Insurance & Legal Documentation
*******************************

This SOP defines how Maryland Productions (MP) and Event Revolution (RV) manage insurance-related and
legal documentation required for jobs, venues, vendors, and internal compliance. Accurate and timely
handling of these documents is critical to protecting the companies, enabling access to venues, and
maintaining contractual compliance.

No job may proceed if required insurance or legal documents are missing or invalid.


Purpose
=======

- Ensure insurance and legal requirements are met for all jobs.
- Standardize how documents are requested, issued, stored, and tracked.
- Prevent delays caused by missing or incorrect paperwork.
- Protect MP/RV from liability and contractual exposure.
- Maintain clear records for audits and disputes.


Who This SOP Is For
===================

- Administrative and office staff  
- Project Managers  
- Sales & Client Experience staff  
- Leadership reviewing risk and compliance  
- Warehouse or logistics staff when documents affect access  

Anyone requesting, handling, or submitting insurance or legal documents must follow this SOP.


Document Types Covered
======================

This SOP covers, but is not limited to:

- Certificates of Insurance (COIs)
- Additional Insured endorsements
- Waivers and releases
- Venue-required forms
- Vendor and contractor agreements
- Subrental agreements
- Independent contractor agreements
- NDAs and confidentiality agreements
- Permits (when applicable)


Systems Used
============

**Google Workspace**
   Primary storage for insurance and legal documents.

**Email**
   Used for requests, confirmations, and delivery.

**Current RMS (MP)**
   Used to attach job-level insurance and legal documents.

**Flex (RV)**
   Used to reference rental-related documentation.

**Insurance Broker / Provider**
   Source for official COIs and endorsements.


Insurance Requirements Overview
================================

Common insurance requirements include:

- General Liability
- Workers’ Compensation
- Auto Liability
- Umbrella / Excess Liability

Specific limits and endorsements vary by:
- Client
- Venue
- Contract
- Scope of work

Always reference the job contract and venue requirements.


Certificates of Insurance (COIs)
================================

Requesting a COI
----------------

When a COI is required:

- Confirm required coverage types and limits.
- Confirm:
  - Certificate holder name  
  - Address  
  - Additional insured wording (if required)  
  - Event dates and location  
- Submit request to the insurance provider or broker.
- Allow adequate lead time.

Last-minute requests increase risk.


Reviewing a COI
---------------

Before releasing a COI:

- Verify coverage types and limits.
- Confirm names and addresses are correct.
- Confirm additional insured language if required.
- Confirm dates cover the event period.

Incorrect COIs must be corrected before submission.


Distributing & Storing COIs
---------------------------

- Send COIs to the requesting party as required.
- Save a copy to the job folder.
- Attach to the job record in the relevant system.

COIs must be easily retrievable.


Waivers & Releases
==================

- Use approved waiver templates only.
- Confirm correct event and entity names.
- Ensure signatures are collected as required.
- Store signed waivers securely.
- Do not modify waiver language without approval.

Unsigned waivers are not valid.


Contracts & Agreements
======================

Client Contracts
----------------

- Ensure contracts are fully executed before work begins.
- Confirm scope, dates, and payment terms.
- Store executed copies in the job folder.
- Do not deviate from contract terms without a written amendment.

Vendor & Contractor Agreements
-------------------------------

- Use approved agreement templates.
- Confirm scope and rates.
- Ensure agreements are signed before services are rendered.
- Store agreements with job documentation.

No agreement, no work.


Permits & Venue Documents
=========================

- Identify permit requirements early.
- Track submission deadlines.
- Store permits and approvals with job documentation.
- Share permits with PMs and on-site leads as needed.

Permits are often time-sensitive.


NDAs & Confidentiality Agreements
=================================

- Confirm whether an NDA is required.
- Use approved templates or client-provided agreements.
- Ensure agreements are signed before information is shared.
- Store NDAs with job documentation.

NDAs override general confidentiality practices.


Tracking & Expiration
=====================

- Track expiration dates for:
  - Insurance policies  
  - COIs  
  - Permits  
- Renew or reissue documents as required.
- Do not reuse expired documents.

Expired documents are invalid.


Responsibilities
================

Administrative Staff
--------------------

- Request and review documents.
- Maintain organized records.
- Track deadlines and expirations.

Project Managers
----------------

- Identify job-specific requirements.
- Communicate needs early.
- Verify documentation before load-in.

Sales & Client Experience
-------------------------

- Communicate requirements during contracting.
- Support client requests.

Leadership
----------

- Review risk exposure.
- Approve exceptions or unusual requirements.


Quality Control
===============

- No job without required documents.
- Documents reviewed before submission.
- Records stored consistently.
- Expirations tracked proactively.

Compliance is not optional.


Related SOPs & Policies
=======================

- :doc:`document_management`
- :doc:`vendor_subrental`

.. - :doc:`client_confidentiality`
.. - :doc:`data_security`
.. - :doc:`record_retention`