Community Group Insurance
Perth, Sydney, Melbourne, Brisbane & Canberra

A community group may meet informally, hire a hall, run public events or provide regular services. Explain what members do and who is responsible for organising each activity. Identify whether the group is incorporated, operates through another organisation or has a different structure, and provide the relevant details rather than making assumptions about the insured entity. Include volunteers, paid facilitators and activities involving non-members. The broker needs to understand where meetings and events take place, what equipment is used and whether the group handles money or property on behalf of participants.

Look beyond the regular meeting when describing the annual program. Fundraising stalls, excursions, working bees, classes and community celebrations can involve different equipment and supervision. Explain whether food is sold, transport is arranged or outside providers are engaged. Identify items owned by the group and items borrowed from members or the venue. Ask how the proposed insurance treats public activities, volunteers, borrowed property and the responsibilities of officeholders where relevant. A hall owner’s insurance or an affiliation with a larger body should be checked for its actual scope rather than assumed to extend to every activity the group chooses to organise.

Bring hall-hire conditions, event permits or approvals where relevant, facilitator agreements and affiliation documents to the discussion. Identify the party named in each agreement and the person authorised to sign it. Review clauses concerning damage to the venue, cancellation and indemnities with appropriate advice. Keep a record of committee approval for significant commitments. A small volunteer group may not use elaborate contracts, but it still benefits from knowing who agreed to what. The broker should see the actual conditions accepted instead of only a statement that the venue requires public liability insurance.

Maintain a practical inventory and activity calendar that can be handed to a new organiser. Record the ownership of equipment, where it is stored and who may use it. Keep relevant incident information, supplier details and instructions for volunteer roles in an accessible system. For a public event, retain the final arrangements and responsibilities rather than an outdated planning draft. Protect member contact information and avoid relying on one person’s private inbox as the only record of the group’s business. Accurate, proportionate records help describe the operation and support continuity without creating unnecessary administration for every ordinary meeting.

If someone is injured or property is damaged, obtain appropriate assistance and record what happened. Identify the activity, location, people involved and any immediate action taken, distinguishing direct observations from later reports. Notify the relevant insurance contact and check the process before agreeing to reimburse a participant or venue. Keep the hire agreement and event records available for assessment. If a concern involves sensitive personal information or another specialist issue, obtain suitable guidance. The group should communicate clearly through an authorised person while avoiding assumptions that the presence of a policy means every requested payment will be accepted.

At renewal, review the planned calendar, membership structure and significant changes in activities. A new public event or service may deserve a discussion even when the group’s overall purpose is unchanged. Update equipment values and storage arrangements. During committee handover, transfer the policy information, claims contact and record of key decisions through an appropriate secure process. Ask the broker to explain which entity and activities are insured and any important conditions or exclusions. A short, accurate handover can prevent uncertainty later and helps keep the insurance arrangements connected to the community work actually being delivered.