Do you need event insurance? - By: Tom Jui

There are two main kinds of event insurance, and the right one to get depends on your role and relationship to the exhibition, conference, or show. The first and perhaps the most essential is for organisers, who bear the greatest burden of responsibility for the success of failure of an event and also the lion’s share of the financial risk. Unfortunately financial risk is a fundamental fact of staging a large event of any kind. Things can and sometimes do go wrong, not necessarily through any fault of organisers or participants.

Insurance for event organisers can cover almost all the bases. Public liability is often the foremost concern and in many cases this is not optional- it’s essential. Often employer liability insurance should also be included to cover any staff involved in the event. Legal protection for organisers is a must, especially when those events will be open to the public or involve any kind of special safety concern. Firework displays are a prime example, as are sporting events or shows involving livestock or pets. Special care should also be taken anywhere children are involved.

Organiser insurance should include a great deal more than simple public liability. It can also cover more general difficulties that arise on the big day or in the lead up to it. Some policies will cover almost anything that would seriously reduce attendance levels and hence the power of organisers to generate revenue and recoup their investment. Eventualities that might be included under this heading include transport strikes and disruptions, sudden terrorist threats resulting in closures of transport links and city areas, and cancellation or early curtailment due to extreme and unexpected weather. Specific attendees can also be covered- imagine if your keynote speaker cannot make it to the conference to a volcanic ash problem and a replacement needs to be found and paid for at the last minute.

Exhibitor or participant insurance covers those who are hiring space or bringing their own exhibition stands to an event. Like insurance for organisers it can include public liability measures. Sometimes this is necessary, and it is always worth checking with organisers about what their insurance covers and whether or not exhibitors are legally entitled to protection under the overarching event insurance. It should also cover damage to exhibition stands and to goods being brought to the event for display or demonstration purposes- both those that are owned and those that are hired for the duration. Exhibitors should also take care that their insurance covers possible damage on the way to and from the venue, and the potential effects of a cancellation, either of their appearance or of the whole event.

In addition to these two insurance types, contractors involved in providing goods or services for an event may also benefit from their own, slightly different insurance. Like the types discussed above, it can cover event infrastructure (either permanent or temporary, owned, hired, of that which belongs to clients and the attending public), disruption to the event for a huge variety of reasons, and public and employer liability.

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