Being an event planner or host is an admirable occupation. You take on so much, and you thrive in a fast-paced environment where the entertainment (and safety) of your patrons is your main priority. Being an event planner or host comes with some risks, such as guests getting hurt, venues getting damaged, or drunk and rowdy patrons causing a scene.
This is where having special event insurance, or event liability insurance as it may also be referred to, comes in handy. In this article, we’ll address what event liability insurance is and how you can get it.
The Responsibilities of an Event Host
An event host has a lot of responsibilities. Before we get into how to get liability insurance for an event, let’s address what an event host must manage when planning a function.
Planning, preparation, and organization.
The event host must plan the event, ensuring that they have hired the necessary staff and kitchen, that the venue can house the guests that they have invited, and that the agenda for the day is planned out.
Rent a venue
An event host might be in charge of renting out a venue for the event. They must ensure that the event space is clean prior to the event (and after as well), as well as ensure that it has sufficient seating for all the patrons, clear aisles, and fire safety measures.
Coordination between all teams
A successful event planner may head multiple teams, from kitchen staff to valets. They must coordinate all different teams to ensure everything works together harmoniously and that everything goes off without a hitch.
An event host has a lot on their plate. To help make their risk mitigation strategy even better, they may need to purchase event liability insurance. Moreover, some venues will make it a requirement that the host of the event has some level of coverage.
What is Event Liability insurance?
Event liability insurance can be purchased on a short-term basis before any event to provide coverage for the planner or host’s liability. It can be purchased for private and public events, from charity auctions to reunions and holiday parties, and is designed to cover damages to the venue or rented property, injuries of any attending guests, and damage to patron’s property.
Some venues will require that you, as the host or event planner, have insurance before they will agree to rent out the physical space to you. It’s a small price to pay for huge protection. To get liability insurance for an event, you need only get a quote from an expert MGA, like VaGo.Host Liquor Liability Insurance
If alcohol is being served at your event, you must obtain a valid liquor license and purchase host liquor liability insurance. A standard event liability insurance policy may exclude damages caused by intoxicated guests, or any liability claim that can be traced back to the consumption of alcohol.
Wedding Event Insurance
We strongly recommend purchasing wedding event insurance for any upcoming wedding. Weddings can be any scale of event – from a handful of patrons made up of close family and friends to hundreds or even thousands of guests. Wedding insurance may be designed slightly different than a classic event liability insurance policy, as it can also cover financial investments (such as if your photographer cancelled last minute and you need to book another at an increased price) and may offer increased liability coverage limits.
In addition, a wedding is a big event for good reason – it’s a milestone in any person’s life! Weddings can be expensive, and making sure your big event goes off without issue is crucial. Wedding event insurance can be instrumental in mitigating any risk.
Limiting Your Risk as an Event Host or Planner with Mitigation Strategies
As the host or planner of an event, it is your duty to ensure that your roadshow, seminar, wedding, or even conference goes smoothly. The most important thing to consider is the safety of your attendees. While insurance may certainly be an asset in mitigating your financial risk, taking the necessary steps to prioritise event safety can go a long way. Here are some tips:
- Perform a risk assessment prior to the day of your event and identify all the potential hazards that your event might bring. Once you have clearly identified which areas could be problematic, you can address each concern in order of most severe to least.
- Consider hiring on-site emergency or first-aid personnel to attend your event and standby in case an emergency happens.
- If you’re not running an all-standing function, consider seating arrangements. Make sure you put priority on ensuring gangways and aisles or clear. Consider accessibility for people in wheelchairs or with mobility issues.
- For your venue, consider carrying out a separate fire safety risk assessment. You must do what you can to mitigate the risk of fire by ensuring any electrical installations are carried out by reputable and qualified electricians. No control panels nor electrical equipment should be accessible by any of your patrons or untrained employees.
- Have an evacuation plan made up with an identified, easily accessible muster point. Make sure all your employees and staff attending the event are aware of their role.
- Last but certainly not least, make sure you get the right insurance for your event.
VaGo can help you get insured for your upcoming event. Thanks to our special risk solutions, you as the planner or host of your upcoming event can focus on the more fun aspects of your upcoming “big day” without worrying about potential damages or losses.
