Special event insurance helps provide protection if you are found responsible for property damage or an injury that takes place during a special event hosted by your project. For example: at your annual gala, the DJ damages the venue's floor or a guest is injured on the dance floor. If your project is found at fault for the aforementioned incidents, special event insurance could help pay for floor damages or cover the guest's medical bills.
If your project is hosting the event
Depending on the size, location, and nature of your event, special event insurance may be required. The event form must be completed a full month prior to the event and sent to insurance@CommunityPartners.org. The event form includes questions related to the name, location, date, and time of the event, type of activity, number of people expected to attend, names of other entities involved, whether other insurance is available, whether food/beverages/alcohol will be served or sold, etc.
Once you submit the form, Community Partners will obtain the necessary insurance for your event, including issuing certificates of insurance naming other parties as 'additional insured' if required. The cost for the event insurance, as well as a fee for any additional certificates (generally $40 per certificate), will be charged to your project.
If someone else is hosting the event
Different insurance needs may arise if you are co-hosting an event for your project, or an event for your project is hosted by an outside individual, company or organization.
Each of these situations is unique. In some situations, your insurance may provide coverage, but in others the secondary party may need to provide the insurance coverage. A number of factors determine this, including who is covering the cost of the event and who is running it. Please check with the insurance team at insurance@CommunityPartners.org to discuss an event held by an outside party.
If you are unsure whether or not you need special event insurance, the following flow chart can help you determine whether or not you need it.