Voluntary and community events are an important aspect of everyday life that help encourage people to play a more active part in society. All charities, churches and organisations have had to organise an event at some point whether it was a fundraising event, a bake-off, host a dinner or a party, etc. There are, however, some common rules that apply to each event and there are things you need to keep in mind.
Follow these steps to help you get the right cover at a great price:
Plan your event ahead – Give yourself a good few weeks to plan and promote your event. Get in contact with insurance companies as early as possible because phoning-up to insure your event the day before will suggest to the insurer that you’re poorly organised or that you didn’t know you have an insurance requirement. Not giving them enough time will limit their ability to quote you if you have specialist requirements, high-risk activities, or a blot on your claims history. Keep in mind that you might be asked to provide detailed information about the activities that are taking place, the expected number of attendees and the duration of the event.
Delegate roles and responsibilities to people – It’s always a good idea to get a few more people from your team to help you organise the event. Break down the event and assign a responsibility to each one of them. Last but not least, do not forget to have enough staff/volunteers on the day of the event to ensure its smooth running.
Annual policy vs. short-term cover – WRS Insurance can offer you an annual policy as well as a short-term cover depending on your needs. We would recommend taking an annual policy if you plan on organising multiple events throughout the year or a short-term cover for a single event. Feel free to give us a call on 01206 760780 and we will be happy to answer your questions and provide you with more information.
Equipment Assembly & Hire – Larger events may require stage and lighting equipment to be set-up and dismantled and this can provide greater risk of injury to volunteers than the event itself. Being able to show the insurer through risk assessments or an event management plan that you’ve looked at the risks is reassuring and will likely lead to a better price.
Bonfires and Fireworks – Regardless of the size of your event, insurers will charge extra for bonfires and fireworks due to the increased likelihood of injury or property damage. Government guidelines for fireworks must be followed.
Alcohol – It will usually be less expensive to insure a dry event. However, if you decide you would like to offer alcohol at your event one way to reduce the risk of incidents would be by providing plastic cups. Read more about the different types of alcohol licences and guidance on how to apply for them here: https://www.gov.uk/alcohol-licensing
For any event, it’s important to be able to show that you understand your responsibilities and have identified things that could go wrong – however unlikely they seem. Do not hesitate to email us at [email protected] if you have any questions. We hope to hear from you soon and we wish you the best of luck whatever you are planning.