[Ansteorra-announce] [Announcements] information regarding equestrian insurance certificates

[Baron, Meg]

Unto the members of the Society, greetings:

There is quite a bit of confusion surrounding Equestrian insurance
certificates. Let me try to clear some of that confusion up, if possible...

As everyone is aware, our insurance must be activated for each occurrence in
order for equestrian activities to be covered. The question that comes up
again and again is - what constitutes an "occurrence"? There are two types
of occurrences for equestrian activities - practices and events. The
insurance activation policy works a little differently in each of these two
cases. 

1. Equestrian Practices

An insurance certificate is required for practices. However, if your group
holds regular practices, you can order a single $50.00 certificate, which
will be good for the entire period during which practices will be held, up
to an entire calendar year (January - December). 

For example, let's say the Barony of X holds equestrian practice every
Wednesday from 6:00 pm to 10:00 pm at the same location. One certificate is
all that is needed for this regularly recurring practice - the Barony simply
specifies the dates involved (yes, you must actually go to a calendar and
write down the date of every Wednesday), from 6:00 pm to 10:00 pm, on their
insurance certificate request, pays the necessary $50.00 fee, and they're
good to go for an entire (calendar) year of equestrian practices.

In order for this to work, a few things must be true:  (1) the exact dates
must be known in advance and specified (for example: August 7, 14, 21, and
28) - the dates need not be the same day of the week, but all applicable
dates must be listed;  (2) the time must be specified, and be for no more
than a 12 hour period (such as: Saturdays (list dates), 8 am to 8 pm); and
(3) the location must always be the same. 

What WON'T work:  specifying entire weekends, or periods of more than 12
hours' continuous duration. Activities of this length are no longer
practices, but Events. You also may not simply say "every day". You need to
actually schedule your regular practices in order to be able to insure them
under a single certificate - this requires some planning on your group's
part.

If your site changes, or if the dates or specified times of your practice
changes, you will need a new certificate, which will need to be paid for
anew.

2. Equestrian Events

Events are often (not always) of longer duration, and often (not always)
have other activities going on in addition to equestrian activities. A
separate insurance certificate is needed for each event, regardless of its
duration. Events can range from single-day events to multi-week events such
as Pennsic. Events are advertised as such in newsletters or other
appropriate media. I believe everyone is capable of using common sense to
differentiate a practice from an event and applying that knowledge in a
reasonable way.

I hope this information helps simplify the whens and how-oftens of ordering
Equestrian insurance certificates. Remember that they must be ordered at
least 30 days in advance of the date of the event, or of the date of the
first occurrence of a regularly-scheduled practice.  If you have any
questions, please contact me or Patricia LaChance in the corporate office.

In service to the Society,

Meg Baron
President, SCA Inc.
Comments are strongly encouraged and can be sent to: 
SCA Inc.
Box 360789
Milpitas,  CA 95036

You may also email comments at sca.org or reply to this message.
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