NEW FREQUENTLY ASKED QUESTIONS FACT SHEET ON SPECIAL EVENTS INSURANCE COVERAGE

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The Digital Version of The Sphinx Magazine 2019 Winter Edition Is Here

The Digital Version of The Sphinx Magazine 2019 Winter Edition Is Here

This edition of the Sphinx magazine examines various health and wellness issues affecting African Americans as well as what we can do to improve our quality of life. Feature Highlights Include: Health Crisis: What You Don’t Know Might Be Killing You! Brotherhood Bikers: Alphas Pursue Motorcycling & Alpha Round-Up For Comradery, Community Service, And Personal Wellness Alpha Phi Alpha Fraternity, Inc. General Convention Revisited Outstanding College and Alumni Brothers of the Year

Eric Christopher Webb, DDiv., CPLC

Interim Editor-of-the-Sphinx

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Call to submissions

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2020 SPECIAL EVENT NEW PROTOCOLS

Our insurance policy has dramatically changed and that necessitates a change in operational procedures for how we manage and approve insurance requests.  Starting Tuesday, January 21st there will be a new Special Events Checklist form posted to the fraternal website. Any event that takes place on or after March 15, 2020 will be required to use this form to obtain insurance approvals. Even if you already have confirmation and a certificate issued you will need to reapply for insurance coverage.  There are no exceptions!

For events taking place prior to March 15th, the Corporate Risk Management, Education and Prevention Committee along with the appropriate Corporate Staff Members will conduct a risk assessment of your activity. You may be required to obtain additional insurance in order for the event to be approved.  

Additionally, moving forward insurance submissions must be made THIRTY (30) days in advance of the date of the event. Any requests inside that window will not only incur the $100 penalty but they will also need to be approved by your Regional Risk Management Officer (RMO) or the Chair of the Corporate Risk Management, Education and Prevention Committee.  Regional Risk Management officers can require additional conditions be met prior to the approval of your event.  The contact information for your Regional RMO's has been posted on the fraternal website.  Additionally, if you have questions about best practices as it relates to specific types of activities, the committee chairs have been made available to you as resources for consultation.

Brothers, we realize that this is a difficult and abrupt transition but the risk is literally too high for us to ignore the potential consequences. We must change the way we operate to meet the requirements of our insurance carrier. That change starts now. Please know that we are available to you to answer questions and address concerns.  As always, we are operating with the best of intentions as the preservation of our organization is at stake.  Let us know how we can help you be successful during this transition.

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IMPORTANT EVENT INSURANCE COVERAGE INFORMATION, EFFECTIVE JAN. 1, 2020

Brothers and Chapter Officers,

Our insurance carrier just notified the Fraternity on Monday, Dec. 30 regarding some important changes to our event insurance coverage, effective Jan. 1, 2020. These changes must be adhered to or your event will not be covered. Please read them closely and carefully. See below.

Fraternally,

Brother Gregory Phillips

Interim Executive Director

No Coverage Applies If Events Conditions Not Met

With respect to any “event”, as a condition precedent to any rights any insured may have under this insurance, you must comply with all of the conditions enumerated in A. 1. through 8. below. -You agree that we need not prove any prejudice to us as a result of your failure to comply with any of the below conditions in order to enforce those conditions precedent to coverage.

If prior to the commencement of any “event” you fail to comply with the below conditions, any claim or “suit” related in whole or in part to an “event” that directly or indirectly gives rise to the claim or “suit” will not be covered under this insurance. We will have no obligation to either defend or indemnify any insured for any “claim” or “suit” brought against any insured.

You hereby warrant and agree that you will comply with all of the following conditions prior to the commencement of such “event”:

1. A “Special Event Checklist” will be completed and signed by your President, Event

Chairman and, if applicable, Advisor; and

2. The “Special Event Checklist” will be submitted to and approved by your Corporate

Headquarters in the form of an Event Certificate; and

3. Any applicable checklist or application fee will be paid in full; and

4. If the “event” is held at a location not owned by you, you will execute a signed agreement with the host venue lessor to lease the event space. The host venue lessor must have “adequate insurance”, and such “adequate insurance” will be evidenced by a Certificate of Insurance issued to you; and

5. All alcoholic beverages will be sold, served and/or furnished by a licensed server with

“adequate Liquor Liability insurance”, and such “adequate Liquor Liability insurance” is

will be evidenced by a Certificate of Insurance issued to you; and

6. Any security guard service or personnel hired for the “event” will have “adequate insurance” and such “adequate insurance” will be evidenced by a Certification of Insurance issued to you; and

7. Any third party promoter hired for the “event” will have “adequate insurance” and such “adequate insurance” will be evidenced by a Certification or Insurance issued to you; and

8. In the event of an “occurrence”, offense, claim or “suit”, you and any other involved insured must immediately send us copies of all “Special Event Checklists”, Event Certificates, contracts, agreements and Certificates of Insurance directly or indirectly related to the claim or “suit”.

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