by Judy Wickens, Union of International Associations, UIA Cover for events. What if our conference is cancelled? Or someone is injured or ill? Our star speaker doesn't turn up? Nobody books? We plan for the best, but should we – or could we – insure against the worst? Cover for 'events' is available from companies or brokers, and it is in the interest of associations to investigate this, judging for themselves whether policies are appropriate. The entire event is cancelled? The greatest risk, but insurance normally covers cancellation only for reasons beyond the control of the organiser and which could not be foreseen, not because he decided not to proceed. Conferences are often intended to fund general running expenses or expand activities: once booked, if they don't attract participants in the numbers hoped for, costs are involved and loss incurred whether or not the event goes ahead. The expense of paying to a hotel or conference centre the contractually agreed minimum if the meeting fails to generate the expected business will fall on the association, so this body has to assess whether an insurance premium will benefit it or just add to its losses. Often the conclusion will be to negotiate the best position with the hotel, balancing the lowest potential loss in case of problems with the greatest flexibility in case of success. When the meeting is the general assembly of an association, it can usually not be cancelled under any circumstances (a good point to stress when booking a venue); it must be held in accordance with the statutes, however low the attendance, sometimes with a further procedure later to recover the situation. Announcements commonly include a disclaimer of any responsibility on the part of the association if participants have accidents or become ill, which is reasonable since the delegates should be covered by their own employers or their personal insurance. For exhibitions, similarly, stands and personnel should be insured by their own firms, since injury may be excluded in an insurance policy. The association's own staff should be insured as part of their employment for all work-related activity. If the venue's reservation contract requires the organiser to subscribe to liability insurance, the cheapest and simplest means is likely to be inclusion in the venue's own insurance for a short period. As with all contracts, an insurance policy should be read with the greatest care, and particular attention to circumstances which are excluded, or are not covered unless additional clauses are added and higher premiums paid. The burden of calculating potential losses if problems arise, and looking at an 'excess' (the first part of a loss which will have to be paid by the organiser even if the insurer agrees to pay a claim), lies with the client running the meeting. So read the small print, take insurance within reason, and hope you never need it. | ||||||