Conference Insurance Program

The following insurance applies to conferences that are financially sponsored by IEEE and approved by IEEE Conference Services:

Liability Insurance

• IEEE maintains Commercial General Liability (CGL) insurance to protect IEEE in the event a claim is made against IEEE and/or its Volunteers. The CGL insurance provides coverage for third-party bodily injury and property damage.
• IEEE Volunteers are included on IEEE’s insurance policies and protected while acting within the scope of their duly authorized duties as Conference Officers or Committee Members for the duration of the conference and its activities.
• To the extent permitted by law, IEEE shall indemnify each person who serves as a duly authorized Volunteer of a duly authorized IEEE activity pursuant to IEEE Bylaw I-300.3 Indemnification. 
• The Conference must maintain a record of all Officers and Committee Members who are actively engaged in the management of the conference. This record ensures that coverage is afforded to the appropriate Volunteers acting on behalf of the conference.
• In addition to the primary CGL insurance coverage, IEEE maintains Umbrella Liability coverage that provides additional limits of liability coverage.
   

Property on Exhibition Insurance

• IEEE maintains property insurance for theft of or damage to equipment (e.g., audio visual, laptops, etc.) that is leased or borrowed by the conference. Please note that policy limits and deductibles vary depending on location of the conference.

Business Crime Insurance (also referred to as Fidelity Bonding)

• IEEE maintains Business Crime insurance that protects IEEE in the event of loss due to fraudulent acts (e.g., theft of conference funds) committed by staff or Volunteers.
• The IEEE Business Crime insurance does not provide coverage for theft by third-party registration service providers.

• IEEE does not maintain Event Cancellation Insurance for its Conferences. IEEE Conferences interested in the optional Event Cancellation Insurance must apply for and purchase a separate individual Event Cancellation Insurance policy.
• Event Cancellation Insurance provides coverage for additional expenses and lost revenue if the conference is forced to relocate or cancel due to unforeseen circumstances beyond their control, such as labor and transportation strikes, adverse weather, etc.
• When determining whether to purchase the optional Event Cancellation Insurance, Conferences should consider the following factors: location, venue, and time of year of the Conference.
• The cost for Event Cancellation Insurance varies depending on the conference date and location. 
• To obtain a free quote for Event Cancellation Insurance, please submit a completed Event Cancellation Insurance application (PDF, 63 KB) and a copy of the conference budget to ORIMS@ieee.org.

Certificates of insurance that are required by the Conference venue are available upon request. Certificates of insurance must be prepared by IEEE’s insurance broker. The response time for routine requests is 2 business days.

To obtain a current Certificate of Insurance, please submit a completed certificate request form (DOC, 67 KB) to ieeeinsurance@ieee.org. Please include a copy of the venue insurance requirements.

Thefts must first be reported to hotel/venue security and local authorities. IEEE is required to provide prompt notice to its insurance company of any possible insurance claim.

In the event that a loss (e.g., theft or property damage) or incident that may lead to a liability suit occurs at an IEEE Conference, please contact the Office of Risk and Insurance Management Services immediately at +1 732 562 5541 or ORIMS@ieee.org.