SPECIAL EVENTS INSURANCE REQUIREMENT POLICY 

Amended:  March 15, 2004
                      June 16, 2008

PURPOSE

The purpose of this policy is to protect, to the greatest extent possible, our member cities from unnecessary loss.  In adopting and following this policy, it is expected the majority, if not all exposure to risk, will be transferred.

POLICY STATEMENT

Parks and land, which are open to the public without payment of a fee or other consideration, are within the purview of the recreational user immunity statute provided under Ohio law.  However, MVRMA realizes, in certain circumstances:

            A member city will charge a rental fee to a third party for the use of its land, park, or ball fields;    

The third party will charge a participation fee and/or admission fee to the general public; or

The third party will have exclusive use of the facilities.   

In these situations, it is the policy of the Miami Valley Risk Management Association to require a rental/use agreement between the member city and the third party.  The rental/use agreement shall provide hold harmless/indemnification language, in favor of the member city, and insurance provisions.

The third party shall secure liability and/or special event insurance satisfactory to the member city which names the member city additional insured as follows: “The following are Additional Insureds: The City of _____, Ohio, its elected and appointed officials, all employees, agents, volunteers, all boards, commissions and/or authorities and board members, including employees, agents and volunteers thereof.  Coverage shall be primary to the Additional Insureds and not contributing with any other insurance or similar protection available to the Additional Insureds whether other available coverage be primary, contributing, or excess.”

Tenant/User Events

Company, organization or individually sponsored special events or activities held on city premises should be considered for appropriate risk transfer practices as noted above.  Examples of these events or activities include fairs, carnivals, festivals, concerts, parades and other activities that involve vehicles, animals, large crowds, concessionaires, rides, or the sale of alcohol.  MVRMA recommends the third party event organizer obtain insurance coverage with limits of no less than $1,000,000 per occurrence for bodily injury and property damage, including operations, products and completed operations.  If the event or activity presents no substantial health or safety risks, the city may waive this requirement.

City Sponsored Events

Whether a fee is charged or not, city sponsored events are generally covered by MVRMA.  However, these events pose a threat of loss which, if incurred, would increase the city’s loss experience.  To avoid that potential, MVRMA recommends obtaining Special Event Liability Insurance.  Coverage can be expanded to cover co-sponsors and additional insureds, if desired.  Concessionaires can be included on the policy if they are unable to obtain coverage elsewhere.  Special Event Liability Insurance is a pass through cost to the member city and normally has no deductible.  Application for this coverage may be made through the MVRMA office.