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Affiliate Insurance Minimum Standards & COI Checklist
Template for associations and their affiliates. Replace bracketed placeholders with your association’s details before distributing.
Why This Matters
Every affiliate school carries its own insurance. That keeps each school protected with its own limits and keeps one claim from becoming a problem for the whole association.
This kit explains:
- the minimum coverage every affiliate must carry,
- how to list [ASSOCIATION SHORT NAME] on your policy, and
- what to send us each year.
These requirements are a condition of affiliation. They apply to all affiliate locations, instructors, and programs operating under the [ASSOCIATION SHORT NAME] name.
1. Minimum Coverage Standards
| # | Coverage | Minimum Required | Status | Notes |
|---|---|---|---|---|
| 1 | General Liability, with participant coverage | $1,000,000 per occurrence / $[2,000,000–3,000,000] aggregate | ☐ Required | Must include injuries to participants (students, members, guests) during training. See the note below. |
| 2 | Professional Liability (instruction / supervision) | $1,000,000 per claim / $[2,000,000] aggregate | ☐ Required | Covers claims of improper instruction, poor supervision during live rolling or sparring, and unsafe pairing. |
| 3 | Abuse & Molestation | $[1,000,000] per occurrence | ☐ Required if any students are under 18 · ☐ Recommended for all | Required for any school with kids' or teen programs. Many landlords also require it. |
| 4 | Participant Accident / Excess Medical (no-fault) | $[10,000–25,000] or more per participant | ☐ Required | Pays medical bills regardless of fault. This helps keep small injuries from turning into lawsuits. |
| 5 | Workers' Compensation | Statutory limits per state law · Employer's Liability $[500,000/500,000/500,000] | ☐ Required where you have employees | Requirements vary by state. Ask your broker whether paid instructors or staff trigger coverage in your state. |
| 6 | Property (mats, equipment, build-out) | At your discretion | ☐ Recommended | Not required by [ASSOCIATION SHORT NAME], but strongly recommended. Your lease may require it. |
| 7 | Umbrella / Excess Liability | $[1,000,000]+ | ☐ Recommended · ☐ Required for [large schools / competition teams / schools over ___ students] | Adds limits above your GL. |
Many standard commercial policies exclude injuries to participants in martial arts, grappling, or combat sports. A generic "business owner's policy" or fitness policy may not cover a student who gets hurt while rolling.
Your policy must specifically include participant injury for the activities you offer. Ask your broker directly:
"Does this policy cover bodily injury to students and participants during Brazilian Jiu-Jitsu / grappling training, including live rolling and open mat?"
Covered Activities
Your policy should list or clearly include every activity your school offers. Check all that apply and confirm each one with your broker:
- ☐ Brazilian Jiu-Jitsu (Gi)
- ☐ No-Gi / Submission Grappling
- ☐ Open Mat (including drop-in and visiting students)
- ☐ Kids' / Youth Programs
- ☐ Wrestling / Judo
- ☐ Striking (Muay Thai, Kickboxing, MMA). These often need separate underwriting.
- ☐ Self-Defense / Women's Self-Defense Programs
- ☐ Strength & Conditioning
- ☐ Seminars hosted at your school
- ☐ In-house tournaments or belt promotions
- ☐ Off-site training (parks, schools, corporate classes)
- ☐ Other: ______________________
If an activity is not covered, do not offer it under the [ASSOCIATION SHORT NAME] name until coverage is confirmed.
2. Additional Insured & Certificate Requirements
This is the most important section for the association. If a claim names [ASSOCIATION SHORT NAME] because of something that happened at your school, your policy must respond first.
Required on Your Policy and Certificate
| # | Requirement | What It Means | Status |
|---|---|---|---|
| A | Additional Insured (AI) | [ASSOCIATION LEGAL NAME], its officers, directors, employees, and volunteers are named as additional insureds on your General Liability policy, and on Professional and Abuse & Molestation policies where available. | ☐ |
| B | Primary & Non-Contributory | Your policy pays first. The association's own insurance does not have to contribute. | ☐ |
| C | Waiver of Subrogation | Your insurer agrees not to sue the association to recover money it paid on a claim. | ☐ |
| D | 30-Day Notice of Cancellation | The association gets at least 30 days' written notice if the policy is canceled or not renewed (10 days for non-payment). | ☐ |
| E | Not Contingent on Other Insurance | The association's AI status doesn't depend on whether it has its own coverage. Your policy responds first, no matter what other insurance exists. | ☐ |
| F | Separate Endorsement Provided | You send the actual AI endorsement page, not only the certificate. | ☐ |
Note on cancellation notice: The standard certificate form doesn't guarantee notice to the association by itself. Ask your broker to add a notice-of-cancellation endorsement to the policy, or confirm in writing that notice will be provided.
Certificate Holder (Exact Wording)
[ASSOCIATION LEGAL NAME] Attn: Affiliate Compliance [STREET ADDRESS] [CITY, STATE ZIP]
Sample Language to Give Your Broker
Copy and paste the text below into an email to your broker.
Subject: Certificate of Insurance Request – [AFFILIATE SCHOOL NAME] / [ASSOCIATION SHORT NAME] Affiliation
Endorsement references for brokers: ISO forms include CG 20 26 (Additional Insured), CG 20 01 (Primary and Noncontributory), CG 24 04 (Waiver of Subrogation), or carrier equivalents.
3. What to Send Us
Annual Submission Checklist
Send the following to [COMPLIANCE EMAIL] or upload to [PORTAL / SHARED FOLDER LINK]:
- ☐ Certificate of Insurance (COI) showing all required coverages and limits
- ☐ Additional Insured endorsement (the actual endorsement page)
- ☐ Primary & Non-Contributory endorsement (if separate)
- ☐ Waiver of Subrogation endorsement (if separate)
- ☐ Notice of Cancellation endorsement, or broker confirmation
- ☐ Abuse & Molestation endorsement or declarations page (required if you serve students under 18)
- ☐ Participant Accident / Excess Medical proof (declarations page or certificate)
- ☐ Workers' Compensation certificate, or a signed statement that you have no employees
- ☐ Covered activities confirmation: the broker's written confirmation that participant injury for grappling is included
- ☐ Affiliate Insurance Acknowledgment form, signed (available from [ASSOCIATION SHORT NAME])
File naming: [SchoolName]_[State]_COI_[PolicyExpirationYYYY-MM-DD].pdf
Renewal & Expiration Tracking
- Submit proof at least [30] days before your policy expires.
- [ASSOCIATION SHORT NAME] tracks expiration dates. You'll get reminders at [60 / 30 / 7] days before expiration.
- Send an updated COI within [10] business days if you change carriers/brokers, change limits or reduce coverage, add a new location or activities, or receive notice of cancellation or non-renewal.
- If coverage lapses, affiliate benefits are paused until valid proof is received. See Section 5.
4. Daily Training vs. Events
| Activity | Whose Policy Covers It | What's Required |
|---|---|---|
| Daily classes, open mat, private lessons at your school | Your school's primary policy | The minimums in Section 1 |
| Seminars or in-house events at your school (your own students) | Your school's policy, if the activity is included | Confirm with your broker that seminars and guest instructors are covered |
| Events open to outside participants or the public | Event insurance or a special event endorsement | Event COI naming [ASSOCIATION LEGAL NAME] as additional insured, submitted [14] days before the event |
| Off-site events | Event insurance or an endorsement. The venue will usually require its own AI too. | Event COI, the venue's requirements, and signed participant waivers |
| Association-sanctioned or association-hosted events | Per the event agreement. The association's coverage is secondary/excess. | Follow the [ASSOCIATION SHORT NAME] Event Requirements sheet |
- Waivers: Every participant signs the event waiver. A parent or guardian signs for minors.
- Competitor accident coverage: For higher-risk events, competitors may be required to carry their own supplemental accident coverage.
- Athletic commission rules: Events with cash prizes, paid athletes, professional rankings, or striking may fall under state athletic commission rules. Check before you schedule.
5. Compliance & Affiliation
- Annual proof of insurance is a condition of affiliation, along with proof at each renewal.
- Required alongside insurance:
- ☐ Signed participant waivers on file for every student, with parent or guardian signatures for minors
- ☐ Current First Aid / CPR for head instructors
- ☐ Background checks for anyone instructing or supervising minors
- ☐ Basic written safety protocols covering pairing, injury response, and concussion awareness
- If coverage is missing or lapses: written notice with [30] days to provide valid proof; suspension of association benefits; removal from the affiliate list.
- Templates available from [ASSOCIATION SHORT NAME]: participant waiver, risk management checklist, sample COI language (this document), the Affiliate Insurance Acknowledgment form, and the Event Requirements sheet. Request them at [EMAIL / PORTAL LINK].
- Preferred group program (if offered): contact [CONTACT]. Using it is [optional / encouraged / required for new affiliates].
Quick Reference: One-Page Summary
| ✔ | Item | Minimum |
|---|---|---|
| ☐ | General Liability including participant injury | $1M / $[2–3]M |
| ☐ | Professional Liability | $1M |
| ☐ | Abuse & Molestation (youth programs) | $[1M] |
| ☐ | Participant Accident / Excess Medical | $[10k–25k]+ |
| ☐ | Workers' Comp (if employees) | Statutory |
| ☐ | Property (mats/equipment) | Recommended |
| ☐ | [ASSOCIATION LEGAL NAME] named Additional Insured | Required |
| ☐ | Primary & Non-Contributory | Required |
| ☐ | Waiver of Subrogation | Required |
| ☐ | 30-Day Notice of Cancellation | Required |
| ☐ | COI + endorsements sent to [COMPLIANCE EMAIL] | Annually and at renewal |
Affiliate Acknowledgment
I confirm that [AFFILIATE SCHOOL NAME] has reviewed these requirements, maintains the required coverage, and will provide updated proof at each renewal or change.
Affiliate School: ______________________________ State: ________
Owner / Authorized Signer: ______________________________
Signature: ______________________________ Date: ____________
Broker Name & Contact: ______________________________
Disclaimer: This checklist is a general guide, not legal or insurance advice. Final limits and wording should be reviewed with legal counsel and a broker who specializes in martial arts insurance, in the states where your affiliates operate.
© [YEAR] [ASSOCIATION LEGAL NAME]. Affiliates may reproduce this document for their own compliance use.
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