Public event insurance
Organising the appropriate insurance for your event is essential. Attention to detail is of utmost importance when putting in place the cover that is required. In taking out insurance, the insurer/underwriter agrees to provide security against future loss, damage or liability in return for a non-refundable premium paid by the event.
Aim to confirm your insurance around 2-3 months before the event and no later than a month before.
Here is a checklist outlining the kind of information that you should expect to submit:
- An outline of the nature of the event
- Period of insurance required (event build/live event/take-down)
- Experience of the organisers (include brief CVs of the key staff)
- The number of times the event has been held and the insurance claims record. If the event has made no insurance claims to date make sure you highlight this very clearly
- Event capacity and expected audience profile
- Health and Safety policy
- Emergency arrangements
- Liaison with the local authority and any joint agency health and safety sub-groups
- Information about any staff safety training and procedures
- Production schedule
- Risk assessments
- Method statements
- Details of subcontractors and their insurance
- Details of any work to be carried out at height (i.e. above 3m)
- Site plans
- Full list of attractions
- Details about any on-site accommodation (i.e. camp sites, etc)
- Information about any specialist contractors such as pyrotechnic companies
- A schedule of the event equipment that you need to insure
- A copy of any contracts that you have with funding partners, artists, competitors, sponsors, subcontractors, etc that feature insurance clauses (they all should). It may be that you, as Event Manager, have to indemnify other parties against loss, damage or liability, etc as well as yourself and the event. If the event is being funded in part or in whole by a public sector organisation it is likely that their contract with you will clearly state a level of public liability cover that must be in place. This figure will then be the minimum amount of cover you require.