Insurance Program Advisory

September 2026

Purpose of this advisory

This advisory explains the 2025-2026 and 2026-2027 Rotary Oceania insurance program and the action now required from Clubs, Districts, trusts and other Rotary entities.

The core message is simple: the 2025 2026 and 2025-2026 master insurance policies are in place, but each Rotary entity must complete its online InfoSheet and Declaration so that the broker and insurer have the current information needed for that entity.

Once that process is completed, the entity can receive its insurance documents, invoice and Certificate of Currency.

Executive summary

1. The Rotary Oceania insurance program is provided under master policies arranged for Rotary entities across Oceania.
2. The 2026 program was renewed in December 2025 and July 2026 and now runs on a calendar year from 1 August to 31 July.
3. The program was moved closer to the Rotary financial year so Clubs can budget insurance costs from 1 July to 30 June.
4. Each Club, District, trust and other Rotary entity must complete the online InfoSheet and Declaration.
5. If the InfoSheet is not completed, the system cannot create Certificates of Currency and officers may be exposed if a claim arises.
6. Invoices are issued after completion of the online insurance information process.
7. Where Districts have already collected insurance amounts through District levies, those amounts will be handled by credit note or refund as advised by the relevant District.
8. The 2026 program included new or expanded features, including limited material damage support through a Reserve Fund.
9. Trusts, companies and other related entities must be listed as named parties if they are to be covered.
10. Questions should be raised by filing a Helpdesk ticket: https://not4profit.online/helpdesk_ticket.

What each Rotary entity must do now

Each Rotary entity should now:

1. Check who received the insurance invitation email.
2. Confirm that the correct person is authorised to complete the InfoSheet.
3. Log in to the insurance portal: https://insure.rotarypacificaclubs.online/.
4. Complete or update the InfoSheet.
5. Add all required named parties, including any Club trust, company or other entity requiring cover.
6. Upload required governance documents, such as constitutions and trust deeds.
7. Complete the Declaration.
8. Accept the quote when prompted.
9. Pay the invoice when received.
10. Keep the issued insurance documents and Certificate of Currency with the Club or entity records.

Background

All Clubs, Districts, Club trusts and other eligible Rotary entities in Oceania are covered through the Rotary Oceania insurance program, subject to the terms of the master policies and completion of the required information process.

Insurance information is collected during or near each insurance year and provided to the insurer through the broker. The same information is also used for quarterly reporting and future renewal negotiations. This means the annual InfoSheet is not merely administrative. It is part of the underwriting and risk management process that supports the continuation of the master policies.

The 2026 renewal included some changes from previous years. These changes reflect claims experience, new risks identified during 2025, and the need to ensure that entities with additional risks or assets are properly identified and charged fairly.

Key changes and issues for 2025- 2026

1. Related trusts and companies must be listed

Some Clubs operate through more than one legal entity. For example, a Club may have a charitable trust, an incorporated society, a company, or another related entity.

Those entities must be identified in the InfoSheet if cover is required. Trustees and officers may not be protected unless the relevant trust or entity is named. Additional premium may apply where extra entities are added. This is necessary so that smaller Clubs are not subsidising Clubs with larger or more complex structures.

2. New Zealand incorporated societies must confirm re-registration status

New Zealand incorporated societies must confirm whether they have re-registered under the new incorporated societies regime.

Most Clubs have progressed this work with the support of the templates team. If a Club does not intend to re-register, or is unsure about its status, the insurance team must be told. Failure to deal with this issue may affect cover. There may be solutions, but they need to be considered before a problem arises.

3. Events remain a major risk management focus

More Rotary events are now able to be managed within the master policies. In previous years, some events required separate insurance at additional cost.

This improvement has been possible because Clubs and Districts have done more work on event risk management, including Health and Safety plans and Rotary International Crisis Management planning. The 2026 InfoSheet asks for major events and their risk profile so the insurance team can help manage cover and risk.

Events involving higher-risk activities, including motor sport or high-risk amusements, need early discussion with the insurance team. If a new event is added during the year, the entity should update its information and file a Helpdesk ticket if unsure.

4. Management liability limits are being reviewed

Information collected during 2025 and up to date in 2026, shows that the program had become under-insured for management liability in some areas, particularly where Clubs or trusts manage significant funds.

The 2026 renewal partly addressed this issue with limited premium impact.

Further work is continuing. Any future increase in limits should be targeted to entities that need it, rather than spread unfairly across all entities.

5. Material damage support is now included through a Reserve Fund

A limited material damage arrangement has been added for 2026. This is not a conventional material damage insurance policy. It is a Reserve Fund designed to provide a practical and economical response for entities with modest assets.

The standard limit is NZD 5,000 for any one accepted claim, subject to the Reserve Fund rules. The overall Reserve Fund limit is NZD 40,000 for all accepted claims. Entities with assets over NZD 5,000 can request a top-up quote when completing the InfoSheet.

Insurance covers in place

The 2025-2026 program includes the following broad categories of cover, subject to the terms, exclusions and limits of the relevant policies.

Public or general liability

This cover responds to public and products liability exposures. It is especially relevant to Club activities, public events, community projects and interactions with third parties.

Clubs should list their major events and provide risk management information where requested. This helps the insurance team work with the broker and insurer to maintain cover and avoid unnecessary separate event insurance costs.

Management liability

The management liability cover includes sections such as directors’ and officers’ liability, employment practices liability, miscellaneous professional liability, crime, cyber, statutory liability, employers’ liability and defence costs.

This cover is important because Rotary entities are governed and managed by volunteers. Officers need to understand that good record keeping, proper approvals, safe systems and accurate information all help protect the entity and its officers.

Material Damage Reserve Fund

The Reserve Fund may be used, subject to its rules, for repair or replacement of named-party-owned property damaged during authorised activities, or for related purposes approved by the ZIPC Oceania Subcommittee’s Claims Committee.

The Fund is not available for unrelated losses, personal injury, third-party losses, or claims by an entity that has not paid its material damage Reserve Fund levy.

Information needed before starting the InfoSheet

Before logging in, the person completing the InfoSheet should gather the following:

1. The number of active members in the Club, or the number of Clubs/entities managed by the District or other Rotary entity.
2. Estimated revenue or income for the current year from 1 July 2025 to 30 June 2026, rounded to the nearest 1,000.
3. New Zealand incorporated society re-registration status, if applicable.
4. A copy of the constitution or, if a trust the governing rules.
5. The names of any Club trusts, companies or other related entities requiring cover.
6. Trust deeds or governing documents for trusts or other named entities.
7. Information on activities involving children, meaning anyone under 18.
8. A list of major events planned for the year.
9. Health and Safety plans or other risk management documents for major events.
10. Any request for additional cover for vehicles, significant assets or other optional items.

Completing the InfoSheet

The online InfoSheet uses expandable sections or panels, sometimes called accordion panels. Open each section before starting so you can see what information is required.  TIP This year each panel has an Advisory to help you complete the panel.

Key points:

• Information is saved as you move between sections.
• Member or entity numbers must be entered for each relevant named party. This is in a Named Party Details –  TIP – you may to to scroll down to see the details part of the panel – there is an inner scroll bar to help
• Income must be allocated across activity categories and the percentages must total 100%.
• Constitutions, trust deeds and other documents should be uploaded before final submission.  TIP when you upload a document the panel closes and has to be re-opened to add a further document
• The Declaration must be completed before the Certificate of Currency can be issued.
• If the form does not progress, check whether a required field has been missed.  TIP Error messages advising what is missing appear as a floating box

Invoices, credits and documents

After the InfoSheet, quote acceptance and Declaration are completed, the system will issue:

1. insurance policy or program documents;
2. a Certificate of Currency; and
3. an invoice for the 7 months from 1 January 2026 to 31 July 2027 and a further invoice from 1 August 2026 to 31 July 2027. The reason for this is explained above.

The invoice should be paid when received so that funds can be remitted to the broker.

Some Districts may have already included an amount for insurance in 2025-2026 District dues. Where this applies, the District will provide a credit schedule and the insurance team will process the relevant credit or refund. This is a one-off adjustment while the program moves toward direct invoicing.

Help and support

Help is available through the Helpdesk: https://not4profit.online/helpdesk_ticket.

Online question-and-answer sessions are also available on request on Google Meet:

A member of the insurance team will open each session. If no one joins within 10 minutes, the session may be closed.

District and Zone support

The insurance function is managed through the Zone 8 Insurance and Protection Committee. In Oceania, the team operates as a subcommittee supporting Clubs, Districts and other Rotary entities.

New Zealand representatives include Craig Horrocks, Co-chair of Zone 8 ZIPC and Chair of ZIPC Oceania, and Andrew Smith, Regional Insurance Officer and District 9999 officer. James McCarthy, assisting Districts 9920 and 9910 (currently on leave), and Barry Bailey is assisting District 9940.

The team is volunteer-based.

Clubs and Districts can help by completing information accurately, responding promptly and encouraging younger members with interests in risk management, insurance or finance to consider joining the work as associates.

How to change the insurance administrator

If the invitation email went to the wrong person, the current administrator or Club officer should:

1. Log in to the insurance portal.
2. Open the “Insured/Named Parties” section.
3. Remove outdated the outdated administrator  TIP by using the red rubbish bin.
4. Use the ‘Add’ tab to bring up the form to Add the replacement administrator.
5. File a Helpdesk ticket to advise the insurance team of the change.

Advise the replacement administrator to check their Spam folder and mark the insurance emails as “not spam”.

Simplified invitation email

The following simplified email may be used as the standard invitation message or as a shorter reminder.

Subject

Action required: complete your 2026 Rotary insurance InfoSheet

Email text

Dear Rotarian/Rotaractor,

The Rotary Oceania master insurance policies for 2025- 2026 are in place. Your Club, District, trust or other Rotary entity must now complete its online InfoSheet and Declaration so that your details are current and your Certificate of Currency can be issued.

Please log in here: https://insure.rotarypacificaclubs.online/.

You should complete the InfoSheet as soon as possible. If it is not completed, your entity may not receive a Certificate of Currency, and officers may be exposed if a claim arises. Rotary entities are also required under Rotary International policy to maintain appropriate liability insurance.

Before starting, please gather:

• active member numbers or entity numbers;
• estimated income for 1 July 2025 to 30 June 2026;
• constitution or governing rules;
• details of any Club trust, company or other related entity requiring cover;
• trust deeds or other governing documents;
• information on activities involving children; and
• details of major events and any Health and Safety plans.

After completion and declaration, the system will issue your insurance documents, Certificate of Currency and invoice. If your District has already collected an insurance amount through District dues, any approved credit will be handled separately.

Questions should be raised by Helpdesk ticket: https://not4profit.online/helpdesk_ticket.

Online Q&A sessions are also available on Mondays and Thursdays at 17:30 until Thursday 11 June 2026: https://meet.google.com/ayr-keaw-cnm.

Thank you for helping keep Rotary entities and officers properly protected.

Regards,

Rotary Oceania Insurance Team

Initial email sent out to Club Insurance Admins

Dear Rotarian/Rotaractor

IMPORTANT

This email starts the insurance process for your Rotary Organisation.

Rotary Oceania's insurance master policy is in place for 2025-2026 however your Club still needs to complete the information sheet which give the broker and insurer the specific information about your Club.

If the infosheet is not completed:

(a) your club will not be issued a Certificate of Currency and

(b) your Club officers may be at risk of having any claim denied and

(c) your Rotary entity will be in breach of section 72.060. of the Rotary International Code of Policies which (for the protection of your entity and its officers) requires Clubs (and their affiliates) to maintain appropriate liability insurance.

Background

Insurance of our Oceania Clubs, their Club trusts, Districts, independent trusts and other Rotary organisations (OREs) has been placed by agreement between the insurer, Chubb, the broker, AON, and the Zone (region) 8 Insurance Protection Committee.

Administration is provided by AON and our Oceania team of insurance officers.

AON is our appointed broker for the whole of Zone 8.

Rotary organisations included in this program cannot opt out and appoint another broker.

AON has been serving Rotary in Zone 8 for over 19 years.

Insurance organised with another broker, without consent from the Zone Insurance team, may cause a breach in terms of Rotary's appointment. 

There are rare cases where another broker may need to be appointed but that process is handled by the Zone 8 Insurance team.

If you have questions on this those question can be raised at the FAQ meetings (see below) or by filing a Helpdesk ticket at 

https://not4profit.online/helpdesk_ticket

The current master policies for 2025-2026 renewed to 31 July 2026 and then renew to 31 July 2027 on completion of the 2027 Infosheet.

Very important – 2027 should be completed straight after completing 2026.

All the data entered in 2026 is carried over so you do not need to re-enter.

You start by triggering the TASK in the Dashboard.

That copies the data you entered for 2026 and dropps you into the 2027 Infosheet.

You simply either accept the data or update (update check is preferred as there may be new events etc) and then press <NEXT> and accept the quote and declare.

The amount of the quote for 2026 will be for 7 months and for 2027 for 12 months.

It is now open to each Rotary entity in Oceania to update their details and get an individualised certificate of currency.

This online process is the same as used from 2023 onwards but each year the questions and data collected change to take into account issues that have arisen over the last 12 months.

For more information on insurance please check the insurance forum at:

https://not4profit.online/forum/not4profit-insurance-and-risk-management-forum-2

This email sets out the requirements for Oceania Rotary Entities (OREs) to be covered under the polices.

The Renewal Process, Timetable and Help

Process

As the officer nominated to complete your Rotary organisation's renewal, you start by logging in to the https://insure.rotarypacificaclubs.online/ website – see login instructions section below

• you then can either complete the online form, called an InfoSheet OR
• if there needs to be a change to another member to complete the InfoSheet ADD that member as an Administrator for your Rotary Organisation.

The insurance team should be advised of the change by filing a Helpdesk ticket.

The Administrator must be an officer of your Rotary organisation or (NEW this year) may be some delegated by your Rotary organisation to complete as an Administrator..

The status for this task is tracked.

If you do not login your Rotary organisation’s insurance status could result in your Rotary organisation not having insurance cover.

Being insured is a Rotary requirement for the Club to retain its charter.

On completion of the InfoSheet, the information is reviewed by the insurance team.

The information will be automatically reported to our broker, AON. 

AON, in turn, uses the information to oversee the policies.

Completing the infosheet

In order to assist on completing the infosheet:

• The technology used for the infosheet is referred to as 'accordion panels' due the way the panels open expand and close when you click on the accordion (menu) bars.
• Accordions save moving back and forward on webpages and acts to combine menus with pop-up sections
•  TIP there is a text section in the accordion panel that has the specific notes for completing that section AND there is a <MORE> button at the bottom of the opening list of accordions. Please click on <MORE> button to expand the accordions so you can see all the sections to be completed.
• It makes it easier to get ready if you click, open and view each accordion section before starting just to check the questions etc
• You don't close any accordion - the accordions close and automatically SAVE the information entered as you go by clicking on another accordion title.
• MOST IMPORTANT - this year you need to add the numbers of members or entities managed by your District, Club or other Rotary entity. You do that by in the Named Party Details section starting with the insured.
• Please then enter the detail required in the form displayed.  If this is not entered you may get an error message and may not be able to push the <NEXT> button to proceed to the next stage
• Stages are shown at the top in bubbles - this is called a ‘breadcrumb’ tack and provides further information as the the steps in the process and where you are in the process
• Your District/Club/other Rotary entity is insured and you will now have the official confirmation of that entered in the database.
• After completing the process, accepting the quote and declaring, you will receive 2 emails:
   1. with the insurance policy documents and 
   2. separately an invoice.
  The invoice is due when received and immediate payment is required so that amount can be remitted to the broker.
   
• Finally, if your Rotary entity is a Club, some amount for insurance may have been included in your 2025-2026 District dues.  On supply of that information by the District, a credit may be issued and refunds will be made.  This is a one-off.
   

Before you start - please ensure you have, :

1. the number of active members in your Club or number of Clubs in your District or if other entity the number of entities managed
2. the expected revenue/income for the current year from 1 July 2025 to 30 June 2026 - this can be approximate to the nearest 1000.  Your trust income is not required.
3. information on your Club re-registration status and a copy of the Constitution
4. the name of your Club trust(s) and enter as named parties in the Insured/Named Parties Section and the trust deeds for each trust (if more than 1 trust). This is very important as the trustees of your Club trust(s) will only be covered if the trust is listed.
5. an understanding of your activities with children - remember anyone under 18 is a child - this year you have a list of programs that you can choose.  Please note RYLA is not a program that has entry for children so is not listed..
6. your major events planned for this year and whether you have a Health and Safety plan for those events - this is for risk management assistance.

Income and activities

Again, income or revenue totals can be to nearest 1000.

The figures do not need to be exact as the insurance program is under master policies.  Those master policies use aggregated income across all the insured entities, the Clubs, their trusts and Districts.

Once your income is entered you move to the tab to allocate that income to activities.

You do that by pressing the button in the accordion.

If you click in the activities box you can select one or more (this is called a multi-select) activities.

As you add an activity a table constructs on the webpage which enables you to allocate the income by activity.

The percentages allocated can be rough but must add to 100%. 

To complete press the button and then move on to the next accordion.

Optional covers - motor vehicles and other assets

Optional covers are sorted out by the insurance team after the principal covers are renewed.

Uploading documents - constitutions and trust deeds

The documents section is very important.

As a result of the work to date and the way Rotary changes its leadership, we are finding that origination documents (Constitutions, Trust deeds, Joint ventures etc) are ‘missing’. 

For New Zealand - Constitutions can be downloaded from the Incorporated Societies Register and Charity trust deeds (usually call Rules by Charities from the Charities Register. These documents are uploaded from your computer so it really helps to have the docs ready for upload before starting. The Charities Register can be difficult to search and the trust deeds are referred to usually as ‘Rules’. If you need help file a Helpdesk ticket.

Note: as you add a document the accordion remains open but moves back to the top to enable more documents to be added.

If you want to check that the document is loaded just scroll down within the Documents accordion - the document should be there!

All registers can be reached from this summary page:

MBIE Registers

Note while the MBIE registers contains a Register for Charities your trust may not appear on the MBIE register.

For Charities use this link: https://register.charities.govt.nz/CharitiesRegister/Search

If you have any issues on completion please file a Helpdesk ticket.

How to – online Q&A sessions

Online sessions have been run cover a demonstration of “how to” login and complete and any other questions

If you want the insurance team to set up a Online session please file a Helpdesk ticket.

Login issues - if you have a login issue please file a Helpdesk ticket

The insurance covers/policies

The policies covering Rotary entities that are societies are what are known as ‘associations policies’ and general liability covers.

Those 2 policies work together to insure your Club, Club Trust and/or District against claims that might be made if a mistake or other party complains about how things are run, documented or are caught up, in say, a cyber attack.

The formal policy covers in place for 2026 and 2027 are:

Public or General Liabilities

This covers the exposure to the public or in general.

During 2025 and to date in 2026, your insurance team has, through assisting on risk management of events, managed to have most events covered without the need for special event insurances.

In 2026 and 2027you will be asked to list your events. 

You are asked to categorise each event.

Events that are not covered such as motorsports or high risk activities such as bungy castles will need your insurance team to assist.

It is in your interest to enter the events so the insurance team can work with you to protect your entity its officers and those attending.

Events that are not entered may not be covered and as a consequence your officers and members may not be covered.

As the year progresses you may have new events that were not planned.

Those can be entered by logging back in and completing a change policy.

If in doubt file a Helpdesk ticket.

Management Liabilities (Health and Safety and more)

Material Damage

New in 2026 is a MATERIAL DAMAGE cover.

This has been in place in the past, but needed to be re-engineered to be economic.

Most of our Rotary entities have very limited assets.

After consulting our brokers and our insurance team that have experience in this area, we have set up a Reserve Fund rather than an insurance policy.

The Reserve Fund enables us to have a fund to address the requirements but, which, due to minimum premiums charged by insurance companies, would be uneconomic.

The limit for any one claim against the Reserve Fund is NZD5000.

If your entity has assets over NZD 5000 you can request a top-up cover quote during completing the Information sheet.

Top up cover will be cheaper than carrying separate cover. The insurance team will work with you on any request for extra covers.

Again you must complete the InfoSheet and Declaration to have your Club or other Rotary entity registered on the Certificate of Insurance.

The Material Damage Reserve Fund has risks covered and rules of operation.

Those rules are provided with the Certificate of Contribution but are summarised as follows:

Limits - any one claim

1. all accepted claims - to a maximum of NZD 40000
2. any one claim - NZD 5000.

Use of the Fund

3.1 The Fund may be applied by the written decision of at least 2 members of the ZIPC Oceania Subcommittee’s Claims Committee and only for the following purposes:

(a) Repair or replacement of Named Party-owned property damaged during authorised activities.

(b) Contribution towards repair costs of Named Party-owned property damaged while used with the authority of the Named Party for Named Party activities.

(c) Such other purposes directly related to the mitigation of material loss or damage connected with the Named Party’s activities, as approved by the ZIPC Oceania Subcommittee.

(d) Payment of any excess if any Named Party has taken out an MD Insurance Policy up to an excess limit of $5000.00 and the claim against the Named Party’s MD Insurance Policy is accepted by the Named Party’s Insurer. All such payments shall be made direct to the insurer.

3.2 The Fund shall not be applied:

(a) To cover losses unrelated to the Named Party’s activities.

(b) To provide compensation for personal injury (covered under ACC).

(c) To any costs of losses of a third party

(d) For any purpose not authorised by these Rules or as otherwise advised to any Named Party, with special consideration to the Advice provided on issue of the Reserve Fund Contribution Certificate.

(e) Any claim from a Named Party where the Named Party has not paid, either in whole or in part, its levied MD Reserve Fund Levy.

HOW TO LOGIN AND START

First, if you have not started before this email, your username is sent to you in a separate email.

Please check your Junk or SPAM folders if you do not have that email before filing a Helpdesk ticket.

To visit login page use below url:-

/https://insure.rotarypacificaclubs.online/

You may save and exit the InfoSheet process at any time and then re- enter the site using the user name and your password.

If you are logging in for the first time or need to reset your password go to the on the login page and use using the Password reset button to get a first or new password.

Then, you are presented with your TASKs and the InfoSheets.

Clicking on the TASK will take you into the Infosheet.

The Infosheet displays, as described above in an accordion style.

Each topic bar opens and closes when you click on the bars. You can safely click on the bars to see the questions under each topic.

When you have completed the InfoSheet you will be able to press the button and proceed to the next stage. The stages are shown at the top of the web page.

An invoice and the insurance documents will issue. Some Districts may have levied Clubs for insurance in 2026 in the District dues.

Those amounts will be credited to your Clubs account.

If you are seeking the extra insurance cover for Club Assets that process will be followed up by email and calls.

Declaration - you must complete the Declaration section to submit to get your District's or Club's insurance certificate with the District's or Club's name noted on the certificate. That certificate can then be produced to other parties that want proof of insurance such as venue operators, councils etc.

Again, to confirm in 2026 and in 2027 the 3 certificates will be sent out automatically by email.

How to change the insurance administrator

If the invitation email went to the wrong person, the current administrator or Club officer should:

1. Log in to the insurance portal.
2. Open the “Insured/Named Parties” section.
3. Remove outdated the outdated administrator  TIP by using the red rubbish bin.
4. Use the ‘Add’ tab to bring up the form to Add the replacement administrator.
5. File a Helpdesk ticket to advise the insurance team of the change.

Advise the replacement administrator to check their Spam folder and mark the insurance emails as “not spam”.

File a Helpdesk ticket if you are unsure.

https://not4profit.online/helpdesk_ticket

End of document