Manitoba Club Insurance Requirements

A club ride can involve more than riders and machines: volunteers, trail access, landowners, events and public-facing decisions all create different insurance questions. Manitoba ATV and UTV clubs need to know which requirements come from affiliation, which come from a venue or event, and what their policies actually cover before they organize activities.

What Manitoba club insurance requirements actually mean

“Required insurance” can refer to several different things. A club may face requirements set by its provincial association, a landowner, a municipality, an event venue or its own insurer. Those are not necessarily the same as a legal requirement that applies to every club in Manitoba.

Start by identifying who is asking for insurance and what activity the requirement covers. A policy suitable for routine club administration may not meet a landowner’s terms for trail access or an event organizer’s requirements for a large gathering. Similarly, a club’s affiliation with an association does not, by itself, tell you the exact coverage, limits or exclusions that apply.

For affiliated clubs, the current affiliation process and insurance documents are the place to confirm the rules. Review Manitoba Club Affiliation Fees Explained alongside the insurance requirements, but do not assume that paying an affiliation fee automatically provides every type of coverage the club needs. Ask whether insurance is included, arranged through the association, or something the club must obtain separately. Confirm which people and activities are covered, and whether the coverage applies to club events, trail work, meetings and volunteer tasks.

This distinction matters because a club may have several overlapping responsibilities:

• Association requirements: Conditions of becoming or remaining affiliated, which may include providing insurance information or meeting specified coverage standards.
• Land-access conditions: A landowner or leaseholder may require proof of insurance before allowing a club to use or maintain a route.
• Event conditions: A venue, municipality or event partner may ask for a certificate of insurance or particular wording before an organized activity can proceed.
• Vehicle insurance: Individual machines may have their own registration and insurance obligations. Those policies are not automatically the same as insurance for a club as an organization.
• Prudent risk management: A club may choose protection for situations that are not explicitly required by a law or affiliation rule but could still create a costly claim.

If the affiliation package specifies a minimum limit, covered parties or certificate wording, use the current document rather than relying on what another club did in a previous season. Requirements can change, and one club’s circumstances may differ from another’s. If wording is unclear, ask the association and the insurer to explain it in writing.

A club can use this quick distinction when checking a request:

Request or exposure	What to confirm
Association affiliation	Whether coverage is included, arranged centrally or purchased by the club
Trail access	Whether the landowner needs proof of liability coverage or specific policy wording
Organized ride or event	Whether the venue requires a certificate, additional insured status or other conditions
Volunteer work	Whether trail maintenance and volunteer activities fall within the policy
Club decisions	Whether directors and officers coverage is needed and who is insured
Individual machines	Whether each rider’s own registration and insurance requirements are met

The practical starting point is the club’s written affiliation and insurance documents, not a general statement that “clubs are covered.” For broader context on responsibilities at club level, see General Liability Insurance a Club Carries and Directors and Officers Coverage.

The main types of coverage a club should understand

Insurance policies use terms that can sound interchangeable but protect against different kinds of claims. A club should understand what each policy is designed to address and what it leaves out. Ask the insurer to describe the coverage using the club’s actual activities, rather than simply requesting a generic “club policy.”

Commercial general liability

General liability is intended to respond to certain claims alleging that the organization caused bodily injury or property damage to someone else. For a riding club, possible situations might involve a participant, visitor, landowner or member of the public alleging that the club’s conduct contributed to an injury or damage.

That does not mean every riding accident is covered. The policy language controls, and exclusions, conditions and limits can affect whether a particular claim is covered. The club should ask whether its policy includes activities such as:

• Organized rides and meetups
• Trail inspection, brushing, signing or maintenance
• Club meetings and social events
• Work by volunteers
• Use of equipment owned or borrowed by the club
• Activities held on land that the club does not own
• Events involving non-members or visiting riders

A club should also check whether coverage applies only to activities formally approved by its board, whether a ride must be registered or reported in advance, and whether any specific safety or supervision conditions apply.

General liability is not the same as insurance on each participant’s ATV or UTV. A rider’s machine policy may address certain vehicle-related claims, but the club should not assume that it protects the organization from every claim connected with organizing a ride. For information about rider-level coverage, see Manitoba ATV Insurance Requirements and Manitoba’s Liability Coverage Requirement.

Directors and officers coverage

Directors and officers coverage, often shortened to D&O, is designed for certain claims alleging wrongful acts in managing or governing an organization. The potential concern is not the same as a trail collision. It may involve allegations about how the club made a decision, handled its affairs or carried out its responsibilities.

A club should ask who qualifies as an insured person. The answer may include board members and officers, but the club needs to verify whether committee members, employees or volunteers are included and under what circumstances. It should also ask whether the organization itself is covered or whether the policy focuses on individuals.

D&O coverage is not a guarantee that every dispute or decision-related loss will be covered. Policy exclusions, reporting requirements and definitions matter. Ask the insurer to explain how the policy treats legal costs, claims made against former board members, and allegations involving employment or financial matters. Do not infer those details from the policy name alone.

Volunteer accident coverage

Some clubs consider separate accident coverage for volunteers or participants. This type of protection is different from liability insurance: it may provide benefits for certain injuries without requiring the injured person to prove that the club was legally responsible. Whether it is useful depends on the club’s activities, the people involved and the terms offered.

Ask whether members, non-member volunteers, event participants and guests are eligible. Confirm whether the coverage applies during trail work as well as riding events, and whether the policy excludes particular activities or types of machine use. Do not describe this coverage as a substitute for liability insurance; the two address different risks.

Property, equipment and other coverage

If the club owns tools, signs, trailers, buildings or other equipment, ask how those items are protected against loss or damage. General liability usually is not a replacement for property coverage. A club that stores equipment at a member’s property should also clarify whose insurance applies and whether the arrangement affects the owner’s policy.

Depending on its operations, a club might also need to ask about coverage for rented premises, event cancellation, cyber incidents or employment-related claims. These are not automatic parts of every club package. The point is not to buy every available policy, but to identify exposures that matter to the club and verify whether they are covered.

Check that coverage matches the club’s real activities

A policy is only useful for activities that fall within its terms. Before renewal, make a plain-language list of what the club does throughout the year. Include ordinary activities that can be overlooked, such as volunteers clearing a trail, transporting signs or using a member’s equipment.

Describe activities accurately

When applying for or renewing coverage, give the insurer a complete description of the club’s work. Explain whether it organizes rides, maintains routes, hosts public events, operates a building, stores equipment or works with other organizations. Mention activities involving children or non-members if they occur. Omitting a regular activity can lead to uncertainty when a claim is made.

If the club is considering a new activity, such as a larger public event or a different type of trail work, ask the insurer whether the existing policy applies before proceeding. A verbal assumption from a volunteer or a past practice is not a substitute for confirmation from the insurer or broker.

Confirm who is insured

The club should know whether its policy covers the organization itself, its board, members, volunteers and people acting on the club’s behalf. These groups may be treated differently. A member who joins a ride is not necessarily covered in the same way as a volunteer performing club work.

Ask whether coverage applies to someone who helps only occasionally, whether a person must be formally registered as a volunteer, and whether coverage applies while traveling to or from club activities. These details can be especially important when duties are shared with another club or organization.

If a landowner, municipality or event partner requests to be named on the club’s policy, ask the insurer whether that can be done and what the wording means. A certificate of insurance is generally evidence of coverage, not a replacement for the policy itself. It should accurately reflect the coverage in force and should not promise protection beyond the policy terms.

Review land access and trail work

Trail access is a separate issue from insurance. A certificate may help demonstrate coverage, but it does not grant permission to ride or work on land. The club needs permission from the appropriate owner or authorized occupier and must follow any conditions attached to that permission. This is particularly important where land is privately held, leased or subject to access restrictions. See Manitoba Crown Lease Access Rules and Manitoba Private Land Permission when reviewing land-use questions.

Ask whether the club’s policy covers the specific trail-maintenance work it performs. Clearing brush, using tools, moving obstacles and installing signs can create risks different from simply hosting a ride. If volunteers use personal equipment, confirm whether the policy treats that equipment as covered, excluded or outside its scope.

The club should also keep written records of permissions, maintenance responsibilities and any limits on use. An insurance policy does not erase a land-use agreement’s obligations, and a land-use agreement does not guarantee that the club’s insurance will respond to a claim.

Distinguish club coverage from rider coverage

An organized club ride does not automatically transfer every participant’s insurance responsibility to the club. Riders should comply with applicable registration, operating and insurance requirements for their own machines. The club should communicate those expectations clearly and avoid promising that its policy covers a participant’s personal injury, machine damage or liability.

For guidance on what riders should carry while riding, see Manitoba Insurance Proof on the Trail and Carrying Your Registration Card on Every Ride. Clubs can make pre-ride information useful without presenting it as a guarantee of coverage: explain the route, expected conduct, emergency procedures and the need for riders to check their own documents.

Buying, renewing and documenting the policy

Insurance is easier to review when the club treats it as part of annual planning rather than a last-minute form to submit before an event. Assign one board member or officer to maintain the documents, but make sure the board as a whole understands the important conditions and renewal dates.

Prepare before requesting a quote

Gather the information an insurer or broker is likely to need:

1. The club’s legal name and organizational structure.
2. A description of its activities, including rides, events and trail work.
3. The number and roles of board members, volunteers and members.
4. Whether activities are open to non-members or the public.
5. The locations and types of land where activities take place.
6. Any equipment, property or facilities owned or used by the club.
7. Previous claims, incidents or relevant policy changes.
8. Any written insurance requirements from an association, landowner or venue.

Be specific about frequency and scale. “We organize rides” may not give an insurer enough detail if the club also hosts public events, conducts maintenance or operates a staging area. If the club is uncertain how to describe an activity, explain it plainly and ask the broker to identify the appropriate category.

Compare what the policy covers, not just the premium

Costs depend on the club’s circumstances, its activities, the requested coverage and the insurer’s terms. Do not compare quotes by price alone. Ask for a written comparison that identifies coverage limits, deductibles, exclusions, conditions, who is insured and any activities requiring advance notice or approval. Check the provider for current costs and policy terms.

A lower-cost option may have a narrower scope or a higher deductible. Another policy may include coverage that the club does not need. The right choice depends on its risk profile and the requirements it must meet. The club should not assume that a larger limit resolves every concern: exclusions, definitions and conditions can be just as important.

Useful questions for a broker or insurer include:

• Does coverage include organized rides, trail work and volunteer activities?
• Are members, guests and non-member volunteers covered, and in what roles?
• What activities are excluded or require prior approval?
• Does coverage apply on land used with permission from a third party?
• What documents can the club provide to a landowner or venue?
• How should the club report an incident or potential claim?
• What changes must be reported during the policy period?
• Does the policy cover the club, individual directors, or both?
• Are there special conditions for events involving youth or the public?

If the club is affiliated, send the proposed policy details to the association for confirmation before relying on it to satisfy an affiliation requirement. If a landowner or venue has a separate requirement, share that wording with the broker. A certificate prepared for one purpose may not satisfy another party’s request.

Keep a reliable insurance file

Store the policy, certificate, renewal notices and written explanations together in a location accessible to designated officers. Keep copies of any land-use permissions, event approvals and insurer confirmations that relate to coverage. Ensure that the next board can find the documents if the officer responsible for them leaves.

Record the policy dates and the steps needed for renewal. Review coverage whenever the club changes its activities, adds a new event, acquires equipment, takes on trail-maintenance duties or signs a new land-access agreement. If the club has an incident, follow the policy’s reporting instructions and notify the insurer promptly rather than deciding on its own that a situation is too minor to report.

The insurance file should also include a clear process for handling requests for proof. Identify who can request or issue certificates, who checks that the information is accurate, and how the club verifies a request from a landowner or event partner. This helps prevent an outdated certificate from being circulated after a policy changes or expires.

Common mistakes and a practical annual check

Clubs tend to run into trouble when they treat insurance as a single document instead of a relationship between the policy, their activities and the conditions of access. A short annual check can catch mismatches before a ride or work day.

Common mistakes include:

• Assuming that affiliation fees automatically provide every type of insurance.
• Treating a machine owner’s policy as if it were the club’s policy.
• Assuming that a certificate proves coverage for an activity not included in the policy.
• Forgetting to tell the insurer about new events or trail-maintenance work.
• Confusing liability coverage with injury benefits or property coverage.
• Assuming every member, guest or volunteer is insured in the same way.
• Relying on another club’s policy or old documents without checking the current terms.
• Treating insurance as permission to access land.
• Failing to report an incident because no claim has been made yet.

A board can use this annual review:

1. List every activity the club expects to conduct, including volunteer work and public events.
2. Compare that list with the policy’s description of insured activities.
3. Confirm who is covered and what exclusions or conditions apply.
4. Check current affiliation requirements and any landowner or venue requests.
5. Request updated certificates where needed and verify their wording.
6. Record policy dates, renewal responsibilities and claim-reporting steps.
7. Share relevant safety and insurance expectations with ride leaders and volunteers.

If a requirement is unclear, get an answer from the organization imposing it and from the insurer or broker responsible for the policy. Ask for written confirmation when the answer affects whether a planned event or trail activity can proceed. This is more reliable than assuming that a certificate, membership card or previous season’s arrangement settles the question.

Club insurance is not a substitute for safe planning, landowner permission or riders meeting their own obligations. It is one part of running an organization responsibly. A well-kept policy file, accurate activity descriptions and regular communication with the association and insurer make it much easier to identify gaps before a claim or access dispute arises.

Frequently Asked Questions

Is insurance automatically included when a Manitoba ATV club affiliates?

Do not assume so. Check the current affiliation documents to see whether coverage is included, arranged through the association or must be purchased by the club. Confirm what activities and people it covers.

Does a club’s liability policy insure every rider at an event?

Not necessarily. The club’s policy and a rider’s machine insurance serve different purposes. Ask the insurer who is covered and in what role, and make sure riders check their own requirements.

Does a certificate of insurance prove that the club is covered for trail work?

A certificate summarizes coverage; it does not expand the policy. Confirm that trail work and the relevant volunteer activities are within the policy terms, and obtain land-use permission separately.

Should a club buy directors and officers coverage?

That depends on the club’s governance, activities and risk tolerance. Ask a broker what the policy covers, who qualifies as an insured person and what exclusions apply before deciding.

Disclaimer

This article is for general informational purposes only and does not constitute professional advice. Laws, prices and regulations vary by location and change over time. Consult a qualified professional for guidance on your specific situation.