A detail that people forget about is liability insurance. Austscape needs public liability insurance for the event to cover the attendees, and employer's liability insurance to cover volunteers (ie. the organisers). Autscape currently gets insurance from CaSE Insurance which provides insurance for Charities and Social Enterprises.
When booking a venue, it is important to make sure that the venue's terms & conditions are compatible with the requirements of the insurance. In particular:
- When agreeing to hire the venue, check the contracts to make sure that we are not accepting responsibility for negligence of the venue owners.
To classify as a low-risk event, we must satisfy additional conditions:
- [Autscape is accommodated] at [the venue]'s premises made available to the
[Autscape] under a formal hirer agreement, provided that the owner or hirer
has Public Liability and Products Liability insurance in full force and
effect throughout the currency of this Policy in respect of their
liability for Injury and Damage to Property consequent upon all
activities carried out for [Autscape] and that such insurance:
- i) has a limit of indemnity of not less than that purchased by [Autscape] and detailed in the Schedule for any one occurrence or series of occurrences arising out of one original cause and in the aggregate where applicable;
- ii) extends to indemnify [Autscape] as principal.
- Catering, entertainment or exhibition services provided other than by any
Person Employed require:
- a) such providers to have Public Liability and Products Liability insurance
in full force and effect throughout the currency of this Policy in respect of
their liability for Injury and Damage to Property consequent upon all
activities carried out for [Autscape] and that such insurance:
- i) has a limit of indemnity of not less than that purchased by [Autscape] and detailed in the Schedule for any one occurrence or series of occurrences arising out of one original cause and in the aggregate where applicable;
- ii) extends to indemnify [Autscape] as principal.
- b) [Autscape must have] a system to check and retain data confirming that such insurance is in force.
- a) such providers to have Public Liability and Products Liability insurance
in full force and effect throughout the currency of this Policy in respect of
their liability for Injury and Damage to Property consequent upon all
activities carried out for [Autscape] and that such insurance:
For most venues, the requirements for insurance regarding catering are effectively the same as the requirements for accommodation, except for the additional requirement to have a system for record keeping.
There are other conditions not listed above that must be met too. If you are doing anything other than a straightforward conference where the attendees are adults and children with their parents/guardians, you must check the conditions of the insurance. Variations that require additional insurance include bouncy castles, competitive sports and organised travel. See the policy for further details.