Club Insurance

USA Triathlon highly recommends all USA Triathlon clubs purchase the club insurance policies. The General Liability (GL) and Participant Accident policies cover your club members during scheduled club activities. Whether it’s a morning run, weekend bike ride, or club meeting, your members can be covered in the event of injury during these activities. The policy period runs Jan. 1 through Dec. 31 of each year.

Fairly Insurance is pleased to offer official USA Triathlon Clubs the opportunity to purchase, request, and retrieve certificates of insurance on the Fairly portal.

USA Triathlon Clubs can apply for Directors’ & Officers’ Liability (D&O) coverage on the USA Triathlon Portal. Email the Fairly Group for username and password details. This coverage is often confused with General Liability or Business Liability Insurance, but it provides different protections.

D&O coverage protects club directors and officers from personal liability arising from wrongful acts or omissions in performing their duties. Typical D&O claims may allege mismanagement of funds or negligent decisions affecting club members, participants, coaches, officials, or others. The policy also provides Employment Practices Liability (EPL) coverage for claims alleging harassment, discrimination, or wrongful termination.

If interested in learning more about D&O options, please email the Fairly Group.

• Further Information Policy Summary  
• Club Insurance FAQ (PDF)

When you register for insurance, please provide the total number of club members. These members are covered from day one. Upload a club roster through your club profile—this mandatory document should be updated as your club grows to ensure accurate coverage. Updating the roster at least bimonthly is recommended.

We also encourage club leaders to share the benefits of USA Triathlon annual membership with members who are not current USAT annual members. One-day memberships can be applied toward an annual membership—three one-day memberships can be combined for an annual membership at a discounted rate.

Club leaders should ensure that all coaches and volunteers know what to do if an incident occurs during a club activity. Incident reports should be uploaded to USA Triathlon’s online portal, USA Triathlon Incident Reporting.

When filling out the incident report form, it is important to:

• Ensure you have the club member’s/volunteer’s contact information
• Ensure the description of the injury is detailed
• Be very detailed in recording the cause of the incident
• Collect as much information about the incident as possible, including witness names and contact details, photos, videos, if applicable

You will also need to send a copy of the club roster to USA Triathlon’s insurance team, together with verification of current and valid insurance, and other documents that they may request (insurance@usatriathlon.org). Please respond to their requests as soon as you can.  An incident form is required for an injured club member or volunteer to use the USA Triathlon Participant Accident coverage.

If an incident occurs which results in property damage, you should also report this to USA Triathlon using USA Triathlon’s online portal, USA Triathlon Incident Reporting, again providing as much information as possible.

We hope you never need to use this procedure, but the unfortunate reality is athletes do end up in the hospital whilst training due to circumstances out of anyone’s control. We want you to know that we are here for you in the event of a critical incident during a club activity.

We have put together a Critical incident checklist
to assist in this situation. We recommend that you and your club leaders, coaches and volunteers familiarize yourself with it before club activities.

If a critical incident occurs, please take the following steps:

1. Contact USA Triathlon:
• Primary Contact: Brad Hildebrandt – brad.hildebrandt@usatriathlon.org | 402.578.7039
• Secondary Contact: Kathryn Murtagh – kathryn.murtagh@usatriathlon.org | 917-747-8574
• Chad Cunningham: chad.cunningham@usatriathlon.org | 719.955.2676
2. Inform the athlete’s emergency contact of the situation (if you haven’t already) and encourage them to head to the hospital.
3. Collect witness information and statements from volunteers, other club members, police, first responders, lifeguards, etc. - anyone that was involved with the incident or witnessed it first hand. These can be written or recorded in the interest of time. Also obtain names, telephone numbers and email addresses.
4. Complete an incident report as soon as reasonably possible with as much information as you can gather and submit within 24 hours of the incident: USA Triathlon Incident Report Portal. You will also need to provide a copy of the club roster, verification of current and valid insurance and the injured athlete/volunteer’s completed and signed waiver.
5. Refer to the Critical incident checklist to ensure you have followed all steps.

After the Incident, send all information regarding the incident (police and/or EMS reports, photos, videos, local or regional news media coverage, etc.) as soon as possible and in any event within 48 hours to USA Triathlon (insurance@usatriathlon.org). Further information may be requested from you.  

If the athlete or their family would like information about the USA Triathlon’s Participant Accident Insurance coverage, please refer them to insurance@usatriathlon.org.

If there is an athlete death, USA Triathlon will reach out to the emergency contact person and inform them of the Accidental Death Insurance Policy that is available to the family.