Conference Insurance Information

Please read carefully. This information is solely intended for the use of IEEE conference personnel. The following explanation of insurance coverage relates specifically to IEEE sponsored / co-sponsored conferences and not for other activities of IEEE. This summary is not intended to provide specific information on any particular coverage or insurance policy, but rather to provide information about the basic types of coverage IEEE currently maintains. Limits and deductibles are subject to change.

CONFERENCE INSURANCE INFORMATION

SUMMARY OF COVERAGE:
The coverage summarized below will be furnished to the conference for its scheduled dates upon receipt of the Request for Conference Insurance Form.

• Bodily Injury and Property Damage
  IEEE carries a Primary General Liability Policy (Limit: $1,000,000; Deductible $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.

   

• Rental Equipment
  Insurance is provided to cover damage or theft to rented or borrowed property at conferences (audio-visual equipment, computers, typewriters, etc.). Limits and deductibles vary depending on location of conference (Within the U.S. $500,000 USD; $10,000 USD deductible / Outside the U.S. $200,000 USD; $1,000 USD deductible).

   

• Excess Umbrella Liability
  In addition to the Primary General Liability Policy, IEEE carries Excess Umbrella Liability. This covers only IEEE in the event of a suit, and not third parties.

   

• Comprehensive Business Crime
  IEEE has $5,000,000 USD 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 $100,000 USD 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.

   

• Limited Volunteer Liability Coverage
  IEEE Volunteers are included as additional insureds under IEEE's insurance policy while acting within the scope of their duly authorized duties for the duration of the conference and its activities. IEEE will indemnify the individual if sued because of their activity during a conference or meeting. You must maintain a record of all officers and committee members who are actively engaged in the management of a conference or meeting. This list must accompany this request form and be kept on file in the IEEE Insurance Office. A $5,000 USD deductible applies.

* SPECIAL NOTES *

• Co-Sponsored Conferences
  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.

   

• Incorporated Conferences
  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.

   

• Charters
  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.

   

• Exhibits
  If a conference will be hosting exhibits the following type of language can be used in the exhibition contract:
   
  
  "Loss or Damage…Exhibitor agrees with IEEE that IEEE shall not be liable for any damage or liability of any kind or for any damage or injury to persons or property during the term of this agreement, from any cause whatsoever by reason of use, occupation and enjoyment of exhibit space by Exhibitor or any person thereon with the consent of Exhibitor and that Exhibitor will indemnify and hold harmless IEEE from all liability whatsoever, on account of such damage, or injury, whether or not caused by negligence of or breach of an obligation by Exhibitor or its employees or representative."

*In the event of a loss, theft, or damage, the IEEE Insurance Office should be notified immediately. If you have any questions or need additional information, please contact the IEEE Insurance Office at ieeeinsurance@ieee.org.*