Conference Insurance Information

IEEE carries a Primary General Liability Policy (Limit: US$1,000,000; Deductible US$5,000 USD) that provides coverage in the event of liability due to bodily injury (including death), personal injury, or damage to the property of others. In addition to the Primary General Liability Policy, IEEE carries Excess Umbrella Liability.

Insurance is provided to cover damage or theft to rented or borrowed property at conferences (audio-visual equipment, computers, etc.). Limits and deductibles vary depending on location of conference (Within the US$500,000 US$10,000 US deductible / outside the US$200,000 US$1,000 US deductible).

IEEE has US$5,000,000 in Business Crime coverage for conference officers and volunteers, who handle funds on behalf of IEEE (i.e. processing registration for a conference), which indemnifies the conference from loss due to fraud, embezzlement, or unauthorized use of IEEE funds. Please note, there is a US$100,000 deductible. Coverage is provided from the time funds are first deposited or collected to close of the conference's books. If a conference hires a third party organization to handle conference registration services, the third party should maintain insurance and be required to provide evidence of insurance coverage for losses due to fraud or embezzlement.

IEEE Volunteers are included as additional insureds under IEEE’s General Liability Policy while acting within the scope of their duly authorized duties for the duration of the conference and its activities, including the organization period which may include various conference committee meetings. 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. You must provide a list of all Officers and Committee Members who are actively engaged in the management of a conference or meeting. This coverage includes a US$5,000 deductible. 

In the case of a co-sponsored conference, IEEE maintains Liability Insurance to cover potential liabilities that could arise from its participation in the conference. Obtain certificates of insurance from financial co-sponsors indicating what type and limits of coverage they carry. If a loss were to occur, the non-IEEE organization may be liable for a portion of the loss. IEEE does not include non-IEEE organizations on its insurance policies.

If a conference is separately incorporated, IEEE Insurance will not apply. The conference must obtain its own coverage or contact the IEEE Insurance Office for assistance in obtaining coverage.

Do not charter boats, planes, buses, or other vehicles in the name of IEEE. Rather than charter, have the carrier sell you tickets for use on the vehicle. IEEE's liability coverage does not apply to charters. In the event it is necessary to charter buses for transportation, a Certificate of Insurance MUST be obtained from the Bus Company, indicating the amount of coverage carried for liability, excess liability and property damage. *IEEE must be named as an additional insured.* Please forward a copy of the Certificate to the IEEE Insurance Office for review.

In the event that a third party requires proof of IEEE insurance, please submit the Request for Certificate of Insurance (DOC, 35 KB) form. 

IEEE does not carry event cancellation insurance; however conferences can purchase individual policies at competitive rates through an IEEE-approved vendor.

Event cancellation insurance provides comprehensive coverage for any of the additional expenses or lost revenue if caused by unforeseen circumstances beyond your control, such as:

• cancellation
• postponement
• curtailment or abandonment
• removal to alternate premises
• failure to vacate
• non-appearance of main attractions

Event cancellation insurance is in effect from the time of purchase until the conference's close.

Conferences interested in this type of coverage must complete an additional application.  For more information or to apply, contact the IEEE Insurance Office via  e-mail or +1 732 562 5541.