Event organisers: Are you covered for all eventualities?

If you’re an event organiser, summer 2022 might be the first summer in a couple of years where you’re hosting an event, including erecting marquees or staging or welcoming enthusiastic festival goers. And if that’s the case, it’s essential that you’re up to date with everything you need to consider to keep the public, staff and volunteers safe-  as well as avoiding any financial loss.

Start by having an event plan

From marshalling to marquee safety, and from traffic management to trip hazards, you need to be on the ball. This starts by having a plan – working out what your event risk management needs, according to the scale of the event, its duration and its timing.

Firstly, think about the legalities involved in your event. Do you need special licences? What insurances must you legally hold and which other covers could protect you, should the heavens open, an accident or emergency occur or a contractual dispute break out? Talking of contracts, make sure any third parties involved have valid and sufficient public liability insurance, as well as the right qualifications to provide the services offered. Let a solicitor examine contracts to ensure there is no shifting of liability on to your shoulders should something goes wrong.

Considering the worst-case scenario is key. Any event organiser has a duty of care to everyone involved, from set shifters to musicians, and from children playing on hired in equipment like bouncy castles, to those tucking in to local fayre from food stalls. Check that volunteers driving your mini-buses are actually covered. Know that your food exhibitors practice allergen control.

It's always important to as ‘what if?’ for your event, as this will get the right medical back-up and organisational systems in place, ensure fire prevention measures are robust and help you think of everything, right down to cash handling and crowd control.

Think about any event-specific risks

Every event will have its own associated risks, and these will need to be thought about and planned for specifically. These can include:

• Working with animals and children. Consider any wild animal ‘escapes’, as well as ensuring background checks on event volunteers and staff.
• Electrical and gas equipment. These carry an obvious inherent risk, so make sure any testing is up to date, as well as health and safety requirements.
• Unstable structures. Structures that are potentially unstable, especially due to bad weather or changing ground conditions can be a risk.
• Hazardous entertainment. Some aspects of your entertainment could be ‘hazardous’, from climbing wall experiences to fireworks. Check all activities are covered by your public liability insurance cover. If they’re not, enquire about stand-alone policies.
• Covid-19 has added another layer of event risk, so consider everything from sanitary and toilet services, to clean air supply and social distancing at pinch points. Covid-19 has not gone away, so duty of care as an event organiser does mean controlling any associated risks.

Don’t forget about the financial risks

As with any event, there are also (and always) financial risks associated with running an event or festival. These include the event being decimated or cancelled due to bad or dangerous weather, nearby terror attacks or the withdrawal of your top act. All of these can be potentially covered by insurance policies, whether that is through a pluvius, cancellation or terrorism policy.

Speak to an expert insurance broker

Getting advice from an expert insurance broker about any insurance risk for your event can pay dividends. At Henshalls Insurance Brokers, we'll work with you to advise and can spot risk loopholes to give you important peace of mind when it comes to covering your event.

To find out more, or to discuss you event cover requirements contact us today.