BCA Public Liability Insurance
Important information for members, guests, and prospective members regarding insurance for club activities.
Guest & Prospective Member Trips
To comply with the conditions of our Public Liability insurance provided through the British Caving Association (BCA), the Mendip Caving Group is required to record details of all guests joining an official MCG caving trip. This applies equally to prospective members, children of members, and friends.
The details required for each guest on every trip are:
- Full Name
- Home Address
- Caving Venue
- Date of the Trip
Please note: Guests may participate in a maximum of four MCG trips before they are required to join the BCA to continue caving with the club. For guests under 18, a parent or guardian must ensure the youngster joins the BCA before their fifth trip.
The data gathered is submitted annually to the BCA to ensure our policy remains valid.
How to Record a Guest Trip
We have three methods available for recording guest details. This process helps us automate our records and comply with GDPR regulations.
1. Online Form (QR Code)
The primary method is our online form. A QR code is available in the cottage which can be scanned with any smartphone to open the form directly. This is the quickest way to log a trip.
Open Guest Form2. Caving Secretary
If you are unable to use the online form, please provide your details to the trip leader or Caving Secretary who will add them to the official spreadsheet manually.
3. Cottage Tablet (Proposed)
A club tablet will soon be made available in the cottage providing a direct link to the Google form for easy access before or after your trip.
Key Insurance Policy Points
The following are key questions and answers from the BCA’s official “Frequently Asked Questions” document.
What does the policy cover?
The policy covers all normal activities of cavers and caving clubs, including cave diving and the use of explosives (subject to specific conditions). In short, this scheme ensures that if you or the club are sued, you won’t have to pay legal expenses and damages out of your own pocket.
Provisions for Prospective Members:
52: How are prospective members insured?
Clubs are automatically covered for prospective members. There is no limit on the number of prospective members a club can take caving in a year.
53: How long are prospective members covered for?
Cover is provided for up to four visits. On the fifth visit, the individual must join the BCA to remain covered by the insurance.
54: Do clubs still have to keep records?
Yes. The names, addresses, caving dates, and locations must be recorded for all prospective members and submitted to the BCA annually.
55: Are guests staying at the cottage considered prospective members?
No. They are only considered prospective members if they participate in club caving activities or taster sessions.
Read The Full Policy Details
The information above is a summary of the key points. We encourage all members to read the full FAQ document provided by the BCA.
Click Here for the BCA’s “Frequently Asked Questions”Bill Chadwick, MCG Secretary – 22nd July 2021