Top tips for event organisers

There’s nothing like a great event for your customers and clients to enjoy, whether it’s a conference, seminar, charity event, exhibition or product launch. It’s easier said than done though as things don’t always run like clockwork, and there are a host of risks to contend with. But there are things your business can do to help your event run smoothly.

Risks when running a business event

Cancellation and abandonment - If your event has to be cancelled or postponed due to circumstances beyond your control, your business could suffer financial and reputational losses.

Accidents involving guests and staff - Should the worst happen and someone suffers an accident at your event, whether it’s your guests, staff or volunteers, your business could be held liable.

Property damage - If the unexpected strikes and damage is caused to the property where your event is held, your business could be held liable for any loss or repairs.

Financial loss – Should any money you take on the door get stolen on site or in transit, it could be the difference between making a profit or loss.

Non-appearance of headline guest - if one of your headline speakers or entertainers doesn’t show, you could face reputational damage.

How your event can be protected against the unexpected

Depending on the type of event you’re looking to run, there are various types of event insurance that could come in handy to cover these risks. Most event insurance packages typically cover a whole range of events and include:

  • Public liability - if anyone suffers an accident or the property is damaged, you’re covered for the legal liability.
  • Employer’s liability - should anything happen to your employees or volunteers; this will cover you (usually to the limit of £10M).
  • Property – any loss or damage to the property is covered.
  • Cancellation and abandonment - if an unexpected incident occurs your financial loss will be covered. And you can often include loss of profits cover additionally.
  • Money – this covers any money taken on the door, held on site or in transit to and from the event.

Other additional covers are usually available for things such as terrorism, adverse weather and if your key speaker/entertainer doesn’t show up. There are also things you can do to try and avoid a disaster yourself.

Business event top tips

  1. No matter the size of your event, big or small, create a comprehensive risk management review. Consider anything that could go wrong, put it in writing. That way you can be prepared to prevent a problem or be prepared to solve it.
  2. If you do have evidence of good risk management this could lower premiums and bodes well with insurers.
  3. In areas prone to natural disasters such as floods, it’s good to have a disaster recovery plan. Try to incorporate a rehearsal into your event plan.
  4. Review any venue contract; be aware of any restrictions or conditions including insurance limit requirements and liabilities.
  5. Volunteers have as much right to employer’s liability cover as hired employees, so make sure your policy covers them. A standard office policy most likely won’t be sufficient.
  6. If you insure against cancellation or abandonment, do so as soon as the venue is booked. Incidents are not covered when they occur before insurance is placed.
  7. Consider any transportation issues that may affect attendees; motorway closures or cancelled flights and industrial actions for example. Insurance would mean with the right cover that you can return delegate fees etc.
  8. Bad publicity from an event disaster is always a worry. Ensure you have good communication with the media should any PR issues arise. Your insurance could even cover costs incurred generating a more positive media message.

Remember every event is unique and the risks may vary. But with these top tips and event insurance in place, you can rest assured that should things go wrong you’re covered.