Identify Event Insurance and Waiver Solution

[ddrinka]

We need to protect the YMCA and the club from any injury lawsuit that may arise from the event.

• Document the current insurance offering through ACA
• Consider having a custom insurance policy written for the event
  • We could use this for our club events as well
• Ask YMCA if they have any insurance that would automatically apply, and if they have waivers that they require
• Once documentation is gathered, create a new issue to automate the waiver signing process

[ddrinka]

@djdubose You've already been thinking through some of this. I'd like to work with you to come up with a good insurance and waiver solution. Can you document here what you already know?

[ddrinka]

Here's what I've got:
http://www.americancanoe.org/?page=Insurance_PAC
Our club would need to become a Paddle America Club. $100/yr for < 50 members
Club members should all be ACA members. $30/yr each

That will cover everything Austin does, for each ACA member. We'll need to publish a schedule of our activities to the ACA insurance coordinator. We can update the schedule at any time.

For one-off events like Nationals, participants can purchase insurance for the event for $5, or $4 if we buy at least 25 ahead of time.

To name the YMCA as a covered entity we'd have to pay an additional $25.

When guests come out to paddle with the Austin club we can have a pool of $4 event memberships we can either give out or ask guests to pay for. They'd need to sign a waiver before participating. This is all really standard stuff that covers our butts. Folks wouldn't be allowed to paddle with us in an organized fashion without being a member or having an event membership.

[ddrinka]

Here's an email thread from October last year I had with Candy, their insurance coordinator:

Candy,
I'm working with Mark Poindexter in Austin, Texas, to put together some online resources for Kayak Polo athlete development. Our club is registered with the ACA, and as we put on development programs here in Austin we want to make sure we're taking full advantage of our ACA insurance and liability waiver benefits. I noticed on the ACA website that there may be some resources available for handling liability waivers online, as part of an event's signup process. Could you tell me more about what's available? Many of our events will be hosted for non-ACA members who would be paying the $5 event membership fee, and I'm wondering if that component is also able to be processed online.
Thanks for your time,
-doug

Hi Doug,
Yes, we do offer online waivers for events that have on online registration process, however this system does not have the ability to collect the fees. The ACA would set up an online waiver for the event and send you a link for the Adult and Minor waiver, you can then imbed this link into your registration. The information that is needed to set up the online waiver is the name and date of the event and email for a person who will be managing things on your side. Two days before the event I will shut down the waiver and send you an excel with all everyone’s information that completed an online waiver. At the time of the event someone would need to check each person in and if their name is not on the list they would need to sign a paper waiver. After the event is over you would need to count up the number of non ACA participants and send all waivers and fees back to the ACA with a final report. If this is a PAC event you would first need to notify the ACA in writing of the event. Please let me know if you have any other questions.
Thank you,
Candy Patten

[ddrinka]

They utilize smartwaiver.com which has support for more advanced flow than they're currently utilizing. I could integrate this into a payment process easily.

[ddrinka]

There's a special ACA membership category for "Racing Athlete", and the list of sports includes Polo. That's the membership we'd want to have folks purchase, to show that the sport has some degree of participation. Looks to be the same price.

[TexioAquabat]

ACA_waiver_2014__adult.pdf
ACA_waiver_2014__minor.pdf