The event insurance information below is based on the below video by Bonnie Hawthorne, Venue Owner & Consultant.
If you own or are launching an event venue, the single biggest blind spot is often insurance. Many owners assume their own policy or their clients’ event insurance “covers everything,” only to discover gaps after a claim or lawsuit. This interview with Myles Anderson of The Event Helper unpacks what coverage venues really need, what to require from clients and vendors, and how to avoid costly mistakes around liability, liquor, and cancellations.
The Core Policies Your Venue Should Carry
Every venue needs its own insurance, separate from whatever clients or vendors buy. At a minimum, most venues will work with a local business insurance agent to secure:
- General liability insurance to cover bodily injury and property damage arising from the venue’s own negligence (for example, a rotted deck board that collapses).
- Property insurance to cover the physical building and improvements you have invested in.
- Other policies as needed, such as commercial auto and workers’ compensation, depending on how you operate and staff your venue.
Client “event insurance” is not a replacement for your venue’s own coverage; it is a first line of defense that may protect your policy and your assets, but it does not eliminate your responsibility for maintaining a safe property.
What Client Event Insurance Actually Covers (And What It Doesn’t)
Event insurance purchased by the client (such as a wedding couple or event host) is designed to cover their actions and the actions of their guests during their rental period. In practical terms, this typically covers:
- Injuries or damage caused by how the client uses the space (for example, decorations placed in a walkway that cause a trip‑and‑fall).
- Property damage caused by guests, like scratched floors or broken furniture, because the host brought those guests and their risk into your venue.
A crucial misconception: this policy does not cover injuries caused by the venue’s own negligence, such as structural defects or poorly maintained areas. In those cases, claims still fall on the venue’s liability policy, not the client’s event insurance.
How Often to Review Coverage and Why Limits Matter
Most venue owners should review their insurance at least annually with their business insurance agent, and sooner if they renovate or significantly upgrade their property. Key reasons to review:
- Renovations can increase the replacement value of your building, meaning your current property damage limits may now be too low.
- Your venue’s risk profile may change if you start hosting new types of events or larger capacities.
On the event policy side, many venues require at least $1M$1M per occurrence and $2M$2M aggregate in liability coverage from clients, with higher limits sometimes required for large or higher‑risk events. Discuss appropriate limits with your agent so your contract requirements match your risk.
How to Read a Client’s Certificate of Insurance (COI)
When you require clients or vendors to carry their own insurance, you should not just collect a document and file it away. You need to check a few critical items on each certificate of insurance:
- Dates of coverage: All event‑related dates must be listed—rehearsal, ceremony, reception, and any post‑event brunches or gatherings at your property. If a rehearsal is held the day before and only the wedding day is listed, a rehearsal‑day injury may not be covered.
- Coverage limits: Confirm that the liability limits meet (or exceed) the amounts required in your contract.
- Additional insured wording: Ensure your venue is correctly listed as an additional insured, using the exact phrasing your agent or carrier requires.
Some event insurers offer partner links for venues that pre‑populate COIs to your settings, so clients automatically purchase coverage that meets your exact requirements.
Liquor Liability: Host vs. Retail Coverage
Alcohol changes your risk profile immediately, even if you do not sell or serve it directly. Myles explains two key types of liquor‑related coverage:
- Host liquor liability: Appropriate for events where alcohol is BYOB, self‑served, or served by a third‑party caterer/bartender. It covers alcohol‑related injury or property damage claims tied to the event, even at “dry” events where a guest shows up already intoxicated or sneaks in alcohol. Many event liability policies include host liquor liability at no additional charge.
- Retail liquor liability: Intended for businesses in the alcohol business—those selling, serving, or manufacturing alcohol, like caterers or bar services. These vendors should carry their own retail liquor liability if they are operating at your venue.
Even when a properly insured caterer or bartender is serving alcohol, it is wise to require the host to carry event liquor coverage too. This creates multiple layers of protection, giving injured parties more than one responsible policy to pursue before they reach your venue’s own coverage.
Why Every Person on Your Property Should Be Insured
From a risk‑management standpoint, no one should set foot on your property in a working or hosting capacity without insurance—this includes both the event host and all paid vendors. Examples of uninsured risk you want to avoid:
- A caterer’s staff spills hot food on a guest.
- A DJ’s taped cables tear up your floor finish when removed.
- A decorator’s ladder falls and breaks a window.
Requiring proof of coverage from every vendor, and refusing access if they cannot provide it, is one of the most effective ways to protect your venue’s financial security.
Practical Steps to Reduce Liability on Your Property
Insurance is critical, but it is only one part of your risk strategy. Venue owners should regularly walk their property and look for issues that could injure guests or create claims. Key steps include:
- Fix trip hazards such as uneven sidewalks, exposed roots, loose pavers, or worn stairs.
- Address structural issues like rotted deck boards, loose railings, or unstable platforms.
- Confirm that lighting, signage, and emergency exits are clearly visible and functional.
Your own business insurance agent can often perform a walk‑through and point out risks you may miss because you are so familiar with your space.
What to Do Immediately After an Incident
If an injury or property damage occurs at an event, documentation and prompt reporting are critical. Recommended actions include:
- Take photos and videos of the scene as it was at the time of the incident.
- Collect written statements and contact information from witnesses.
- Notify the appropriate insurer (yours and/or the client’s event insurer) as soon as possible, providing basic facts such as what happened, when, who was involved, and the policy number.
Insurers then assign an adjuster who will request additional documentation and guide the claims process.
Typical Claims Venues See (And the “Med Pay” Secret)
Myles notes that many venue‑related claims cluster around two areas: damaged property and guest injuries. Common examples include:
- Scratched or gouged floors from furniture, equipment, or dance activities.
- Dance‑floor slips and falls that send guests to urgent care.
Most event policies include a smaller “medical expenses” or “med pay” limit—often around $5,000—that can cover minor medical bills regardless of who was at fault. Many minor injury claims are resolved under this med‑pay provision without invoking the full liability limits, which can keep situations from escalating into lawsuits.
Balancing Affordability With Adequate Protection
Venue owners sometimes hesitate to require insurance for small, low‑fee events, worrying that a policy might cost nearly as much as the rental itself. Myles emphasizes that risk is driven more by what can happen than by how much you charge. For example:
- A short, low‑fee birthday party can still result in water damage from an ice chest draining onto your hardwood floors.
- A modest guest count can still include someone who falls and suffers a serious injury.
Event liability policies are generally priced to be accessible—typical weddings may see costs in the low hundreds of dollars for $1M$1M in coverage, which is marginal compared to total event spend. The key is to consistently require coverage across all event types so you are not selectively exposed when something goes wrong.
Why You Still Need Your Own General Liability
Finally, it is important to be clear about what The Event Helper and similar companies do and do not provide. Their focus is on event insurance for clients and vendors, not on replacing a venue’s own business owners or general liability policy. As a venue owner, you should:
- Maintain your own robust business insurance portfolio (general liability, property, etc.).
- Require every client to carry event liability (and liquor liability when alcohol is involved).
- Require every vendor to carry appropriate coverage, including retail liquor liability where applicable.
This layered approach—venue insurance, host event insurance, and vendor insurance—creates multiple lines of defense, making your business far more resilient when the unexpected happens.
Our Top Picks For Liability Coverage
Be sure to check your venue’s insurance requirements before securing a policy!
GatherGuard
Starts at $75 for $1M/$2M GL coverage
Min. Damage to rented premises limit: $250,000 (Upgrade to $1M for $25+)
Medical expense limit: Not included
Waiver of Subrogation Endorsement: No
Primary Noncontributory Endorsement: No
Free quote feature available
SpecialInsurance.com
Starts at $160 for $1M/$2M GL coverage
Min. Damage to rented premises limit: $300,000 (Upgrade to $1M for $75)
Medical expense limit: $5,000
Waiver of Subrogation Endorsement: Yes
Primary Noncontributory Endorsement: Yes
Free quote feature available
Coverage can extend beyond midnight depending on state liquor laws, in which case only 1 day of coverage is required