Police, Security, Medical Emergencies, & Insurance
POLICE AND SECURITY[edit]
Police and security arrangements are necessary for all reunion events. The HAA office will arrange for university police details for all reunion events on Harvard property. When negotiating contracts for functions at non-Harvard locations, the reunion committee should discuss security arrangements with the function facility director to make sure security is included in the fee. The HAA can estimate Harvard police costs for reunion budgeting purposes.
MEDICAL EMERGENCIES[edit]
Emergency medical care for anyone attending reunion events at Harvard and Radcliffe is available day or night at the University Health Services, 75 Mt. Auburn Street, 617-495-5711.
INSURANCE AND LIABILITY[edit]
It is an unfortunate fact that today's society is litigious. So far, not one reunion has resulted in any kind of a liability suit. Nevertheless, it is possible for anyone to sue anybody. Occasionally a class will take out a special insurance policy to protect reunion committee members. The underwriter of such a policy is usually a classmate in the insurance business. It is up to the reunion committee to decide if it should take out a special policy for the reunion. If the cost of the policy is low this may prove to be an acceptable addition to the reunion overhead expenses. Should litigation occur it is likely that the primary target of any suit would be Harvard and/or Radcliffe rather than the reunion committee or individual classmates.
Extra caution may be warranted if your reunion includes events where there is a higher risk of personal injury. A reunion beach party at a classmate's home is an example of such an event. Rather than, or in addition to, a special insurance policy, the reunion committee might consider issuing a hold harmless statement or even asking participants of these events to sign such a statement. The classmate whose home is being used should be encouraged to take out a one-day umbrella policy. If you have any questions regarding insurance and liability please feel free to contact Annemarie Thomas, Director of Insurance at Harvard, at 617-495-7970.
In a letter dated October 1997 from Annemarie Thomas to the Class of 1978 it states the following:
“...please be advised that the University’s liability insurance will provide coverage to your committee for losses during your reunion arising from the negligence of the University, its employees or volunteers.
...I would classify the committee members as ‘volunteers’ under our policy definition but for the loss to be insured, it must arise out of a volunteer’s duties. If a volunteer assaulted someone or served alcohol to a minor, we would not consider that to be within the scope of his or her duties and therefore would not extend coverage.
Caterers and other vendors will be required to provide their own insurance and ... arrangements for outside suppliers ...made through the Harvard Alumni Office ... should not present a problem.”
There is a more detailed account outlining insurance coverage for events held at a volunteers home, events at commercial locations (hotel, convention centers, restaurants), and events involving liquor on file in the office of the Harvard Alumni Association.
Since any kind of coverage can be confusing Annemarie’s office is always willing to discuss all possible situations to make sure the reunions and committee members are adequately covered.
