Event Assured Professional Proposal form

Event Assured Professional is designed to meet the insurance needs of a professional event organiser.

Which sections should you complete?

Section Title Should you complete it?

1 Your business All businesses must complete this section2 Subsidiary and associated

companiesPlease complete this section if you require cover under any section of cover for subsidiary or associated companies

3 Professional indemnity Please complete this section if you require this cover

4 Public and products liability and employers’ liability

Please complete this section if you require this cover

5 Claims All businesses must complete this section 6 Declaration All businesses must complete this section

This proposal form The purpose of this proposal form is for us to find out who you are and what you do with a view to making a proposal for one or more products from the Hiscox Professional Insurance Portfolio. It does not oblige either party to enter into a contract of insurance

Insurance is a contract of utmost good faith. This means that the information you provide in this proposal form must be complete, accurate and not misleading. It also means that you must tell us about all facts and matters which may be relevant to our consideration of your proposal for insurance. Any failure by you in this regard may entitle us to treat this insurance as if it never existed.

If a contract of insurance is agreed between us this proposal form, and all other information given to us by you or anyone on your behalf, whether it is written, verbal or otherwise, will form the basis of the contract.

Whoever signs this form must be a director, officer, board member or senior manager of the proposer and must make all the necessary enquiries of their fellow directors, officers, board members, senior managers and employees to enable all the questions to be answered completely, accurately and clearly.

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Event Assured Professional Proposal form

Section 1 – Your business

You must complete this section.

1.1 Your business Company name      

Main address      

Postcode      

Year business established:      

HMRC Employer Reference Number (ERN)^      1.2 Subsidiary companies If you require cover for subsidiary or associated companies, you must ensure that all

information you give in this proposal form incorporates that for the subsidiary or associated companies, including income and claims information.You must also complete section 2 – subsidiary and associated companies.

1.3 Your employees Please provide your total number of employees (including subsidiaries):      1.4 Additional liabilities Is cover required for anything other than work undertaken by the firm(s)

identified on this proposal form? This may include a predecessor in business or liability of one of your partners or principals relating to work undertaken elsewhere. Yes No If Yes, please provide details:

     

1.5 Membership of professional organisations

Is your business a member of any professional organisations or trade association? Yes No If Yes, please provide details:

     

1.6 Your turnover a. Please provide your turnover, including fee income and who the work is carried out for:

Past year ending  /  /    

Current year Estimate for coming year

United Kingdom clients £      £      £     

Overseas clients (excluding USA/Canada) £      £      £     

USA/Canada clients under contracts subject to non-USA/Canada law

£      £      £     

USA/Canada clients under contracts subject to USA/Canada law

£      £      £     

Turnover includes (but is not limited to) fee income/revenue, media spend, production and campaign costs and payments to sub-contractors.

1.7 Tour operators and travel agencies

Are you involved in incentive, conference and/or event management involving group travel or otherwise acting as:

a. an ‘organiser’ (tour operator) forming packages under the Package Travel, Package Holidays and Package Tours Regulations 1992; or

b. a travel agency or business travel agency? Yes No

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Event Assured Professional Proposal form

If Yes, please answer questions X below:

1.8 ATOL Do you have an Air Travel Organisers’ Licencing (ATOL) licence? Yes No

If Yes, please provide your ATOL number:

     

1.9 Travel type and destinations

a. How many persons did you arrange travel for on the following bases:

Current year ending   /  /     Estimate for coming year

Inclusive packages            

Flights only            

b. Which destinations will you provide packages to? Please provide estimates for the next 12 months:

TerritoryTurnover   /  /    

Total passenger numbers

United Kingdom £           

Northern Europe £           

Southern Europe (not inc. Turkey and Greece) £           

Eastern Europe £           

Turkey, Greece, Egypt and India £           

Caribbean £           

USA/Canada £           

All other countries/territories £           

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Event Assured Professional Proposal form

Section 2 –Subsidiary or associated companies

Please complete this section if you require cover under any section of cover for subsidiary or associated companies.We can extend this insurance to include subsidiary or associated companies for which you require cover provided that:

a. a complete list of the companies is given below (or on a separate sheet if necessary); and

b. the turnover and claims information declared on this proposal form incorporates that for the subsidiary or associated companies; and

c. all other information you give in this proposal form incorporates that for the subsidiary or associated companies.

2.1 Subsidiary companies Subsidiary company means any company in which the company named in section 1, directly or indirectly, owns more than 50% of the book value of the assets or outstanding voting rights.

Please provide the following details for all subsidiary companies to be insured.

Name Main/registered address including postcode

Country HMRC Employer Reference Number^

                       

                       

                       

                       

                       

                       

2.2 Associated companies Please provide the following details for any associated companies to be insured below:

Name Main/registered address including postcode

Country HMRC Employer Reference Number^

                       

                       

                       

                       

2.3 ERN information ^The HMRC Employer Reference Number (ERN) is required if you wish to be insured for Employers’ liability (see section 7.6). The ERN is also referred to as the ‘Employer PAYE reference’ on HMRC documentation. It always starts with three digits, followed by a slash (‘/’), then a string of letters and numbers.

If the company or entity does not have an ERN, please enter the reason in the relevant box above, which should be one of the following:

a. the business does not have any employees;

b. the business is registered outside England, Scotland, Wales or Northern Ireland;

c. all employees earn below the current PAYE threshold.

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Event Assured Professional Proposal form

Section 3 – Professional indemnity – general

Optional – only complete this section if this insurance cover is required

3.1 Your business activity Your percentage of turnover including fee income must be separated approximately into the activities listed below so that we can understand what you are doing and because we only cover you for the work which you declare:

Turnover

a. Event organisation and management – not as a tour operator      %

b. Business travel, incentive and event management as a tour operator      %

c. Consumer travel as tour operator      %

d. Business house travel agency      %

e. Consumer travel agency      %

f. Sourcing venues      %

g. Audio visual production      %

h. Creation of content for advertisements      %

i. Design of printed literature, promotional material, conference guides etc.      %

j. Direct marketing      %

k. Telemarketing      %

l. Database management and list broking      %

m. Sales promotion

n. Market research      %

o. Public relations      %

q. Graphic design (not interior design or product design)      %

r. Corporate identity/brand consultancy      %

s. Marketing consultancy, motivation management      %

t. Others – please specify:      %

     

3.2 Future business activities Do you expect any significant changes to the split of activities shown above in the coming 12 months? Yes No If Yes, please give details:

     

3.3 Business activities – description

Please provide a description of your business activities in your own words including any specialisations:

     

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Event Assured Professional Proposal form

3.4 Contracts a. Please give details of the five largest contracts you have carried out in the past three years:

Name of client Nature of work undertaken

Total value of contract

Income to you from contract

Contract duration

                             

                             

                             

                             

                             

b. Within the past three years what is the average value of the contracts you get involved in? £     

3.5 Cover required a. Please tick the limit of indemnity required for professional indemnity liability:

£250,000 £500,000 £1,000,000 Other: £      

3.6 Risk management a. What procedures do you have in place to ensure that any photo, film clip, music or other content used by you does not breach any third-party rights? If you have standard written procedures please attach a copy.

     

b. Please advise under what circumstances you would refer material to lawyers for checking:

     

c. Please advise which lawyers you use for clearance advice:     

3.7 Sub-contractors Do you use independent sub-contractors? Yes No

If Yes:

a. What approximate percentage of your turnover is paid to sub-contractors?      %

b. For what type of work are they used?

     

3.8 Sub-contractors and non-employed contributors

a. What percentage of your content is supplied by non-employed contributors including freelancers or other non-employees?      %

b. Do you always obtain a hold harmless or indemnity from non-employed contributors for claims that may arise from the content of the material? Yes No If No, please provide details:

     

3.9 Other services for clients a. Do you provide any other services to third parties? Yes No

If Yes, please provide details:

     

b. What percentage of your declared turnover comes from these activities?      %

3.10 Your website a. What is your website address?

     

b. Do you have any facility within your websites where any third-party content may be published or otherwise made publicly accessible on Yes No

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Event Assured Professional Proposal form

any weblog, online journal, online diary, or online chatroom?

c. Is all third-party material subject to your standard checking procedures (as declared at section 2 and/or section 3 of this proposal form) prior to posting on your websites? Yes No

d. Please provide details of your takedown procedures in the event of a complaint related to third-party material:

     

Please note that cover is only provided where third-party content is subject to the applicant’s standard editorial procedures prior to it being made publicly accessible.

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Event Assured Professional Proposal form

Section 4 – Public and products and employers’ liability

Optional – only complete this section if this insurance cover is required.

4.1 Total wage roll Description* Estimate for next 12 months

Percentage of work away from your premises

Clerical/non-manual       £            %

Manual*       £            %

Manual*       £            %

Manual*       £            %

*Please enter a description for the type of manual work undertaken.

4.2 Non-British employees Are all of your employees British nationals? Yes No

If No, give the number and nationality of non-British nationals below:

     

4.3 Premises How many premises you occupy:      

4.4 Work at height Is any work undertaken in excess of ten metres above ground level? Yes No

If Yes, please provide further details below:

     

4.5 Work with heat Is any work undertaken either at or away from the premises involving heat processes? Yes No If Yes, please provide further details below:

     

4.6 Hazardous activities a. Do you offer travel or events which involve any of the following activities? Please estimate turnover for the next 12 months, on both a package and non-package basis:

Package Non-package

Skiing and other winter sports £      £     

Motorised vehicles (other than vehicles being used on public highway) £      £     

Motorised water sports £      £     

Shooting, archery, paintball £      £     

Abseilling, bungee jumping, climbing, caving £      £     

Scuba diving £      £     

Parachuting, parascending, paragliding, or any other aerial activity other than a passenger in an aircraft

£      £     

Water borne activities including white water rafting, canoeing £      £     

Any other hazardous activities – describe below: £      £     

     

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Event Assured Professional Proposal form

b. Do you always employ specialist sub-contractors to manage hazardous activities? Yes No If No, please provide details of the activities you provide:

     

4.7 Cover required a. Please tick the limit of indemnity required for public and products liability:

£2,000,000 £5,000,000 £10,000,000 Other: £      

b. Employers’ liability quotations will automatically be based on a £10,000,000 cover limit.

c. What is the expiry date of your current policy?      

4.8 Employers’ Liability Tracing Office (ELTO)

Hiscox is a member of the Employers’ Liability Tracing Office (ELTO) and in order to meet the requirements of Financial Conduct Authority regulation, we need you to supply us with certain data. Please ensure you have completed:

a. the ‘HMRC Employer Reference Number (ERN)’ boxes in section 1 and 2 for all companies to be insured;

b. the main/registered address boxes in section 1 and 2 for all companies to be insured.

If you purchase a policy, your policy details will be added to the Employers Liability Database, managed by the ELTO. This data will be available for search by registered users as well as individual claimants on a limited basis, who wish to verify the employers' liability insurer of an employer at a particular point in time.

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Event Assured Professional Proposal form

Section 5 – Claims

You must complete this section.Please complete the claims questions for any risk now to be insured.

5.1 General In relation to your professional business activities, are you after reasonable enquiry aware of:

a. any matter which may lead to a claim against you.

This includes:

i. a shortcoming or problem in your work known to you which you cannot reasonably put right; Yes No

ii. a complaint about your work or anything you have supplied which cannot be immediately resolved; Yes No

iii. an escalating level of complaint on a particular project or event; Yes No

iv. a client withholding payment due to you after any complaint. Yes No

b. any loss from the dishonesty or malice of any employee or self-employed freelancer. Yes No

c. any loss from the suspected dishonesty or malice of any employee or self-employed freelancer or contractor. Yes No

d. any matter which may give rise to a claim against your predecessors in business or any past director, officer, board member, senior manager or employee. Yes No

If you answered Yes to any of the above, please provide full details:

     

5.2 Professional indemnity Has any claim, whether successful or not been made against you or your predecessors in business or any past or present director, officer, board member, senior manager or employee (whether previously insured or not)? Yes No

5.3 All others covers In respect of the following insurance covers – hacker damage, public and products liability, employers’ liability: Has any claim or loss, whether successful or not, ever occurred or been made against you or your predecessors in business or any past or present director, officer, board member, senior manager or employee in respect of any risk now to be insured under the insurance covers listed above (whether previously insured or not)? Yes No

If the answer to 5.3. and/or 5.4. is Yes, please give full details below:

Date Details Amount Remedial action

                       

Please continue on a separate sheet if necessary.

5.4 Employers’ liability Are you aware after enquiry of any potential injury or disease to an employee, which may give rise to a claim? Yes No If Yes, please provide full details:

     

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Event Assured Professional Proposal form

5.5 Previous insurance Have you ever had any insurance or proposal cancelled, withdrawn, declined or made subject to special terms? Yes No If Yes, please provide details:

Date Details

           

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Event Assured Professional Proposal form

Section 6 – Declaration

You must complete this section.Please read the declaration carefully and sign at the bottom.

6.1 Material information Please provide us with details of any information which may be relevant to our consideration of your proposal for insurance. If you have any doubt over whether something is relevant, please let us have details.

6.2 Your information By.signing this proposal form, you consent to the Hiscox group of companies (collectively referred to as Hiscox) using the information we may hold about you or others related to your policy for the purposes of providing insurance and handling claims, if any, and to process sensitive personal information about you or others related to your policy where this is necessary (for example health information or criminal convictions). This may mean Hiscox has to give some details to third parties involved in providing insurance cover. These may include insurance carriers, third-party claims adjusters, fraud detection and prevention services, third-party service providers, reinsurance companies, insurer tracing offices and insurance regulatory authorities. Where such sensitive personal information relates to anyone other than you, you must obtain the explicit consent of the person to whom the information relates both to the disclosure of such information to us and its use by Hiscox as set out above. The information provided will be treated in confidence and in compliance with all relevant regulation and legislation. You or others related to your policy may have the right to apply for a copy of this information (for which Hiscox may charge a small fee) and to have any inaccuracies corrected. For training and quality control purposes, telephone calls may be monitored or recorded.

6.3 Declaration I/We declare that (a) this proposal form has been completed after proper enquiry; (b) its contents are true and accurate and (c) all facts and matters which may be relevant to the consideration of our proposal for insurance have been disclosed.

I/We undertake to inform you before any contract of insurance is concluded, if there is any material change to the information already provided or any new fact or matter arises which may be relevant to the consideration of our proposal for insurance.

I/We understand that non-disclosure or misrepresentation of a material fact or matter will entitle Hiscox Underwriting Ltd to avoid this insurance.

I/We agree that this proposal form and all other information which is provided are incorporated into and form the basis of any contract of insurance.

     

Name of director/officer/board member/senior manager

  /  /    

Signature of director/officer/board member/senior manager Date

A copy of this proposal should be retained for your records.

6.4 Complaints Our aim is to ensure that all aspects of your insurance are dealt with promptly, efficiently and fairly. At all times we are committed to providing you with the highest standard of service. If you have any questions or concerns about your policy or the handling of a claim you should, in the first instance, contact Hiscox Customer Relations either in writing at:

Hiscox Customer Relations3rd floor, Mallard HouseKings Pool3 Peasholme GreenYork YO1 7PX

or by telephone on 01904 681198 or by email at customer.relations@hiscox.com.

Complaints that cannot be resolved by the Hiscox Customer Relations department may then be referred to the Financial Ombudsman Service. Further details will be provided at the appropriate stage of the complaints process. This complaint procedure is without prejudice to your right to take legal proceedings.

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Hiscox Underwriting Ltd trading as Event Assured is authorised and regulated by the Financial Conduct Authority.