps in the chapter's event-planning process as it gives the chapter and EAA's risk management department ample time to process the request.
Many of the insurance requests that come in require follow-up information. For example, when the request indicates that there is a permit, lease, or other contract in place between the chapter and another entity, the risk management department follows up with the chapter to obtain a copy. Or, if the chapter is participating in another organization's event, further information may be required so we have a clear understanding of the planned activities.
The 30-day advance notice also allows time for the chapter to collect any required certificates of insurance from either the primary sponsor or from an individual or group participating in a chapter event by providing approved activities not covered under the Chapter Insurance Plan, such as radio-controlled aircraft demonstrations, formation flights, or ride hopping. Often, when the request for insurance comes in closer to the date of the event, time runs out before the other organization's certificate is available and those activities must be canceled.
Additionally, the chapter is able to get any advertising for the approved event out to the public well in advance, drawing a larger crowd and more participation in aviation. Having those extra few days of an advertisement in the local newspaper or message on a Facebook page could make all the difference.
Lastly, the online request for insurance process is not automated, and is dependent upon staff availability. There is dedicated staff to oversee the Chapter Insurance Plan and help chapters with this process; however, requests coming in on the weekend or after business hours will generally not be seen until the next business day. Last-minute requests for insurance cannot always be accommodated.
Though filling out the form is a quick and easy process, it is a critical step when the chapter is planning an event. Once all the required information is gathered and all questions are answered, the chapter can proceed with planning to host or participate in an event with peace of mind that coverage is in place.
As always, do not hesitate to contact the risk management department at 920-426-6106 or firstname.lastname@example.org with any questions you might have.