Policy documents (inc. Data Protection)

See below for details of the following:

  1. Data protection
  2. Food hygiene
  3. Lions Clubs Insurance – including Santa Sleigh and events
  4. Public performance licence – including Santa Sleigh and events

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Data Protection

Lions Clubs in the British Isles who have specific questions concerning data protection (formerly termed GDPR) should contact Lion Robyn Banks, MD105 Data Protection Officer, via:  robynbanks@lionsclubs.co.uk.

Robyn has over 18 years’ professional experience in this field. Her role is to advise individual Lions, clubs, districts and the MD on implementing practices to ensure compliance with the 2018 legislation. Guidance on relevant issues will be published on this site, as well as district websites.

Food hygiene

Food hygiene course: Visit the following website and enter the discount code: LIONSCLUB22, www.saferfoodhandler.co.uk/lionsclub
Click to download a template for recording dishes and their allergen content.

Lions Clubs Insurance

Please see below for details on insurance cover, and relevant documentation. Any questions, please contact, Rebecca Hall, on 07522 985230 or email: insurance@lionsclubs.co.uk

Lions Clubs International MD105 insurance broker is: JLT

Claims: Details of any potential claims should be emailed to insurance@lionsclubs.co.uk. Please send full details to enable the claim to be processed by the insurers.

Vehicle and Sleigh cover

Contingent Motor Cover

Provided by Amlin. Premiums for cover are:

  • Daily Charge: £25.00
  • Monthly Charge: £400.00

Above prices are per vehicle. Where more than one vehicle is used to tow a sleigh, each will be subject to individual premiums. Cover is automatically provided for damage to a sleigh that is attached to the vehicle, or when unattached if in the proximate of the vehicle (or example if unattached outside a shop during a fund-raising collection).

Requirements should be emailed to Insurance@lionsclubs.co.uk – to include the following details as required by Amlin to confirm cover:

  • Make
  • Model
  • Engine Size
  • Vehicle registration
  • Value
  • Cover required
  • Duration of cover
  • Driver details
  • Where the vehicle is kept overnight

NOTE: Drivers with more than 6 points on their driving licence will not be covered. Details of any driver with more than one claim in the last 3 years must be provided before cover is allowed.

If cover is required for vehicles for towing of sleighs please send details of the vehicles and trailers, stating the duration that cover is required for to insurance@lionsclubs.co.uk

Where additional cover is required, requests should be sent as early as possible to allow for discussions with the insurers.

Where a quote is required by a certain date for discussion in a Lions Club meeting, please state this clearly when making a request for cover.


Please note the following stipulations:

  • A seat belt must be worn by Santa when a sleigh is in motion.
  • A sleigh’s maximum speed whilst Santa is on board must be no more than 4mph.
  • Nobody other than Santa must ride on a sleigh.

Risk assessment: The insurance provider, Amlin, stipulates that clubs need to complete a risk assessment for all evenings outings of a sleigh. This needs to include a pre visit to locations to record major hazards (eg parked cars and pot holes, which previous claims have involved). It is advised that sleighs not be driven down streets with cars parked on both sides owing to most accidents occurring when space has been too tight for turning.

Limited liability, club property, event and money cover

Liability insurance requirements

The insurance brokers require that Lions Clubs complete risk assessments for all events they undertake, which need to be retained on file, as they will be requested in the event of a claim.

Club property cover

All Lions Clubs within MD105 are provided with cover of £20,000 value for club property to include equipment and regalia. This includes hired-in equipment provided a club holds no more than £20,000 in property value at any one time. Should a club requires additional cover above this amount, please email details requirements to insurance@lionsclubs.co.uk

Additional money cover

The money cover limit for any event is £5,000. Should a higher amount be required, premiums are detailed below. Note that an additional money questionnaire (see below) must be completed and sent to: insurance@lionsclubs.co.uk

Temporary money cover (premium) Own carryings/Cash Limit Contingency security company carryings Cash in Safe
£84 inc IPT per event £5,000-£10,000 £5,000-£10,000 £5,000-£10,000
£140 inc IPT per event £10,001-£25,000 £10,001-£25,000 £10,001-£25,000
£280 inc IPT per event £25,001-£40,000 £25,001-£40,000 £25,001-£40,000

* IPT = insurance premium tax

Cancellation Cover for Events

Cancellation cover for events can be provided to cover the loss of funds spent to set up an event. To receive a quotation, the Hiscox special events proposal (below) must be completed and emailed to insurance@lionsclubs.co.uk. If the event will take place outside, the outdoor event questionnaire must also be completed and emailed.

Public performance licence

The following licence covers Santa Sleigh activities only. Lions Clubs in the British Isles will require a separate music licence for other events they organise during the year. This can be applied for from PPL/PRS. For further information email customerservice@pplprs.co.uk
NOTE: it has been agreed that all Lions Clubs in the British Isles and Northern Ireland collecting at Christmas “Santa Sleigh” events will be exempt from a PRS for Music licence under its discretionary policy.  This may change from year to year and MDHQ will be check each year. Should clubs encounter any issues in this regard, please contact MDHQ.

Music licences and Lions Club International MD105

There are two types of licence, PPL and PRS. PPL collects and distributes money on behalf of record companies and performers, whilst PRS for Music collects and distributes money on behalf of songwriters, composers and publishers.

PPL: Lions Clubs International MD105 has secured (and paid for) an annual PPL licence on behalf of all Lions Clubs in the British Isles (excludes Republic of Ireland). Its terms are as follows:

  1. The fee paid by MD105 licences all recorded music usage by a member club throughout the year except for events where the attendance is in excess of 500 persons, which would then need to be licenced under standard PPL tariffs.
  2. Fees increase annually on January 1st in line with the Retail Price Index.
  3. Where a member club owns its own premises any use of those premises by third parties is not covered by this licence.

PRS: An annual licence is not issued as PRS acknolwedges that many venues used by Lions Clubs hold a licence for music. Where this is not the case, individual clubs should contact PRS direct. They will be treated as a charitable organisation to obtain a favourable licence rate. More detailed informaiton on this charity discount scheme and an online application form can be obtained from: PRS for Music