SCCQG Insurance Chairman & Coordinator: Sonia Das, firstname.lastname@example.org
SCCQG Insurance Coordinator Alternate: Pam Overton, email@example.com (310) 701-2706
Website for requesting certificates, policy info: (http://sccqginsurance.homestead.com/index.html)
Guild Membership Form: Click HERE
What. The SCCQG maintains a blanket policy for liability insurance that covers all of the member guilds that opt in. The policy covers your speakers and guests while attending meetings, workshops, guild events. It does NOT cover your guild members (considered volunteer employees). You can request a summary copy of the policy by going to the website (above) and completing the Request for Certificate as follows: submit your guild name, your contact information (e-mail) and put a comment into the Notes section to request a summary copy of the policy.
How to Opt In: In September the Council sends out a membership renewal reminder to all guilds. The annual guild insurance premium (currently $3.00 per guild member) is payable together with the annual membership dues ($40 per guild). The completed Membership form needs to be completed and enclosed with the check(s). Both premium and membership fee is due and payable by January 1. After that date your dues and insurance premium are delinquent. We suggest that as soon as you receive this reminder, you take action to have your guild renew your membership and insurance sooner rather than later.
Insurance Certificates: Most of the guild meeting/workshop/event facilities require either “proof of insurance” or an “additional insured certificate”. Please take the time to contact your facility and confirm which certificate is needed. You can request an insurance certificate by going to the website (above) and completing the Request for Certificate. Please remember to complete all information blocks when you are requesting a certificate. Remember to provide a FAX number for the facility whenever possible as that will expedite getting the certificate to the facility quickly.
Fees and Turn-around Time: There is a fee of $10 per certificate. That assumes a minimum lead time of 60 days to process your request. If the requested date is less than 60 days away, there is an additional RUSH fee of $15 making the total due $25. When processing is complete, the actual certificates are mailed to the facility contact by our insurance broker. The SCCQG Insurance Coordinator receives a PDF file of the certificate and a copy of that is forwarded to your guild insurance contact/person requesting the certificate.
Additional Insured: As of 1/1/2011, the insurance carrier requires that “proof of insurance with additional insured” must be supported by a copy of your contract with the facility indicating that the proof of insurance with additional insured is required and what, if any, special wording is required on the certificate. Submit your request via the insurance website (above) and forward a copy of your contract to the Insurance Coordinator (above). Please remember to include your guild name in the subject line of ALL e-mails to the SCCQG Insurance Chair/Coordinator.
Certificate Term and Renewal: The certificates (regardless of when they are issued) are only valid through the term of the current policy. Our policy runs from September 29th through September 28th of the following year. This is a little confusing as our “SCCQG year” runs from January 1 through December 31, but the policy renewal date has slipped many times over the years, therefore, this coverage period of coverage works best for SCCQG.
Certificate Re-issues in September: Our insurance broker will automatically renew meeting and workshop certificates each year as soon as our policy is renewed in late September. Certificates for past events (quilt shows, teas, etc. ) will not be renewed. Your guild DOES NOT need to initiate a certificate request at that time unless your meeting location or contact has changed. You guild will be contacted in July/August to determine which certificates should be renewed.
If your facility requires a "proof of insurance with additional insured" and your contract runs from January to December, there is no need to send a new contract until you renew your contract with the facility for the following calendar year. At that time, usually November or December, please forward a copy of the next year's contract to the SCCQG Insurance Coordinator.
Termination: After the membership renewal period closes on January 1, the SCCQG Insurance Chair/Coordinator will assess who has and has not renewed their insurance with the Council. If your guild does not pay the insurance premium by January 1, they will be removed from the policy and the guild will not have valid coverage. In addition any certificates issued and valid through September 29th of the coming year will be revoked. Your facility will be notified.
Additional Notes: Please do not contact the insurance carrier directly. You’ll most likely end up with the wrong person and waste a lot of your time and theirs in trying to get to the right agent.
There are one or two guilds whose facilities require proof of medical coverage as well as liability coverage. Your guild can add that insurance for an additional fee. Please contact the Insurance Coordinator Insurance@sccqg.org if you require that coverage.