Event Insurance
Perth, Sydney, Melbourne, Brisbane & Canberra

Start by describing the event itself: purpose, dates, venue, expected attendance and the activities offered. Include preparation, setup, public opening and pack-down, not only the advertised hours. Explain whether you are the organiser, venue owner, promoter or a contractor supplying one part of the event. Identify performances, food service, alcohol, rides, workshops and off-site activities where relevant. The broker needs the specific program and responsibility map, because an indoor launch, outdoor festival and private celebration can create very different questions even when each is described simply as an event.

Consider the temporary environment. Staging, marquees, electrical supply, lighting, fencing and toilets may be hired from different suppliers, while exhibitors bring their own property. Explain who installs, inspects and controls each element. Describe access for contractors and the public, including shared areas outside the main venue. Ask how proposed insurance treats public liability, hired equipment, cancellation and other options under consideration. Cancellation cover needs particular attention to the insured causes and exclusions; it should not be assumed to reimburse any decision to cancel, disappointing attendance or a supplier problem merely because the event cannot proceed as hoped.

Bring venue-hire terms, supplier agreements, performer contracts and any client appointment to the review. Identify deposits, cancellation charges, indemnities and responsibility for damage to property. Keep material changes to dates, scope and attendance documented. If the event is organised for another entity, clarify who makes financial commitments and whose interests need to be considered. Obtain appropriate advice on unusual contractual obligations. A collection of supplier insurance certificates can be useful, but it does not replace understanding the organiser’s own responsibilities or establish that the financial consequences of every supplier failure are covered.

Prepare a current budget and a practical allocation of operational responsibilities. Separate committed costs, expected income and costs that could be reduced if arrangements changed. Keep equipment schedules and hire condition records where relevant. The event plan should identify who can make urgent decisions and how contractors communicate during delivery. Describe actual safety and security arrangements accurately, using qualified advisers for specialist matters. If an insurer asks about a control, distinguish what is already confirmed from what remains in planning. The proposal should reflect the event that will be delivered rather than an early concept or promotional description.

If an incident occurs, prioritise safety and activate the appropriate event response. Preserve a factual timeline of the circumstances, decisions and communications with venues or suppliers. Notify the relevant insurance contact and discuss proposed expenditure or changes where practical before committing to substantial costs. Keep property damage, refunds, extra supplier charges and other financial effects separately documented. Avoid announcing an insurance outcome before the cause and wording have been assessed. Where specialist technical, safety or legal advice is needed, obtain it alongside insurance guidance so the operational decision is made by the appropriate people on reliable information.

Review cover when the program, venue, dates or scale changes. An added activity, larger audience or move outdoors may require a specific update rather than an assumption that the original arrangement continues unchanged. Consider practical alternatives for key suppliers and a way to contact attendees if the main ticketing system is unavailable. For an annual events program, provide the forthcoming calendar and clarify which events are included. Ask the broker to explain policy periods, relevant limits and material exclusions. The insurance review should follow the actual event commitments while leaving operational contingencies and uninsured commercial risks visible in planning.