June 12, 2004

To All EDGETA Branches:

CHANGES IN REPORTING BRANCH EVENTS MADE BY INSURANCE CARRIER

On April 16, 2004, with the renewal of our insurance policy came new requirements for reporting events. You are no longer required to report all the events your members may attend, you only need to report those that are sponsored by your branch. A sponsored event is one your branch is responsible for, organizes, and makes happen. As in the past this needs to be reported and on record with the Insurance Carrier prior to the event. We recommend that it be reported 7 business days prior to the event. If you have an event that is co-sponsored, or any show that is a part of another entity that requires a signed contract by an EDGETA branch for the space (example: county Fair), you are required to report it. If you participate at the Fair as a guest of the Fair board and are not responsible for the area you occupy, you do not need to report it. You will still have insurance coverage for those events your members attend that are not sponsored by your branch, (whether it is another branch's EDGETA sponsored show or another non EDGETA show) even though you do not report them.

However, for those branch-sponsored events that you are required to report, the insurance carrier requires attendance numbers after the event. The attendance number is the number of spectators that attended your event, not including your branch members or other branch members that may attend and participate in your event. If other branch members attend as spectators they should be reported as spectators. Please try to be accurate in determining the attendance number. If you have an event that is co- sponsored, like a county Fair, make an estimate of those spectators that attend your area. It is very important that we provide the insurance company the attendance number, as it is a requirement of the insurance policy.

When you initially submit your event you will get a copy back in your email in box. After the event, within one week, go back to the email, click on the link indicated, fill in the attendance number, and send the note. Since most branches do not have many sponsored events, the events form only has one blank for each submitted event. If you have more than one sponsored event, submit a new form for each event.

Many of you have sent in your list of events for this year. Unfortunately we have no way of knowing if these are sponsored events or not so you will need to resubmit your sponsored events. Please resubmit your sponsored events using the revised Events Reporting Form on the web page at www.edgeta.org under insurance info. There is only space to report one event at a time on the Events Reporting Form. If you have more than one event, you will need to submit additional separate forms. Since most branches have only one or two events that they sponsor, the number of events that you will need to report has been drastically reduced.

We would like to have all events reported using the form on the web page. Each branch should have someone in their membership who has Internet access and can report your sponsored events. If not please contact me, and we will work something out.

Thanks you for your continued cooperation in meeting our insurance requirements. We are continuing to try to streamline the process to make as easy as we can for the branches. I know we would all like to spend time with our tractors and engines, and not be burdened with paperwork. If you have any questions, please contact Dick Tombrink at dicknsue@nemontel.net or at 406-967-6687.

Sincerely,

Dick Tombrink, NW Director, Insurance Contact

Revised 6/12/04