BSM Insurance

for Trips

All BSM-sponsored activities MUST be covered by insurance. This is a requirement and includes short term mission trips / projects, retreats, conferences, work days, concerts, and anything that involves ladders / hammers, etc. If something happens, let your supervisor know immediately and submit the report form within a couple days.

Activities that should not be sponsored by BSM

Due to lack of affordable liability insurance coverage these activities will not be sponsored by BSM at any time:

- No bubble soccer or any similar type games
- No inflatables
- No BSM activity is to involve guns or bows, loaded or unloaded. Therefore, no hunting trips, no target practice in someone's field, no target practice at a gun range, no taking International students hunting, your staff hunting, one student hunting, etc. etc. This includes gun games.

Trip Insurance Forms

All trip insurance forms are located HERE.

You can find:

- AIL Special Risk Insurance Form and an overview of this insurance - information also listed below.
- International Insurance Information (including registration information, a summary of coverage, insurance card, medical & accidental report form)

Certificate of Insurance

The Certificate of Insurance (COI) form is used to request insurance for a BSM sponsored event when there is a contract involved requiring additional liability insurance. Download, fill out, and email the COI form to Cindy Zoller with a copy of the contract* and she will process it with our accounting office and return the certificate to you. It usually takes 2 weeks to get this to you, so please plan accordingly.

* The contract must show Baptist General Convention of Texas as the group name so for example, instead of showing XYZ BSM, please put Baptist General Convention of Texas – XYZ BSM. Also remember, it must state in the contract that the additional liability insurance is required.

Prior to the Trip

1. Do you need a certificate of insurance (COI)?
2. Take out insurance with AIL
3. Get every trip participant to fill out a BGCT Liability Release Form
4. Copy all drivers licenses of those driving

Liability Release Forms

BGCT Liability Release Form

When Borrowing a Van

If you borrow a vehicle, here are the questions you should ask:

- Are we covered by the owner's insurance?
- Who is the insurance company?
- What are the limits of liability?
- What information do you need from us to give to your insurance company?
- If the liability limits are low (less than $100,000 / $300,000 / $100,000) or you are not covered by the policy, do not borrow the vehicle.
- If the van needs to be covered under our insurance, you must use the BSM Vehicle Rental Agreement Form and have it filled out BEFORE you leave for the trip.

When Renting a Van

The BGCT Rental Car Insurance Card covers our rentals.
To be covered, you must be renting through a recognized rental company (Budget, Avis, Hertz, etc) or fill out the BSM Vehicle Rental Agreement form.

AIL Insurance Coverage Instructions

Please follow the steps below to sign up for mandatory insurance coverage for any BSM trips.

1. Go to: https://www.ailife.com/specialriskdivision/activityreport
2. In the first block choose "Camp, College, Travel, and other Non-Extension Youth Programs". In the future, there will be a drop down option for TXBSM.
3. Policy Number: 4325 (will eventually be auto-filled our group is selected in the drop down)
4. Organization: BGCT Collegiate Ministry
5. Leader Information: BSM Director Name and BSM Address
6. Group Name: Local BSM Info (ex: Texas State BSM)
7. Phone: Your Phone
8. Email: Your email
9. At the bottom of the form you will need to enter:
  - - Activity Description: (Harvey relief or BSM Retreat or BSM Workday)
    - Start Date: the day your event starts
    - End Date: the day your event ends
    - Number of participants: total number of people participating from your group
10. Rate: enter $0.30 (That's correct. It is only $0.30 per person per day and provides $5,000 worth of coverage in case of an accident.)
11. Once you hit Submit you will get a form via email to print so that you can send it with your check after the event. If you have more or fewer participants, you can change it on that form before you send the check. Let us know if you have any difficulty with this site.

In Case of Vehicle Accident

Take care of the emergency, call 911 if necessary
Notify local police if necessary and get a file number
Get name, address, phone, and insurance information from other drivers
Notify Travelers insurance immediately (phone number on back of card)
Call Mark (903-530-8647) or Bill (502-594-2684) immediately and inform them of the accident (even if it's in the middle of the night or holiday)
Talk to any parents if necessary, and let them know of the situation
Send Kristen Ray and Estela Escobar an email with all the information within 24 hours (be sure to copy Mark & Bill on that email)

In Case of Injury

1. Take care of the emergency ... go to the emergency room or urgent care center if needed. If there is any doubt, go to the hospital.
2. Call Mark (903-530-8647) or Bill (502-594-2684) immediately and inform them of the accident (even if it's in the middle of the night or holiday)
3. Talk to the parents of the student. Let them know of the insurance situation.
4. Provide claim forms for the student.
5. Follow through over the next several months to make sure forms are filed in a timely manner and that student/parents receive any money owed to them.

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