Planning a successful event involves many elements and understanding the associated risks and how to cover them is not exactly one of the most exciting. However, it is one of the most important. All event organisers can tell horror stories from delegate deaths and fam trip bus crashes to outbreaks of food poisoning and travel delays and having insurance can help to cover the associated risks if things don't quite go to plan – elements such as cancellation, accidents, and property damage can all have a major effect and often come last minute.
There is underwriting support already in place for many of the world's most important exhibitions, conferences, outdoor festivals, concerts, and events as well as community celebrations, weddings, and birthday celebrations.
We have partnered with Paul Cook, an event insurance expert for over 20 years and the founder of Planet Planit Ltd, a specialist content consultancy who's provided us with his top tips on risk assessment and event insurance to make sure you are fully up to speed.
Before we go into detail, let's cover the basics:
Event insurance is a collection of cover types built into a specialist policy designed to safeguard the event or multi-event series you’ve organised against a range of risks.
Cover for an event can bring together a selection of products suited to the specific needs of the events market. Most insurance policies can be built to the individual requirements of each event organiser or exhibitor and based on a range of budgets.
An event policy can be tailored to provide financial risk protection from events such as a guest becoming injured by a falling exhibition stand, tripping over steps, or your mobile communication system being damaged, for instance. Cover can help with repairs or replacements, while public liability insurance assists with legal costs, expenses, and resulting compensation.
You also need to be covered for any employees who may be working on-site. And it's also important to have Property Insurance in case damage takes place on any of their equipment whilst working on your behalf. Event cancellation insurance cover can protect you in the event of the entire event having to be cancelled, should you consider that a risk. You may need to also look offsite around the event activities for risk - are there any pre or post trips, activities or evening social events that need to be included?
No matter the situation – whether it’s a deviation from the pre-planned programme, or an accidental injury at your event or property damage – insurance offers the cover to put your mind at rest, so you can focus on planning your event and implementing it against your business goals.
You can’t anticipate everything when organising an event but with the right, considered insurance you can feel confident that someone is looking out for you and every possibility.
No matter the scale of your event, you should always consider event insurance to cover you for potential injuries, damage, or unforeseen cancellations - in a post-pandemic world, it feels all the more relevant especially with unforeseen event cancellations, or for additional property insurance given the costs of technology required for todays' events or exhibitions.
Even if your venue and suppliers have cover and legal responsibility, it could prove costly to rely on the insurance of others. You may find a claim could be made against you as the event organiser for your attendees and without cover, you may have to pay defense and settlement costs yourself.
Due to the multifaceted nature of events, there are numerous associated risks. Adverse weather conditions, such as flooding could prevent you from reaching the event with crucial equipment which could cause postponement, relocation, or abandonment. Alternatively, one of your attendees could have an accident resulting in a guest filing a liability claim, or you might need to fund expensive tech kit replacements through specific property insurance after irreparable water damage.
Whether you need short-period cover to meet the requirements of individual one-off special events, multi-event insurance such as an annual policy, or wider community events it can provide welcome backup and security for as much of the unknown as possible.

Read on for Paul's top event insurance tips to ensure you are fully covered whatever the eventuality:
It is wise for exhibition and event organisers to prioritise buying insurance (along with risk planning) at the top of the must-do list. Leave it too late and you could be out of luck or pay a lot more. So when should you buy event insurance? In general, once money is put down as a deposit, or when contracts are signed as a precursor to mitigate any potential financial loss against the business.
The internet is a good place to begin. The volume of insurance providers has grown exponentially over the last 20 years or so. Just type ‘event insurance’ into your favourite search engine and listings of insurance companies and brokers will appear. In most cases, you can complete their online forms for a quote to be provided for a standard cover for any event or exhibition taking place. If you do not have time, you can always use the services of a specialist insurance broker or advisor to assist in finding you the best option.
Quotations in writing are preferable to verbal quotes. A written record helps untangle any misunderstanding by either you or the insurer that offered the quote. Always check how long the quote is valid. Many will be for 30 days. At that point, a new quote would need to be given.
In insurance, there is always jargon. It is the nature of the insurance industry. Don’t ignore what you don’t understand. Have anything unclear explained to you? You can use “What if” questions until you are sure that you understand what would be covered by the policy.
All insurance policies will have exclusions. You need to know what they are, and how they impact the insurance you want. The insurance company, broker, or advisor will be able to help you sort out the nuances of insurance policy wording but be clear on what you will be buying.
How much is the insurance premium, how much are any taxes, and how much are any broker/advisor fees?
Once you have that you will be able to see the total price. It is best to know the whole picture. All countries have different tax and legal requirements.
Before you sign up for the insurance, double-check your activities. Has anything changed since you first started looking for insurance? Do not hold back, provide all information that relates to your event. Don't forget to include any evening activities, pre or post-events and any other off-site activities.
You wouldn’t want a claim turned down because of any omission. It is always best not to filter information. Give insurers everything they ask for, and if in doubt tell them more.
Paying for your insurance before the policy is needed is highly recommended. This is because there can then be no doubt as to your intent. This is one invoice to pay as soon as it is received.
Why is this advised? Well simply because no one knows what unexpected issue is around the corner. If you have signed the insurance proposal form and paid the insurance premium, you will be in a good space.
Who is our contributor, Paul Cook
Paul Cook has been immersed in business events for over 20 years, first as an event insurance provider and expert and later as a producer, writer, advisor, speaker, facilitator, and educator. He is the founder of Planet Planit Ltd, which is a specialist content consultancy.
He is the author of three books;
Supercharge Your Virtual Speaking, Remotely Engaging, Risk It!
Paul is a Past President of the UK Chapter of Meeting Professionals International (MPI) and he is currently serving on MPI’s European Advisory Council.
For more information please contact Paul via his website www.paulcook.co.uk
Looking for more advice? Paul offers insight into getting to grips with the basics of event risk management.
How do you know when to choose the right event for your business? See our hints and tips on making the right decision for your goals.
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