• Skip to primary navigation
  • Skip to main content
  • Skip to primary sidebar
Arrowhead General Insurance Agency, Inc. – Program for Sovereign Indian Nations

Arrowhead General Insurance Agency, Inc. - Program for Sovereign Indian Nations

  • About Us
  • Services
  • Coverages
  • Contact
  • News & Resources
  • Report a Claim

How you can reduce your special events liability

June 7, 2022

special events liability

As summer kicks off, it’s likely that your tribe or tribal enterprise may experience an increase in the number of special events you may be hosting or participate in. While these are likely a calendar highlight to be looked forward to, these types of events carry their own unique burdens of risk. Protect your organization and reduce your special events liability with the following information.

What is a special event?

A special event can usually be classified as a gathering or set of activities outside the realm of an organization’s usual operations, either to celebrate, collaborate or accomplish a specific purpose not addressed in day-to-day affairs. Ensuring the appropriate safety measures and insurance coverage are in place is a vital part of a successful planning strategy. Common examples of special events include fundraisers, sports, entertainment, trade or business shows, fairs or festivals, educational events, powwows, and so on.

Plan for safety

The first step to reduce your special events liability and protect your enterprise is by doing everything possible to mitigate risk during the planning process. This could include:

  • Inspecting the venue ahead of time for potential safety hazards
  • Considering potential accessibility requirements of disabled attendees
  • Flows of traffic and the anticipated volume of attendees
  • Supervision or security requirements
  • Any special equipment needs (stages, sound systems, etc.)
  • Any required emergency equipment and procedures

Preventing injury and complying with applicable laws and ordinances should be top priorities of any special events planning committee.

Related: Ensure recreational water safety this summer

Common hazards of special events

Fact is often stranger than fiction when it comes to the types of mishaps that might occur during a special event. While it’s impossible to compile an exhaustive list, the following are common scenarios that can lead to costly property or liability damages:

  • Slip, trip, and fall injuries
  • Disorderly conduct of intoxicated patrons
  • Food poisoning from food vendors
  • Property damage
  • Cancellations due to weather events or other unforeseeable circumstances
Related: Food safety during COVID-19

Reduce your special events liability with the right coverage

Don’t assume that your regular insurance automatically provides coverage for your special events. Inform your insurance broker or risk manager ahead of time for all events you plan to hold, so you can determine the extent of your regular coverage in advance. Some carriers may only provide coverage by endorsement, or they may have specific exclusions for certain events or activities that are classified as high-risk. In either event, securing an endorsement or a separate special event policy is a critical way to reduce your special event liability. When securing coverage, you’ll likely need to provide information on the following items:

  • Alcohol use
  • Transportation
  • Physical activities
  • Waivers of liability
  • Number of attendees
  • Recreational rides, inflatables or other mechanical devices
  • Indoor or outdoor activities
  • Facility usage
  • Sale of merchandise or food
  • Potential advertising or media publicity liability
  • Political activity
  • Amplified sound
  • Presence of animals
  • Use of fire, explosives or other combustibles
Related: Tribal fireworks display safety tips

Don’t Forget Facility Use

The converse scenario to consider is whether you allow your facilities to be used or rented for the special events of others. If so, you should require them to obtain adequate levels of coverage and to maintain appropriate risk control measures. We also recommend the following best practices:

  • Implement a user agreement with thorough indemnification language that holds your organization harmless in the event the user or renter is negligent on your premises.
  • Require the user or renter to obtain a special events liability policy (also known as tenant user liability insurance policy).
  • Require that your organization is named as an additional insured on their policy and obtain a certificate of insurance as proof of insurance and additional insured status.
  • Minimum policy limits should include $1 million per occurrence and $2 million annual aggregate. For events that are higher risk or that host large numbers of attendees, you should consider requiring higher limits.
Related: Tribal park maintenance safety tips

Proper planning and coverage are essential steps to reduce your special events liability this year. To learn more about how to prepare for special events, please contact your broker or your Arrowhead Tribal risk manager, Mark Sherwood, at msherwood@chooseclear.com.

Categories: General liability risks, Loss prevention Tags: loss prevention, risk management

Primary Sidebar

Arrowhead Tribal Newsletter

Recent Posts

safe driving tips

Share these safe driving tips with your contractors and tribal business owners

employee disengagement

What’s the cost of employee disengagement? [Infographic]

minimize privacy liability risk

Minimize privacy liability risks with data retention policies

workplace electrical safety

Prevent the shock: Workplace electrical safety

special events liability

How you can reduce your special events liability

Categories

  • Claims costs (13)
  • Claims Fraud (3)
  • Commercial Auto (14)
  • COVID-19 (7)
  • Cyber security (15)
  • employee safety (71)
  • Fire safety (16)
  • General liability risks (29)
  • Loss prevention (72)
  • Press Release (1)
  • Property (2)
  • Staffing Best Practices (9)
  • Uncategorized (15)
  • Vehicle liability (8)
  • Winter loss control tips (10)
  • Workers' Benefits (3)
  • Workers' compensation risks (28)

  • About Us
  • Services
  • Coverages
  • Contact
  • News & Resources
  • Report a Claim
Arrowhead General Insurance Agency, Inc.
8000 E. Maplewood Ave. #350
Greenwood Village, CO. 80111
800-875-6466
© 2022 Arrowhead General Insurance Agency, Inc. CA License #0699809Legal Notices Privacy Statement CCPA Privacy Notice