Buying Event Insurance - A Buyers Guide

A Buyers Guide to Event Insurance

Organising an event, from music festivals, local festivals to charity fundraisers involves lots of organistation, and it might not even be your day job if you are a volunteer. 

Essential covers for any event insurance are Public Liability and Employers Liability. Thereafter there are optional covers you may need such as Property cover, Hired-in Equipment and Cancellation Insurance (including Adverse Weather Coverage). Below we explain the main covers and how to go about writing an Event Management Plan (EMP).

Public Liability Insurance

Public Liability insurance is fundamental for any event, covering legal liabilities, if attendees are injured or if property is damaged due to the organiser's negligence. Evidence of this cover is a must and confirmation is usually requested by any property owner or local authority. The minimum limit of indemnity recommended is € 6,500,000 as this is the limit normally requested by stakeholders, however a lower limit of €2,600,000 is also available and may be appropriate for smaller simple events. A common request is, for indemnity to principal letters to be provided to Property/Land Owners or Local Authorities. These requests could be numerous depending on the size of the event. Eventinsure.ie provides indemnity letters for principles free of charge when you purchase cover with us. Examples of claims are: 

Injury to an Attendee from a Trip Hazard
At a festival, an attendee trips over loose cables that were not secured or clearly marked in a public area. The individual suffers a broken ankle and files a Public Liability claim, alleging negligence on the part of the event organizer for failing to ensure the safety of the event space.

Damage to Property by Event Equipment
During a community event, a temporary marquee collapses in high winds and damages a nearby parked car. The car owner files a Public Liability claim, holding the event organizer responsible for inadequate securing of the structure, leading to damage to their property.

Employers Liability Insurance

Employers liability is another must if the event has employees, whether temporary or permanent or volunteers. This covers your legal liability to employees or volunteers should they suffer an injury while at work. The standard Limit of €13,000,000 should be sufficient here.  Examples of claims are : 

An Injury from Heavy Lifting
During the setup of a music festival, a staff member is instructed to move heavy sound equipment without adequate training or assistance. The employee injures their back while lifting, leading to medical treatment and time off work. The employee files an Employers' Liability claim, arguing that the employer failed to provide proper manual handling training or equipment to prevent injury.

Slip and Fall in the Workplace
An event organizer sets up a backstage area for a festival, but a spill on the floor is not cleaned up promptly. An employee working behind the scenes slips on the wet surface, breaking their wrist. The injured employee claims that the employer did not maintain a safe working environment and failed to adhere to health and safety standards.

Property Cover

The event should arrange Property Insurance on any of their owned property as this can be costly to replace and is used year after year. Many events own their own small sound systems, lighting equipment, bunting etc. This should be insured on an annual basis.

Hired-In Equipment Insurance

Many events hire in equipment for the period of the event, such as sound systems, lighting rigs, and temporary structures. Under most hiring agreements, the hirer (event) will be responsible for the equipment for the duration of the hire. This cover is indispensable and is a must for any Event. Cover should not only be arranged for the period of the festival but also include the get in and out dates.

Cancellation Insurance

Event cancellation insurance covers financial losses if an event is unexpectedly cancelled or postponed due to circumstances beyond the control of the insured. This can include ticket sales, Marketing cost, venue hire costs and other expenses. There are a few additional add-ons that should be considered here, such as Adverse Weather. Adverse Weather is essential for any outdoor event. This extension provides cover where the weather is so severe, the event is impossible or unsafe for it to proceed or continue. Other Add ons include Terrorism, National Mourning and Cyber.

Importance of an Event Management Plan (EMP) and Risk Assessments

An Event Management Plan (EMP) and comprehensive risk assessments are crucial for successful event planning. These tools help identify potential risks and outline strategies to mitigate them, ensuring a safer environment for attendees and reducing the likelihood of claims. An EMP is considered essential for events of a certain size to obtain an insurance quote also.

An EMP outlines everything about your event, location, personal involved, and should include information on venue layout, crowd control, security arrangements, emergency exits, coordination with local authorities and medical facilities etc. It helps you plan, and communicate with your fellow organisers, and crucially, allows insurers to see that the event is well managed and organised. 

The EMP should include detailed Risk Assessments - particularly if there are multiple components to your event, for instance in the case of a festival. These Risk Assessments should identify potential hazards, the likelihood of these risks occurring and what measures should be taken to mitigate. The best way for these to be conducted is usually by walking through the event site and noting hazards as you go.

Benefits of Comprehensive Event Insurance

• Transfer your Risk: You and your fellow organisers will feel more secure knowing they are protected against something going wrong
• Financial Security: Comprehensive coverage minimizes the financial impact of unforeseen events, helping you to run your activities long into the future
• Compliance with Venue Requirements: Many venues require organizers to have liability insurance as a condition of booking.
• Peace of Mind: Clients can focus on delivering a successful event without the constant worry of potential financial disasters.
• Event Cancellation Coverage: Reimburses costs if the event is canceled or postponed due to unforeseen circumstances (e.g., severe weather).
• Credibility & Trust: Your event will benefit from the trust of stakeholders by having correct insurance coverage

Each event is unique, and so are its insurance needs. Eventinsure are Irelands leading insurer to the events sector and we cover a wide range of events. 

Click “Get a quote” above, by selecting your particular event type to get a quick quote online today.