CHRISTMAS CAROL SERVICES AND INSURANCE
Around this time of year many churches are arranging or are about to hold Christmas Carols Services of one type or another. These may simply be held within the church building or on church grounds and involve only the church itself or may involve a multi church organised function at another location.
Sometimes these events are held in a local park or involve the use of animals such as sheep or camels. If you arrange for such animals to be at hand these are usually hired. Ensure that the owner has appropriate insurance for these. Ask for and obtain an Insurance Certificate of Currency for Public Liability from them. This is a document providing details of the insurance. Check the insured name, sum insured, the insurers name and that the insurance is current. If in doubt about it talk with your insurer or insurance representative.
If in a park the council may ask you to provide evidence of your insurance. They may also impose some requirements including the use of candles.
Candles are often used both indoors or out. Make sure these are well supervised, and have a plan to deal with any incidents that may occur ranging from spilled candle wax (first aid) to a fire arising from a dropped candle. This includes emergency evacuation plans if inside a building and fire extinguishment/ calling the fire brigade whether in a building or outside. If indoors ensure those which are to be fixed in place are firmly fixed and cannot cause a fire or other damage or fall onto someone.
If providing food, ensure that all health and safety regulations are observed.
Generally for carol services and during Christmas day many churches are filled. Ensure that all exits are clearly marked and are clear of chairs, people and anything that might hinder use. Check before the service starts they are unlocked so that folk can exit quickly if necessary. Have an emergency evacuation plan in place.
If your church or organisation is the sole organiser then this is generally OK with your insurer and should be covered. If the event is offsite check this is insured.
Combined Christmas Carols
Arranging Carol Services with other churches or organisations?
Many churches undertake these activities combining with other churches or organisations to have a better ‘outreach’ to the community. These can range from carols in the park to street theatre or events in shopping centres or precincts.
Unless specifically agreed, your Public Liability insurance may not fully cover these. Such events should be noted on the policy and the organising committee and all involved churches/ organisations named as Insured. Sometimes a separate insurance may be required to cover the event.
If activities include sheep, camels, food stalls or rides, check the owners have adequate insurance. Obtain a Certificate of Currency from them for their Liability insurance. Check the currency of the policy, the amount insured (should be at an absolute minimum $5mill with $10 mill upwards more preferable.) that it is in the name of the organisation owning the animals or the stallholder, and the insurers name. Check that the Certificate does not indicate an exclusion (not insured) for what they are providing.
My own church combines with 3 or 4 others plus our local Council to present the Christmas truth in a large park with an annual attendance of some 8,000/ 10,000.
In addition to some sheep and camels, a number of stall holders are permitted on site to sell a variety of foods, provide jumping castle or merry-go-round rides and the like. We also have a large electronic screen on site to provide a better view for those a distance away from the ‘stage.
These days, if a number of different churches or organisations are involved, Insurers now say that they will cover such events but only for the liability of the church or organisation they insure and not for any other group or church.
Provided all organisers are insured this is OK, BUT each committee should ensure there are no gaps in this arrangement. Are all on the organising group members of a church or similar? Does that group have insurance? Is there was a private individual on the committee not associated with one of the churches or (say) Council. If so and there is an incident it is possible the committee may find themselves not fully insured or perhaps even uninsured.
Again, it is possible there may be some difficulties if there is a claim and more than one insurer is involved for the event.
You will need to be sure of coverage. We suggest you check your policy. If unsure ask your insurer or insurance representative for clarification.
If you have arranged separate insurance cover for these community events because of the involvement of other churches or groups - a note of caution. You should check that the Public Liability insurance is in the name of the Committee and all the supporting churches or organisations, that the sum insured is adequate, and that for any "special additions" such as camels or sheep, the owners also have adequate Public Liability insurance.
Christmas Carol Expenses and Another Type of Insurance
Around this time of year carols and similar events are held in parks or other venues. Sometimes a good deal of expense is involved in pre event publicity, setting up, hiring equipment as well as the site and so on including perhaps large electronic screens to facilitate viewing of the event. This cost is considered worthwhile in taking the true message of Christmas to the public.
What if you had to cancel? What would be the financial cost?
Such events can be specially insured.
If heavy rain, hail or anything not excluded by the policy, even the non-appearance of the ‘star’ performer, forces cancellation, abandonment or transfer of the event, the money you have expended has not served its purpose. EA Insurance can arrange cancellation insurance to cover the costs or even loss of anticipated income associated with that event.
If you would like more information please contact us.
It has been a great year for us at EA Insurance. We are really pleased to be able to assist so many clients with their insurance needs. It gives us a real buzz to help Christian groups maintain their activities through provision of insurance at a good price and cover. It is our prayer that as we all celebrate again the birth of our Lord and Saviour, that yours will be a blessed and happy Christmas as we live in His love and grace.
EA Insurance 2007
