Why Insurance for Event Hire Matters

What Venues and Hirers Need to Know Before Event Day

GUEST WRITER: Stu Hartley, owner of EventCover

Public Liability Insurance in Venue Hire: Perspectives from Both Sides

The conversation around Public Liability insurance only usually arises when venues are hired for events such as private functions, corporate events, markets, or pop-up events.

From both the hirer’s and venue’s point of view, it’s a topic that plays a key role in managing responsibilities and expectations, even if the insurance itself is only needed for a day or two.

It is becoming common for the venue to request that hirers hold their own Public Liability cover.  This is to ensure that if something goes wrong, such as accidental damage occurring, the hirer has adequate cover in place to manage those risks.  Most venues will already carry their liability policies, but these often don’t extend to activities run by third parties hiring the space.  So the risk is often required to be offset to the hirer.

For the hirer, this requirement can sometimes come as a surprise, especially if the event is low-key or informal.  But regardless of scale, there’s often still risk exposure, as members of the public may be present, equipment may be set up, food may be served, and contractors may be involved. 

Whether it’s a corporate event, exhibition, or celebration, things can and do occasionally go wrong.

Public Liability insurance is a product that responds to claims where a third party alleges injury or property damage is caused by the hirer’s negligent activities.  The specifics vary between providers and policies, and coverage will depend on the terms and conditions set by the insurer.  However, what’s consistent is the role it plays in giving venue operators a level of confidence in how risks are being managed.

In practical terms, venues may request to see a certificate of currency before confirming the hire.  They may also stipulate a minimum level of cover or request to be noted as an interested party on the policy.  These aren’t unusual steps in the current market;  rather, they’ve become standard practice across many parts of the event and space-hire industry.

It can be helpful to factor in insurance early in the planning process, particularly when comparing venues or completing booking forms.  Understanding the venue’s requirements upfront can help avoid last-minute scrambles and ensure everyone is on the same page.

The current need for insurance when hiring a venue reflects a broader shift towards shared responsibility, which can only be seen as a good thing.  Whilst the venues provide the space, it’s the activities of the hirer that often carry the most risk. Understanding those expectations on both sides can lead to smoother bookings, safer events, and clearer communication from the outset.

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