How does the event organizer insurance work ?

In this article, we will explore event organizer insurance. Every event organizer assumes responsibility during their professional activities, whether for:

• conferences,
• sports events,
• theater productions,
• exhibitions,
• workshops,
• concerts,
• summer camps,
• shows,
• events,
• etc.

As an organizer, you can be held responsible in case of an accident and will then need to compensate the victims.

Event Organizer Liability Insurance

Liability insurance for organizers helps protect you to some extent against the financial repercussions of a potential accident. The increasing stakes around each “unique” event amplify the risks for the organizer.

From welcoming the public to site rental, including work conditions for technicians and speakers, the event organizer also manages the budget and logistics.

It’s important to analyze:

• the risks associated with one-off or recurring events throughout the year,
• the profession of event organizer
• and insurance solutions to cover them.

You can find an example of the usefulness of event organizer insurance in the article on marriage insurance.

What insurances must the organizer subscribe to?

Liability for Organizers: Whenever you organize an event open to the public, it’s better to subscribe to liability insurance for organizers. Professional liability insurance (pro liability) is not mandatory unless you organize events or shows in public spaces.

In case of damages caused to a third party due to your fault (an oversight or omission) within the scope of your activity. Your liability is engaged.

By subscribing to this coverage, you entrust the handling of damages and indemnification to your insurer. This policy is available to all individuals or organizations that organize an event, regardless of its structure: an individual, a de facto association, a non-profit organization (NGO), etc.

This can concern a cultural center, a sports club, a youth center, or a theater troupe… It can be subscribed for a year or for a single event:

• a parade,
• a tournament,
• a contest,
• etc.

The liability insurance for organizers is usually subscribed to:

Either as part of private life liability insurance (also called family liability insurance), for individuals, or as part of business liability insurance (corporate liability) for all organizations or commercial enterprises.

The cancellation coverage:

You can subscribe to cancellation coverage. This insurance is very useful for protecting your financial commitments, as it guarantees reimbursement of non-recoverable costs incurred due to total or partial cancellations, abandonment, or interruption. It’s important to note that various events can cause cancellation, such as bad weather, key person unavailability, damage to equipment, or unavailability of the venue.

The equipment damage coverage:

The other insurance to consider for better protection is equipment damage coverage. This insurance covers technical and stage equipment that you lend or rent for the event (including during transportation), such as tents, bleachers, lighting, and sound systems.

Individual Accident Coverage:

Individual accident coverage helps protect the physical damages of persons or volunteers involved in executing the event.

This is also known as personal insurance. Finally, if you work in audiovisual production, you should know that comprehensive plans exist that include all necessary extensions to cover the project in its entirety, from production to recording and live broadcasting.

In principle, these insurance contracts include coverage for material damages, unavailability, and civil liability.

The law requires the operator of a public-access venue to subscribe to a fire or explosion liability insurance (Objective Liability). This insurance is called objective because it compensates victims automatically, even if the operator was not at fault.

What is Objective Liability?

Objective liability means that a victim of damage caused by fire or explosion in an establishment accessible to the public can contact the operator of that establishment to seek compensation for bodily and material damages, even if the operator was not at fault.

The law caps objective liability at 15 million euros for bodily damages and 750,000 euros for material damages. This limit applies per incident, regardless of the number of victims.

Once insurance is subscribed with an insurer, they send a certificate of insurance to the mayor of the municipality where the establishment is located. If the operator does not subscribe to this insurance, they risk fines, imprisonment, and the possible closure of the establishment.

Now you know how event organizer liability insurance works.

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