Frequently Asked Questions
VILLAGE HALL PLUS GROUP INSURANCE
To help you understand the cover provided by the policy a little better, we have answered the questions we are regularly asked. Please click on the question to reveal the answer.
Are we covered if we own a bouncy castle ?
The committee would be covered but our requirements are that the use of the equipment meets the industry and regulatory requirement, and is appropriately risk assessed and supervised.
Specific Health and Safety guidance relating to the use of inflatable play equipment can be found at http://www.hse.gov.uk/entertainment/fairgrounds/inflatables.htm
Are we covered to hire a bouncy castle and supervise the activity ourselves ?
The committee would be covered for the supervision of an inflatable, however you should ensure the provider of the equipment provide you with adequate training and instruction in the correct use and supervision. You should also ensure the provider of the equipment has adequate Public Liability insurance.
Are we covered to have pony/donkey rides at our event ?
The individual/organisation who owns the animal should have their own insurance. Sufficient risk assessment should be carried out be the individual/organisation prior to the event to check safety equipment, suitability of animals etc.
The committee would like to hold a fun dog show or pet show would this be covered ?
Owners of animals are responsible for the supervision and handling of their animals. We would suggest the owners have their own Public Liability insurance. They may find they have Personal Liability cover under a Home or Pet insurance policy.
We would expect any animal deemed dangerous or unsuitable to be excluded from the event.
A risk assessment of the activity should be carried out. If the committee is held responsible for injury to a third party or damage to property due to the presence of an animal the policy would cover the committee.
We are organising a firework event and are using a professional display company, is this covered by our policy?
Should a display company be responsible for causing injury to a person or damage to property, they would be responsible for picking up any insurance claim.
Your committee should ensure the display company has adequate Public Liability Insurance, ideally at least £10million, that’s in place on the date of your event.
If the display company doesn’t have adequate insurance in place, your committee may be liable as organisers of the overall event. If this should happen your committee would be covered.
Are we covered for a firework event if the fireworks are set off by committee members or volunteers ?
The policy will cover the committee for any losses which they are held responsible for, should an incident occur when a committee member or volunteer is setting off a firework.
The committee should ensure they conduct a full written risk assessment and comply with guidance from Health and Safety Executive and industry guidance.
Health and Safety Executive Guidance can be found at http://www.hse.gov.uk/explosives/fireworks/using.htm
If someone suffers from food poisoning or an allergic reaction due to food served at an event is this covered by the policy ?
The policy provides cover to the committee for injury caused by the provision of food and other products. It makes no difference to the cover if the food is made by the committee or if the committee have purchased the food from a third party.
The preparation an provision of food should be covered under the Risk Assessment. More information can be found at https://www.food.gov.uk/business-industry/caterers/food-hygiene/charity-community-groups
Are we covered for any financial losses if we cancel an event due to bad weather ?
The policy does not provide event cancellation cover.
Do we have to have professional first aiders at an event ?
We do not provide guidance or set minimum levels of first aid coverage as this decision should be driven by you as part of your risk assessment. Factors such as the number of attendees and what type of events or attractions are taking place should be considered.
If the First Aiders used are volunteers of the committee they would be covered by the policy.
Will we need to pay an additional premium if we organise an event for more than 750 people ?
Once a Large Event Proposal form has been completed the event will be reviewed. Based on the size of event and type of activities taking place an additional premium will be charged.
Some activities increase the risk of an accident occurring e.g. provision of alcohol, fireworks, inflatable play equipment etc. These factors will affect the additional premium required.
Do we need to let you know about every event we are organise ?
An event being organised by your committee is automatically covered under the policy if there are fewer than 750 attendees expected to be present at any one time.
We do require you to conduct a full written risk assessment and complete with guidance from Health and Safety Executive and/or industry regulations which may apply.
If you anticipate more than 750 people you will need to complete a Large Event Proposal form – please click here to access the form.
What is Business Interruption Cover?
Most village halls and community buildings depend on hiring fees for survival. If your building is damaged due to and insured peril e.g. fire or flood and you are unable to open as normal you may want to consider insuring against lost income. The sum insured would need to reflect the amount of income that may be lost over the period it takes to repair/rebuild the building.
Does the policy cover car parks and pavements ?
Car parks and pavements are included within the definition of buildings and covered by the policy as long as the reinstatement cost is included within the buildings sum insured. A claim could be made for damage as long as the damage was caused by an insured peril.
Public Liability cover is extended to cover car parks, The committee have a duty to maintain the external areas and ensure they are lit where appropriate. If a vehicle in the car park is damaged it would only be covered if it were proved that the damage was caused as a result of negligence from the committee.
What is Public Liability Insurance?
If despite all the committees bests efforts there is still an accident resulting in injury, loss or damage to property or financial loss to a third party, public liability insurance can provide cover against resulting claims. This is the case whether the claim is made against the village hall as a legal entity or against the village halls trustees, employees or volunteers.
Should I have a Public Liability Certificate?
You are not legally required to have Public Liability cover and so a certificate isn’t issued. We can however issue a To Whom It May Concern letter which confirm that you have Public Liability cover, the limit of indemnity and the dates cover is in place. This letter can be displayed or provided if you are asked to prove you have cover.
What`s an LTU? Do I have to sign up for 3 years?
A 3 year Long Term Undertaking entitles you to a discount – there is no obligation to take cover for more than 12 months but if you agree to an LTU your rate will not increase, other than the index linking of sum insured, changes instructed by yourselves or rises in the tax rate.
Do we need Employers Liability Cover ?
If your committee employs staff it is a legal requirement under Employers Liability (Compulsory Insurance) Act 1969 that you insure against liability for injury, death or disease to their employees arising out of their employment. A committee may unknowingly be classed as an employer in law e.g. a person who regularly cleans the hall and receives and honorarium or a person who cleans the hall and is paid a small amount cash in hand may technically be classed as a employee.
Who is a volunteer ?
A volunteer is an person carrying out work on behalf of the committee who is not being paid for their services. The committee may cover expenses.
This can include people who help to maintain the hall e.g. cleaning/gardening or help at an event e.g. man a stall or direct cars.
Provided the person is carrying out the activity on behalf of the committee and does not :
· have their own trading name
· have a website/Facebook page set up to promote the trading activity
· have a stall or perform at 10 or more events a year
we would class them as a volunteer.
All activities involving volunteers should be risk assessed an any industry or HSE guidance followed.
Do we need to DBS check our committee members, employees and volunteers ?
Please click here for definitions for regulated authority.
Regulated activities need to be carried out, or are likely to be carried out at least 4 times a month or overnight for them to be considered as ‘regulated activities’
Individuals who are undertaking work with children or adults that may be vulnerable, on an occasional or one-off basis cannot be the subject of a DBS check. The committee should still ensure any interaction with children forms part of a robust risk assessment.
