Businesses planning summer socials, client events and awards nights could be overlooking significant hidden risks, according to insurance experts Everywhen, who are warning that hosting an event involves more than booking a space in a venue that has insurance.  It extends to attendees, activities, equipment and how the event is run. While venues often appear to take responsibility, when problems occur, the liability can frequently lie with the organiser.

A spokesperson for Everywhen said: “It’s crucial to understand where a venue’s responsibility ends and the organiser’s begins. If something goes wrong, the hirer may still be liable, even if the venue is fully insured.”

Injuries, damage or incidents linked to event’s setup or its activities are often the organiser’s responsibility. Many businesses wrongly assume the venue’s insurance covers everything.

Common corporate event claims

• Slips, trips and falls – caused by hazards such as cables, spills or uneven surfaces
• Property damage – to venues or third-party property during setup or at the event
• Vehicle incidents – involving hired transport for guests
• Food-related illness – linked to catering at the event

Businesses have a legal duty to keep attendees safe, whether the events are held on-site, at hired venues or outdoors. If something goes wrong, organisers must show they took reasonable precautions.

Using third-party suppliers, such as caterers or entertainers, doesn’t remove responsibility. Employers can still be held accountable if proper checks weren’t made.

Work events also count as part of employment, meaning employers remain responsible for the behaviour of their staff and for their wellbeing. Alcohol and entertainment can increase the risk if they are not carefully managed.

Reducing the risk

Having a proper risk assessment carried out helps to identify hazards and put sensible precautions in place. It should be specific to the event and consider numbers attending, accessibility, activities and emergency arrangements. Everywhen’s spokesperson added: “Having the right insurance in place is essential. By understanding risks early and arranging suitable cover, businesses can focus on delivering successful and enjoyable events with confidence.”

For more information on insuring corporate events, call Everywhen on 0344 892 1300.