Top Ten Tips (Insurance) for People Organising Events

By Paul Cook

Ever needed to know where to start when it comes to organising your insurance cover whilst planning your event. Ten simple tips will be sure to help.

1. Make Insurance a key priority.
As soon as a deposit is paid or a contract is signed that is the ideal time to begin insurance cover. Some venues will require that you have Public Liability insurance when you make the booking. It would be a mistake for organisers to believe that the Public Liability insurance of the venue will also respond for their (organisers) negligence.

2. Shop around for quotations.
The internet is a great place to start. If you do not have time yourself you can always use the services of a specialist insurance broker. Take into account that not all brokers/intermediaries are independent.

3. Insurance language can be very confusing.
If you do not understand the insurance cover – have it explained to you. It is best that you understand what is and what isn’t covered. Have your insurance explained in plain English. We recommend that “What if” questions are used as these will help to establish whether the insurance will be sufficient.

4. Be clear on the insurance cover you are looking for.
It is costly to duplicate insurance but more costly not to have the correct insurance in place.

5. Ensure that all quotes are in writing.
Be aware of how long the quote is valid. This way you always have something to refer to.

6. Make sure you understand the Policy Exclusions.
You do not want to find that an important part of equipment or the event is excluded from your coverage.

7. Understand any Warranties that may apply to your policy.
You need to be absolutely clear about the do’s and don’ts of your insurance coverage to ensure that you comply with them otherwise the policy may be invalidated.

8. Pay your Insurance Premium before your event takes place
If you do not pay within the required timescale your policy may be cancelled, or a claim refused.

9. Make sure you have fully described all the activities that will take place at your conference.
You wouldn’t want a claim to be turned down on the basis of non-disclosure for the sake of a simple telephone call. Claims can be rejected if insurance companies are unaware of all the facts. Refer to your advisor/the company if you are in any doubt on this point.

10. Remember there are many specialists and advisors on hand to assist you with understanding the implications of your insurance coverage.
Above all be sure that they are Authorised and Regulated by the Financial Services Authority. This is an ongoing accreditation provided only to companies who meet all the requirements of the Regulatory body in the UK.

Keep these tips in mind when planning your event and not only will it help you to avoid some common pitfalls, but will give you the peace of mind to enjoy the event to the full.

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