When are we covered by our liability insurance?

The definitive answer is provided in the actual Policy document, specifically Part II - Who is an Insured. However, our broker (Hub) helped us to condense the answer as follows.

Example scenario: A club organizes an event using a travel agency. 

If an event is sanctioned by Probus, then club members participating in the event would be covered under the Commercial General Liability (CGL) policy, even if the event is coordinated through a third-party provider and payments go directly to them.

The key factor is whether the event is officially recognized as a club activity. If so, the club and participating members are covered under Part II, 1(d) of the policy, and the coordinator would be considered a “volunteer worker” under Part II, 2(a).

Even though our clubs may not have a formal process for sanctioning events, a claims analyst would recognize an event as "sanctioned" if it has been planned and promoted by the Probus club—regardless of whether the communication was verbal, via email, on their website, or included in a newsletter. The key factor is that the event is clearly associated with the club’s activities and has been organized or endorsed by the club.