Signing Authority

Use Permits: Many school districts, churches, city and county facilities require that a Use Permit be signed in order to reserve their meeting spaces. Use permits which confirm a date and time and conditions of facilities use or rental are within the signing authority of teams, as long as it does not contain a “Hold Harmless” clause or a financial penalty.

Hold Harmless Clause Signature: If a Use Permit contains an indemnity or hold harmless provision in case of accident, the use Permit must be signed by either the Senior Vice President or Regional Director of AFS or exempt staff designee.

Submitting the Use Permit Submit: the Use Permit form to your Regional Service Center staff. If that site has already been signed off in the past, an exempt Regional staff member may serve as the designated signer. If not, the form will be forwarded to the Senior Vice President for evaluation, legal review and signature.

Site Contracts Containing Penalty Clauses: Sites often used by AFS, including hotels, camp facilities, etc., may have cancellation or other “penalty” fees included in the site contract. Because of the financial repercussions of non-compliance with the terms of such contracts, these documents must be signed by the Regional Director or exempt staff designee.

Certificate of Insurance: If a Certificate of Insurance is required by the facility, please notify AFS in writing (use the “AFS Certificate of Insurance Application” from) at least one month prior to the event. Each request must be signed by the local unit coordinator and forwarded to Kim Galvan in the AFS-USA St. Paul office. Kim will give the request to the Treasurer of AFS International who will then contact the insurance company and arrange for the certificate to be issued. The Certificate of Insurance will be sent directly to the Loss Payee (the organization, business or individual) who requires the proof of insurance. Note: Local units/chapters must have a current Chapter Charter on file for the current program year in order to be eligible for a Certificate of Insurance.