Charity Insurance
Perth, Sydney, Melbourne, Brisbane & Canberra

A charity’s activities can range from fundraising and administration to direct services, events, transport or distribution of goods. Explain the programs actually delivered and identify who participates, including employees, volunteers, contractors and partner organisations. Describe where the work occurs and whether any activity is conducted interstate or overseas. The broker needs to understand the legal entity, governance structure and the services supplied to beneficiaries. Charitable status does not mean that all activities share the same exposure, so distinguish a fundraising dinner from an outreach program or a service involving vulnerable participants.

Consider resources entrusted to the organisation. Donated goods, grant funds, beneficiary information and property held for a partner can each create different responsibilities. Explain how the charity accepts donations, authorises payments and supervises activities delivered by others. Identify buildings, vehicles and equipment owned or leased, including items used away from the main office. Ask how the proposed program separates public liability, property, governance, volunteer-related options and cyber exposures. Insurance offered through an umbrella organisation or event partner should be reviewed carefully for the entities and activities included rather than assumed to provide a complete arrangement for the charity.

Bring grant conditions, service contracts, venue terms and significant partnership agreements to the review. Identify insurance requirements and obligations concerning use of funds, participant services, cancellation and indemnities. Keep the scope of a funded program clear, including what is delivered by a subcontractor. A funder’s requested certificate provides only part of the picture; the underlying agreement may contain additional commitments. Obtain appropriate legal or governance advice where responsibilities are uncertain. The insurance discussion should examine the current terms and activities without suggesting that insurance guarantees a grant outcome or removes the need for sound management of charitable resources.

Maintain records that make decisions and assets traceable. Board or committee approvals, delegated financial authority and program records can help explain who made a decision and on what information. Keep an inventory of significant donated or purchased equipment, with ownership and valuation details where relevant. Volunteer records should describe assigned activities and supervision rather than merely list names. Protect donor and beneficiary information with access appropriate to the role. When responding to underwriting questions, distinguish established controls from improvements still underway. This gives the broker an accurate account of how the charity operates and the exposures being considered.

If a participant, donor or funder raises a serious concern, identify the allegation and preserve the relevant program and financial records. Prioritise immediate safety and obtain appropriate specialist guidance where the situation involves vulnerable people or sensitive information. Follow the applicable insurance reporting process and coordinate communications through an authorised person. Seek advice before accepting liability, making repayment commitments or agreeing to a settlement. Keep the facts of the incident separate from its effect on donations, service delivery and reputation. Those consequences may raise different insurance questions and should not be assumed to receive the same treatment.

At renewal, review new programs, funding conditions, partnerships and locations. An expansion from fundraising into direct service delivery may change the proposal substantially even if the organisation’s charitable purpose stays the same. Update property values and the roles of employees and volunteers. Consider how essential services and beneficiary communication would continue if a premises or key system became unavailable. Ask the broker to explain the relevant insured entities, limits, exclusions and notification provisions. A current operational description supports the charity’s decisions while keeping clear that the availability and response of cover depend on the selected wording and circumstances.