About Organising

AMA Event Organisers have the overall responsibility for the organisation of AMA social, education, sport and recreation events and their associated activities. All registered events are run under the codes and regulations of the AMA which coincide with the event insurance cover.

All event organisers benefit from the AMA's event insurance cover, which is for legal liabilities arising from claims made against an event organiser, official or participant, which involves either bodily injury or property damage to a third party and which have been caused by their negligence.

OVERVIEW OF RESPONSIBILITIES

  • Agree date, budget, format and delivery & register event
  • Book HQ; recruit: referee, leader, first aid, volunteers, marshals, etc
  • Carry out risk assessments & demonstrate a duty of care
  • Contact and communicate with all team members
  • Publicise and promote events and produce programme
  • Manage entries and communicate with participants
  • Organise equipment and signage
  • Conduct briefings and debriefings
  • Complete administration of forms, payment of levy and expenses
  • Compile event report and results.

BENEFITS OF BEING AN EVENT ORGANISER

  • Voluntary workers insurance cover of $100k death, $100k disablement and up to $1k weekly accident benefit 
  • Support from AMA before, during and post tasks
  • Access to a dedicated dashboard for event organiser including useful resources, templates, and guides to help with the delivery of the event
  • Event insurance
  • Event management system
  • Online entry
  • Event listing and marketing
  • Support from AMA's regional events team
  • Event timing
  • Risk assessment guidance

ROLE EXPECTATIONS

Fulfil event organisation requirements within the standard timescales.

HOW TO GET INVOLVED?

The AMA always needs new organisers. Please Note: AMA certified oprganisers are required to have an active AMA Clubs Membership. You can not view and apply for organiser certification unless you are logged in as a current financial member. All organisers must complete the AMA Volunteer Training prior to commencing any volunteer work with the AMA.

An Event Organiser ertification entitles the volunteer to: 

  • receive AMA Organiser news;
  • organise an AMA sanctioned education, social or recreation event, non competitive or competitive sport event and any other associated activities; and
  • covered with voluntary workers insurance of $100k death, $100k disablement and $1k weekly accident benefit for events organised by you, that are listed on the official calendar.

 

Duration: 5 years
Price: Free

Incident Reporting

Whenever an incident occurs which involves medical treatment to a person involved in an event, or where a third party has been injured, an Injury Illness Report Form must be completed and forwarded to AMA management immediately. 

Whenever an incident occurs where damage is caused to the property of a third party an Property Damage Report Form must be completed and forwarded to AMA management immediately. 

Further, where a third party has indicated that they wish to make a claim or it appears likely that they will make a claim against an event organiser, official or member, this must be reported as soon as possible to AMA Incident Helpline at 0476 783 090 or email events@amaclubs.com.au.

Incident Recording and Data Collection

Event organisers/officials should ensure that as much evidence as possible is preserved to assist AMA and/or its insurers with the investigation of potential claims. In particular, that all relevant pre-event and post-event documentation (e.g. risk assessments, pre-event literature to participants, notices, correspondence, photographs, videos, etc), is made available to AMA and is retained for a minimum of 3 years following the incident date. Where a minor (a person aged under 18 years) is involved, event organisers/officials should seek guidance from AMA regarding the length of time records should be retained.

The event organiser/officials should obtain the names, addresses and contact telephone numbers of all potential witnesses.

Incident Confidentiality

Where an incident has taken place, those involved MUST NOT discuss the circumstances, admit liability or disclose any documentation to a third party, their representatives or on social media, as this could prejudice AMA and/or its insurers. All requests for information from a third party or their representatives should be directed to AMA via the Incident Helpline or email. However, please note that where there is Police involvement event organisers/officials/participants must always cooperate fully with the Police.

It should be noted that once an incident has been referred to our insurers, they or their appointed agents may conduct an investigation. Organisers, event officials and participants should co-operate fully with those investigations. However, they should not discuss the incident with anyone until they have verified with AMA that it is in order for them to do so. This is particularly important in order to prevent anyone speaking inadvertently to a third party legal or insurance representative.

Useful contact information

Incident Helpline: 0476 783 090

Email: 

Post: Insurance and Risk Officer, AMA, PO Box 6421, Yatala DC QLD, 4207

Anyone who conducts an event, or is a sponsor, landowner or agency for a motor vehicle/ vessel event is subject to potential bodily injury and property damage negligence claims related to the event. For competition events, the promoter may also have an errors and omissions exposure related to the scoring of an event.

The AMA holds a public liability insurance policy to cover the AMA, its subsidiary companies and other parties (including landowners) for their respective rights and interests. 

Why Insurance is Important

The AMA’s insurance  protects you, club members, employees and volunteers, the landowners you work with and the AMA. Participants and spectators are often the most likely to file a lawsuit, but could also file a claim against one of your club members or volunteers because of an injury at a sanctioned event.

Types of Claims

Bodily Injury Claims

An event organizer or sponsor assumes the responsibility to adequately protect participants, spectators and third parties by its design of the event, access to the event and control of the event.

Participant: A participant is injured at an event. The participant sues the organizer or sponsor for negligence alleging they improperly designed the course or route, improperly controlled the speed or knew the conditions were not safe. Injury may occur from one driver/ rider hitting another driver/ rider. In this case, a participant might allege the organizer or sponsor exercised improper control over the participant.

Spectators or Third Parties: These claims usually result from inadequate protection or failure to restrain access to the event. If a participant crashes into a spectator, the claim will usually involve an allegation the organizer or sponsor inadequately provided physical protection, setbacks or physical barriers for spectators.

Property Damage (Third Party): These types of claims can result from a participant, organizer or sponsor causing damage to third party property. A participant loses control and hits a third-party vehicle. A participant crashes and spills oil and gasoline causing damage to third party property.

General Liability Coverage (including Premises Liability and the Business Owners’ Policies): These policies will not usually cover these types of claims, as the policy excludes coverage for participants and will exclude claims related to the use of “motor vehicle/ vessel” / mobile equipment and will have limited pollution liability coverage.

Layers of Protection: A waiver of liability, provided as a supply to organizers who charter with the AMA, may be a shield against liability, but it is not a shield against being sued and needing to provide a defense. The insurance policy provided through the AMA Insurance Provider covers the cost of a defense in addition to providing liability coverage (if needed).

The policy provided through the AMA Insurance Provider is designed to extend coverage for these circumstances.

Common Misconceptions

One parent’s signature on the liability waiver is good enough.

Fact: It is a requirement that BOTH parents or legal guardians signatures be on the minor release form. In some cases, the father may have signed the release and mother was not there and did not sign. If the mother files a suit, the organizer does not have the first line of defense: the release form.

I don’t need insurance. My event takes place on public roads/ waterways where participants are legally responsible for holding their own vehicle/ vessel registration and insurance.

Fact: As the event organizer and or promoter, you are potentially responsible for the event on public roads/ waterways. While each participant may have vehicle/ vessel insurance, that insurance will not provide any coverage to the event organizer. Insurance provided by the AMA covers the cost of a defense and any liability coverage.

Everyone is required to have personal insurance. They won’t need to sue my organization for hospital bills.

Fact: Insurance held by individual participants will not extend to event organizers. In the event of a death of a participant, sometimes a surviving family member or estate has filed suit. In some cases, the private health insurance company may have paid a claim and later decided to try to cover their losses paid out, by suing the party they feel was responsible.

Always remember safety first, motor responsibility. Enjoy Australia, don’t destroy it.