Thinking about and dealing with insurance, legal liability, and risk assessment is probably the least fun part of a community ride or event. But, being proactive is critical. One crash can wipe out an organization’s entire cash reserves and potentially put your personal assets at risk. Understanding insurance requirements is essential to protect both organizers and participants.
When You Don't Need Insurance
Not every bicycle gathering necessitates formal insurance. For instance:
Informal Group Rides: If you're organizing a spontaneous ride with friends or a small group where participation is voluntary and there's no official structure, insurance may not be a pressing concern.
Private Events on Personal Property: Hosting a bike-related event on your own property with a few acquaintances might not require additional coverage beyond your existing homeowner's insurance.
However, it's always wise to assess the potential risks and consider the benefits of having insurance, even for smaller events.
Types of Insurance
Insurance isn’t just a bureaucratic hoop to jump through—it’s a powerful tool that ensures your community events are protected, sustainable, and stress-free. Imagine putting in countless hours organizing a fantastic bike event, only to have one accident threaten everything you’ve built.
General Liability Insurance – Your First Line of Defense
Think of this as the backbone of your event’s insurance coverage. General liability insurance covers bodily injury and property damage that might occur during your ride or event. Someone trips over a misplaced bike rack? Covered. A rider crashes into a vendor’s tent and damages their display? Covered. This is the policy that keeps unexpected mishaps from turning into financial disasters.
Participant Accident Insurance – Because Things Happen
You can plan the safest ride possible, but accidents still happen. This type of coverage helps with medical expenses if a participant is injured during the event. It doesn’t matter if they hit a pothole, misjudge a turn, or simply fall—this policy steps in to cover emergency care, hospital visits, and treatment costs. The best part? It ensures your participants feel safe knowing they won’t be left with a hefty bill just for showing up.
Directors & Officers (D&O) Insurance – Protecting Your Leadership
If you sit on the board of a nonprofit or advocacy group, this one’s for you. D&O insurance shields your leaders from personal liability if they are sued for decisions made on behalf of the organization. In today’s world, where lawsuits can come from unexpected directions, this coverage helps ensure that passionate advocates aren’t personally at risk for doing good work. Bottom line: You want your leaders focused on making cycling safer, not worrying about legal trouble.
Equipment Insurance – Because Gear is Expensive
Your organization likely has bikes, tools, signage, and maybe even a pop-up tent or trailer. What happens if these items get stolen, damaged, or destroyed? Equipment insurance protects your investment so that one unfortunate incident doesn’t derail your future events. If you’re running a bike rodeo or repair workshop, this is an essential safeguard.
Volunteer Insurance – Taking Care of the People Who Show Up
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Volunteer Insurance – Taking Care of the People Who Show Up
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Volunteer Insurance – Taking Care of the People Who Show Up
Volunteers are the heartbeat of your event, the people who give their time and energy to make sure things run smoothly. But what if a volunteer gets injured while setting up, directing traffic, or leading a ride? Volunteer insurance ensures they receive medical care and support without unnecessary financial burdens. This coverage not only protects them but also strengthens your ability to recruit and retain great volunteers.
Why This Matters
Insurance isn’t about expecting the worst—it’s about being ready for anything so you can focus on what truly matters: building community, getting people on bikes, and advocating for safer streets. When your organization has the right insurance in place, you can dream bigger, plan better, and move forward with confidence.
Insurance Through the League of American Bicyclists
The League of American Bicyclists provides an affordable insurance option through its partnership with American Specialty Insurance. While 3 Feet Please is not affiliated with either organization, many of our members serve on the boards of other bicycle groups that use this coverage and speak highly of their experience. By becoming a member organization of the League, clubs and advocacy groups can obtain comprehensive general liability and participant accident policies at a cost ranging from a few hundred dollars to around $1,000 annually, depending on the size of the organization and the scope of activities. Additionally, optional coverage is available for specific needs such as educational programs or bike repair.
To explore this opportunity and request a quote, visit the League's insurance program page.
Understanding Certificates of Insurance and Additional Insured Status
When collaborating with other entities or using external venues, you may encounter requests for a Certificate of Insurance (CoI) and to list certain parties as additionally insured. Here's what that entails:
Certificate of Insurance (CoI): This document serves as proof that your event carries the necessary insurance coverage.
Additional Insured: Listing an entity as additionally insured extends your policy's coverage to include them, protecting them from claims arising from your event.
When Is This Needed?
Venue Requirements: If your event starts at a public park, school, or any property not owned by your organization, the property owner may require a CoI with themselves listed as additionally insured.
Collaborative Events: Hosting events like a Bike Rodeo in partnership with local businesses or municipalities often necessitates providing them with a CoI and additional insured status.
How to Obtain a CoI
Securing a CoI is typically straightforward. Once your insurance policy is active, contact your insurance agent with the details of the entity requiring additional insured status. They will issue the CoI, usually at no extra cost.
Liability Waivers
Liability waivers are typically a requirement of most insurance providers in managing risk during your event. They inform participants of potential risks and help protect your organization from legal claims.
Key Points:
Adult Participants (18 and over): A multi-line waiver (meaning many people can sign on a single page) can be used, outlining the terms and requiring a signature.
Minor Participants (Under 18): A single-page waiver is necessary, and it must be signed by a parent or legal guardian.
Record Keeping: It's essential to retain signed waivers for a specified period, as determined by your State's laws, to ensure protection in case of future claims. This can range anywhere from 3 years to until a youth turns 18.
Printable Waiver Forms:
Pre-Event Safety Briefings
It's prudent for all organizations to establish a system for teaching participants essential bike safety measures before every event. In particular, if your event is covered under the League of American Bicyclists' insurance policy for League Certified Instructor (LCI) you are required to share the League's "5 Need to Know" principles to ensure liability insurance coverage.
For a simplified approach, consider the ALERT system developed by 3 Feet Please, which encompasses many aspects of the League's requirements in an easy-to-remember format. However, ALERT is not a substitute for the League's requirements if you're under their insurance umbrella.
Best Practices for Minimizing Liability
Proactively addressing potential risks can significantly reduce legal liability. Here are some actionable steps:
Conduct Thorough Risk Assessments: Evaluate the route and venue for hazards, such as uneven surfaces, traffic intersections, or environmental concerns. Highlight potential issues with your leadership team pre-event.
Implement Safety Protocols: Ensure all participants wear helmets, use lights if appropriate, have access to water, and have first aid resources readily available.
Provide Adequate Training: Offer pre-event safety briefings and consider having skilled cyclists or League of American Bicyclists Certified Instructors lead the group.
Maintain Clear Communication: Inform participants of the event's rules, expectations, and emergency procedures.
Signage or Marshals: Clearly mark the route or have volunteers directing riders.
Contingency Plans: Prepare for severe weather, mechanical breakdowns, and lost riders
Document Everything: Keep records of waivers, safety measures implemented, and any incidents that occur during the event.
Potential Risks
Look at every aspect of your event and assess potential risks, including:
Route and Venue Hazards
- Uneven pavement, potholes, or debris on the roads
- Intersections and high-traffic areas
- Blind corners or areas with limited visibility
- Railroad crossings, street cars & light rail, or bridge
- Areas prone to flooding or other weather-related hazards
Participant Safety Risks
- Riders not wearing helmets or riding unsafe bikes
- Participants unfamiliar with riding in a group
- Presence of children or individuals with varying skill levels
- Medical emergencies (heat exhaustion, dehydration, falls)
Operational Risks
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Operational Risks
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Operational Risks
- Inadequate signage and wayfinding for riders
- Poor communication between organizers, volunteers, and participants
- Insufficient emergency preparedness (first aid, lost rider protocols, severe weather plans)
- Lack of clear start and finish points or staging areas
Additional Resources
For more detailed information on insurance options and risk management, consider exploring the following:
League of American Bicyclists Insurance Program: Avaliable for member organizations, regardless of tax-exempt or incorporation status. They provide both general liability and participant accident policies, with optional coverages for education, bike refurbishment, and other activities. Organizations can explore and request quotes through the League's cooperative insurance program website.
XINSURANCE provides specialized biking liability insurance solutions for businesses, professionals, and enthusiasts. They offer coverage for injuries, property damage, and claims regarding negligent acts
USA Cycling offers general liability and rider accident insurance for permitted events, covering road, track, mountain biking, cyclo-cross, collegiate, and pro events. They also provide online tools for race directors, clubs, and coaches to receive quotes and bind insurance coverage for ancillary event liability.
Sadler Insurance offers customizable cycling insurance packages for cycling teams, clubs, races, and instructors.
By proactively addressing insurance requirements and implementing robust safety measures, you're paving the way for successful, enjoyable, and secure cycling experiences for all.