Protecting interests to ensure a smooth event

Donna Salle says the key to running a smooth event is protecting your interests with the right insurance coverage and explores here the kinds of insurance relevant for mitigating risks when negotiating agreements with a venue

1. Public liability insurance
   Public liability insurance is one of the most common and essential types of coverage for event organisers. It protects against claims of bodily injury, property damage, or personal injury that may occur during an event. For example, if a guest trips and falls at the venue or if the event damages the venue’s property, public liability insurance can cover the costs.
   Verify the amount of coverage required by the venue.
   Ensure the insurance policy includes coverage for accidents that may occur during setup and dismantling.
   Check whether the venue is listed as an ‘additional insured’ party on your policy, which extends protection to include them.

2. Alcohol liability insurance
   Alcohol liability insurance is crucial if alcohol is being served at the event. This coverage protects against claims resulting from alcohol-related incidents, such as a guest becoming intoxicated and causing harm to themselves or others.
   Insurance should cover both your staff and any third-party bartenders.
   Be sure to research and comply with local licensing laws.
   Confirm whether the venue has any stipulations on alcohol service, including approved suppliers or hours of operation.

3. Property insurance
   Property insurance covers any damage or loss to the event planner’s own equipment or supplies. In many cases, venues will not take responsibility for damages to items brought onto their premises. Make sure the policy covers rented or borrowed equipment.

4. Event cancellation insurance
   This provides coverage in case of cancellation or postponement due to unforeseen circumstances, such as natural disasters, illness, or other emergencies. This insurance can reimburse for lost deposits and non-refundable venue fees.
   Many venues require some form of cancellation insurance, especially for larger or more costly events. Also, pay attention to exclusions, such as pandemics, and consider adding additional coverage if needed.

5. Employers’ liability insurance
   Employers’ Liability insurance protects organisers in case an employee or contractor is injured while working at the event. It covers medical costs and lost wages for injured workers.
   Venues often require event planners to carry this insurance, particularly when the event involves manual labour such as setup or breakdown. Make sure to review the specifics of the policy, such as the coverage limits and types of injuries included.

6. Motor insurance
   If vehicles are involved in transporting equipment or guests to and from the venue, motor insurance provides coverage for accidents or damages caused by the vehicles.

7. Umbrella insurance
   Umbrella insurance is an additional layer of liability coverage that kicks in once the limits of other policies (such as public liability or motor insurance) have been exhausted. It helps protect against large claims or lawsuits that exceed the coverage limits of existing policies.

Navigating the insurance landscape may seem complex, but it’s a vital part of protecting your event, the staff and your business. By securing the right mix of coverage, from public liability to event cancellation, an organiser can confidently manage risks, meet venue requirements, and focus on delivering a successful event. Always review policies carefully and consult with insurance professionals to ensure your coverage aligns with your event’s unique needs.

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