Dancer Insurance Requirements from the WNYF Insurance Coordinator

Insurance must be provided each year for square dancers, protecting the dancers and the places where they dance. All WNYF Clubs are required to insure their club members.

The annual insurance period runs from January 1st to December 31st.

The insurance process to be followed by with each WNYF club:

1. Submit a paper printed list of club members to the Insurance Coordinator each year by November 1st. Once all the lists are collected, a roster for each club will be created online, indicating members’ names and which club is covering their insurance. This will be sent to each club contact person, and a copy of the list should be kept for reference as needed during the year.


2. Each WNYF Club needs to provide their club’s insurance contact person name, email, and phone number with their list of members.


3. Each club being insured by USDA is assigned a number to be used for all communication. Since many clubs have similar names, this makes the club reference easily identified. The Insurance Coordinator keeps track of each WNYF club number, but each WNYF club contact person should also keep a copy of this number for reference. If you are unsure of this number, it will appear next to your club's name when the rosters are emailed in November.


4. Each WNYF club needs to provide list of names and addresses of the places where their dances will be held so a Certificate of Insurance can be issued for each location. Most dancing locations will require a current Certificate of Insurance to be on file for the club. If additional dancing sites are added during the year, contact WNYF Insurance Coordinator to obtain additional Certificates of Insurance for the added sites.


5. The WNYF Insurance Coordinator contacts each club’s insurance contact with the amount each club owes for insurance. Each club is to issue a check made out to “Western N Y Federation”, and mail it to our WNYF Insurance Coordinator by November 15th.

All the club’s insurance checks are given to the WNYF Treasurer along with a summary sheet prepared by the WNYF Insurance Coordinator. One check is submitted to USDA by the WNYF Treasurer for all WNYF clubs being insured.


6. Each Club will receive their Certificate of Insurance for their dance locations in December for following calendar year.


7. Once any class member graduates and joins a WNYF club, the club they join needs to contact the WNYF Insurance Coordinator with a list of the new member names, and a corresponding payment for the new member’s insurance coverage for the rest of that year.

Insuring dancers belonging to more than one club:

Since many of our dancers belong to more than one club, the WNYF Insurance Coordinator needs to create the list of dancers belonging to more than one club, and determine how to distribute the insurance costs fairly among the clubs for these dancers.

NOTE: Each dancer needs to be paid for by only one WNYF club.

Insuring Class Members

Class members are insured without cost for 9 months provided the WNYF clubs offering lessons follow these procedures:

1. Clubs offering classes need to submit 2 paper printed copies of their list of class members to the Insurance Coordinator by October 15th. The club needs to indicate class start date, and proposed graduation date.
   
   Class members are not insured until the national coordinator receives their list of names.
   
   
2. If there are any new class members added after October 15th, contact Insurance Coordinator with their name.


3. Once a class member has graduated and becomes a club member; the club needs to submit the dancers name, and a payment for the dancer insurance coverage for the remainder of the year.

Please direct any questions pertaining to insurance to our WNYF Insurance Coordinator:

Carol Ann Stahl
Phone Number: 585-533-9241
Email: stahlsinrush@rochester.rr.com
Mailing Address:350 Fishell Road, Rush N. Y. 14543

Addition insurance information including the filling accident reports and additional insurance forms are available on the WNYF Forms and Documents Page

Updated 9/30/2025