Introduction
Organising an event, whether private or professional, involves a number of responsibilities. Between unforeseen events, incidents and legal obligations, it is essential to protect yourself with appropriate insurance. Event insurance covers the risks involved in organising an event and helps to avoid disastrous financial consequences.
What is event insurance?
Event insurance is a specific insurance contract that protects organisers against risks and incidents that may occur before, during and after an event. It offers a range of cover depending on the needs and type of event: concert, trade fair, wedding, conference, festival, etc.
This insurance policy generally covers the organiser's civil liability, property damage, personal injury, as well as risks related to bad weather or force majeure.
Why take out event insurance?
Taking out event insurance is an essential step in ensuring that your event runs smoothly and protecting yourself against any incidents that may occur.
First of all, it protects participants and third parties by covering bodily injury and material damage that may occur during the event.
Secondly, it meets legal obligations, as some municipalities or reception venues require a certificate of insurance before granting authorisation.
It also offers financial security in the event of an unforeseen cancellation, by covering the costs incurred and limiting the financial losses for the organiser.
Finally, it protects the equipment and goods entrusted to the organiser, such as technical equipment, furniture and installations, against the risk of theft or damage. By taking out the right insurance, organisers have effective protection against unforeseen events and can rest assured that their event will be a success.
The main risks covered
A good event insurance policy should cover several types of risk, in particular :
- Civil liability: Covers damage caused to participants, suppliers or third parties.
- Property damage: Protects rented equipment, infrastructures and equipment used.
- Personal injury: Guarantees cover for injuries to participants or staff.
- Cancellation and postponement: In the event of a major unforeseen event (bad weather, force majeure), the insurance can reimburse the costs incurred.
- Disputes and legal protection: Assistance in the event of complaints or disputes with service providers.
Event insurance cover
Event insurance cover varies from one policy to another, but certain types of cover are essential to ensure the security of the event.
Cancellation cover covers the costs incurred if the event has to be cancelled for reasons beyond the organiser's control.
Bad weather cover protects against financial losses caused by adverse weather conditions preventing the event from taking place. To prevent risks relating to the security of equipment, theft and vandalism cover offers protection against equipment theft and acts of damage.
In addition, for events with participants from abroad, assistance and repatriation cover is particularly useful in an emergency.
Finally, business interruption cover provides compensation for financial losses incurred if a major incident affects the smooth running of the event. By choosing the right cover, organisers can protect themselves against a wide range of risks and ensure the success of their project.
How to choose the right insurance
To choose the right event insurance, you need to take a number of criteria into account:
- The type of event: An open-air concert has different needs to an indoor seminar.
- The number of participants: The larger the event, the greater the risks.
- Necessary cover: Evaluate the specific risks so you can take out the right options.
- Budget: Compare insurance premiums and deductibles to find the best value for money.
- Policy terms and conditions: Read the clauses and exclusions carefully to avoid unpleasant surprises.
The procedure for taking out and declaring a claim
Taking out event insurance
Taking out event insurance begins with an assessment of the risks specific to the event. It is important to analyse the particular needs associated with the organisation, taking into account the type of event, the number of participants, the venue and the equipment used.
Once this assessment has been made, it is advisable to compare several offers by requesting quotes from different insurers and brokers. This will enable you to choose the insurance policy that offers the best cover at the best price.
Once you've selected the policy you want, all that remains is to sign and pay the premium to finalise the subscription before the date of the event.
Reporting a claim
In the event of an incident during the event, it is essential to report the claim to the insurer as soon as possible. The organiser must inform the insurer within the waiting period stipulated in the contract, to avoid any cancellation of cover.
For the declaration to be complete, all the necessary supporting documents must be provided, such as documents, photos or witness statements proving the incident.
Once the declaration has been received, the insurer will carry out an assessment, including an appraisal of the damage and an estimate of possible compensation. Depending on the organiser's liability and the terms of the contract, compensation may be as follows
Conclusion
Event insurance is an essential tool for organising an event with peace of mind. It allows you to anticipate risks, protect participants and guarantee optimum management in the event of unforeseen circumstances. Taking out appropriate cover is an essential precaution to avoid disputes and financial losses.
FAQ
Is event insurance compulsory?
No, but it is often required by venues and local authorities to guarantee the safety of the event.
What is the difference between event insurance and traditional civil liability?
Event insurance is specific to events and covers risks related to the organisation, whereas traditional civil liability only covers damage caused to others in everyday life.
Is it possible to insure an outdoor event against bad weather?
Yes, some insurance policies offer weather cover to cover financial losses in the event of adverse weather conditions.
How do I obtain an event insurance certificate?
Once the policy has been taken out, the insurer or broker will issue a certificate proving that the event is covered.
What is the best way to compare event insurance offers?
We recommend that you request several quotes, read the general terms and conditions carefully and check the cover included before choosing a policy.
