Frequently asked questions
Questions about what event insurance is and who needs it
- Event insurance can refer to a range of covers designed to protect your event. This can range from cover if your event needs to be cancelled, to liability cover for accidents and injuries.
- Event Assured Insurance provides a range of products designed to cover all the insurance needs of the events market. Our cover is flexible so that it can be tailored to the individual needs of each event organiser and event.
- Our short period liability insurance is designed to meet the needs of individual events (or possibly a number of events over a specified, short period of time). Our annual policies are designed to cover the whole business for the year, since we recognise that potential liabilities don't start and finish with the event. If your business is diverse, we need to ensure that the business description is correct and complete and that all activities are disclosed. This is why we ask a lot of questions.
- You cannot rely on other people's liability insurance. A claim may still be made against you as the organiser, so you should still consider having your own insurance.
Questions about what can be insured
- Yes, there are some types of bad weather that can be covered on your policy.
- If your event is indoors, and not in a temporary structure, then cancellation or disruption due to bad weather is covered as part of standard cover. For example, if flooding prevents the organiser from getting equipment to an event, and this prevents the event taking place, then that is insured.
- However, if the event is outdoors or in a temporary structure, then cover is generally available, but the risk is underwritten individually, and the premiums are generally higher. The cover and premium will vary according to a number of factors including where the event is and the time of year. Ground conditions and the nature of the event are also relevant.
- It’s not usually possible to buy cover for adverse weather on an outdoor event less than 14 days prior to the start of set up of the event. With long range weather forecasts available it may be possible to know that bad weather is on the way, so the risk becomes a known existing one and cannot be insured.
- No, this would be considered a trading risk and not covered by our events insurance.
- Yes, this cover is generally available to events which can show an established pattern of previous gate receipts, against which a loss can be measured.
- Our event insurance covers postponement, relocation, abandonment or other significant deviation from the pre-planned programme.
- No, this wouldn’t be covered under event insurance.
Questions about terrorism cover
- Yes. We regularly provide insurance to protect income or expenses as the result of an act of terrorism that leads to unavoidable cancellation, abandonment, postponement or curtailment of an event. The cover will depend on where you are based and where the event is taking place.
- We do not cover fear of terrorism, or disinclination to attend an event due to a terrorist act.
- This is impossible to define – fear means different things to different people, so it’s an intangible risk.
- We can usually include cover for a threat of terrorism which causes the event to be disrupted, provided this is dictated by the local police or security services. We can also include cover to deal with changes to government travel advice following an increase in terrorism in the country where the event is being staged.
Questions relating to property and equipment
- Almost anything required at an event – from mobile communication equipment to marquees. Our team will be able to confirm if the property required at your event is covered.
- Yes. Hiscox Event Assured automatically includes cover for loss of hire charges.
- Check the hire agreement – these vary so it is important to tailor the insurance to the terms of your contract with the supplier.
- These need special consideration. Please contact us and we will be able to advise you on a case by case basis.
Questions about arranging cover and levels of cover
- We always encourage event organisers to arrange event insurance early as this gives best value for money. It may not be possible to arrange cover at very short notice, as the premium usually must be paid before the event takes place. All circumstances that exist at the time the policy is taken out are excluded, so the later the purchase is left, the more likely that a cause of disruption will be excluded
- It’s not usually possible to insure against adverse weather less than 14 days prior to the start of the event set up.
- You can choose whether to insure total revenue or just the expenditure for a particular event.
- If you were to under-insure your event this could have the effect of reducing the amount paid in a claim in proportion to the extent of under-insurance.
- The revenue from ticket sales and sponsorship can be insured because if the event is cancelled these amounts are easily proven. However, sums expected to be raised on the night may be uncertain, and are not always insurable. Charity events therefore usually insure pre-booked revenue only.
- The exception would be an event which has been staged for many years for the same charitable cause, at the same time of year, at the same venue, with the same type of guests. Here you would be able to demonstrate a track record of "on the night fund raising" and underwriters might consider cover for a proportion of this. Our team will be able to discuss whether funds raised can be covered for your particular event.
Questions about insurance terms and policy wording
- We have reduced these to a minimum, but there are four basic reasons for exclusions in insurance policies. They are either:
- Risks requiring special underwriting (e.g. non appearance of key featured persons, adverse weather), or
- Risks that would be against public policy to insure (e.g. deliberate damage smuggling or counterfeiting by the Insured), or
- Trading risks (e.g. lack of attendance), or
- Risks covered in other types of insurance (e.g. financial failure of suppliers)
Our team will be able to talk you through what is and isn’t included, for the type of cover that you would like.
- Employers' liability insurance covers legal liability for injury or disease sustained by an employee in the course of their duties. Most businesses are obliged to have this cover by law – even if you only employ temporary staff.
- Public liability insurance covers you against legal liability for accidental injury to other people (other than employees) or damage to other people’s property.
- Professional indemnity insurance covers legal liability for financial loss sustained by another party (usually a customer) as a result of some error, omission or failure in the advice given. It can also cover defamation, breach of copyright, or breach of confidentiality.
- If you need professional indemnity insurance, then Hiscox Event Assured Professional includes this. If you’re an event organiser where part of your business falls under the Package Travel Regulations, then you might want to also consider Hiscox Event Assured Professional, as it can include tour operators’ liability insurance.
- If you don’t need tour operators’ liability cover and are organising your own event such as a conference, exhibition or special event, then you may decide that professional indemnity insurance is not necessary. If so, then Hiscox Event Assured Liability provides the necessary employers’ and public liability cover.
- It is the maximum sum that the underwriters will pay in relation to any one claim made on the insurance policy.
- Reinstatement cover means that the insurers will pay the cost of replacement with a new one which is equal to, but not better than, the item lost or damaged. This is usually the basis of cover under the Hiscox Event Assured "loss or damage to property" cover, provided the sum insured represent the full replacement cost.
- Indemnity basis means that the insurance will only pay for the cost of replacing the item with an item of similar age and in similar condition, i.e. the policy will pay for a second hand equivalent. This is its market value, not the written down value.
Questions about making a claim
- No, by doing so you may invalidate your insurance cover. Even if the circumstances behind an injury or damage to property seem clear, never admit any fault or blame, simply refer the other party to us so that we can assess the merits of their claim against you.
- Please contact us if you need to make a claim
- Remember to take your insurance documents with you to the event as these include 24 hour numbers for use in emergencies (either +44 (0) 7976 942 912 or +44 (0)7741 248 196).
- Our UK-based experts are here to act swiftly and in your best interests. Find out more about our superior claims service.
- If a claim is particularly large or complex, a loss adjuster will be appointed to assess and quantify the loss.
- The adjusters we use are specialists in handling event claims, and so in addition they will work with the claimant to take action to reduce or avoid the losses, and can help ‘get the show back on the road’.
- The Hiscox Event Assured policies make provision for you to act in an emergency. Reasonable emergency expenses will be covered up to the sum insured in the schedule, even if you have not got these agreed in advance. What is "reasonable" will naturally depend on the circumstances, but a guide can be asking "if it was your money, would you spend it?" The provision is that you contact us as soon as you possibly can (and within seven days of you being made aware of an incident or problem that could lead to a claim). In practice, contact can usually be made, and a course of action implemented to deal with the crisis as it happens.