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Event Insurance: Where do I Start?

Organising an event can be a stressful undertaking for those involved and yet it is obvious that good planning and organisation can mean the difference between success and failure. One area that is easily overlooked is the need for insurance.

You will almost certainly require additional specialist cover. We have put together the following information to help you assess your insurance needs.

  1. Insurance cover you already have
  2. Using land, buildings or other facilities owned by a third party
  3. Money and Finance
  4. What activities will you or others be running?
  5. Will you be hiring or borrowing equipment?
  6. Will you be using your Group's own equipment?
  7. Will you be using any motor vehicles on site?
  8. Will you be employing staff or volunteers?
  9. Will you be selling or supplying merchandise?

1. Insurance cover you already have

Some insurance cover is provided centrally by The Scout Association and arranged by us.

There is no need for your Group to take out additional Public Liability Insurance for the event. You are already covered.

If you are required to sign any agreement or indemnity for other people’s land, premises or any other facility, you must contact us.


If you are serving food or drinks to members of the public, this is covered by the Products Liability section of the Public Liability Policy.

You may want to consider Personal Accident and Medical Expenses Insurance for non-member supporters and helpers associated with your event.

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2. Using land, buildings or other facilities owned by a third party
  • Is there a formal agreement for use of these facilities?          

If the use of land, buildings or other facilities involves signing a formal agreement, you must submit a copy to us before we will be able to confirm Legal Liability cover.  This is to ensure the agreement is not making you responsible for negligent acts beyond the scope of the cover provided by The Scout Association’s Public Liability policy.

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3. Money and Finance
  • Will there be financial loss if your event is cancelled?     
  • Will there be amounts of money on site?                       

When planning an event you may need to consider insurance for loss of expenses, for example hire of marquees, other equipment and the venue, should your event be cancelled or abandoned.

How Unity can help:

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4. Activities

Will you be providing any of the following activities?

  • Go-Karting or quad biking   
  • Sailing/Canoeing                 
  • Powered Boats                 
  • Zip lines                   
  • Climbing/Abseiling            
  • Car Driving                              
  • Motorcycling                          
  • Flying/Gliding                     
  • Parascending               

The Scout Association’s Public Liability Policy does not cover legal liability in respect of

  • Motor vehicles licenced for road use or for which compulsory insurance is required under the Road Traffic Act, or
  • Ownership and/or driving/piloting of aircraft and/or gliders.
  • People other than Scouts and Guides using climbing or abseiling equipment.

Nor does it fully cover liability for injuries to third parties and/or damage to third party property arising out of ownership or operation of boats.

How Unity can help:

  • We offer a range of motor insurance policies to cover karting, quad biking on public roads or spaces.
  • Our Marine insurance policy can cover loss and damage to boats and watercraft, anything from a surfboard to a dinghy or safety boat, plus claims made against you by your passengers or third parties for damages caused by boating activities.
  • We offer a Campsite Liability policy to cover members of the public taking part in climbing and abseiling activities at your events.
  • We can provide advice on the cover that you would require and steps you need to take for car driving, motorcycling, flying, gliding, parascending or hovercrafting.

If third parties are providing activities at your Scout event, you must check that they have the relevant insurance in place.  You should ask to see a copy of their certificate of insurance and check the following details:

  • They are named as the policyholder
  • The policy period covers the full period of your event
  • The limit of indemnity is adequate to cover a large loss, such as several people being injured/killed at the event

If you are unsure about any of these details we are happy to help you.

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5. Equipment you may be hiring or borrowing

When considering insurance for equipment you are borrowing or hiring, we suggest you do the following:

  • Make a list of all the items you are hiring in or borrowing, including their respective values.
  • Check with the owner(s), if you are covered under their insurance.
  • Consider when and where the items will need to be insured.

For some items you may need to consider covering them when they are in storage while in your possession, being taken to and from event, and when being used at event.  If not, a claim may not be paid for physical loss or damage to equipment you hire or borrow for the event.

  • Check the replacement value of the items.

This should be the cost of replacing the items. Otherwise you may find that you are underinsured, and the claim will not pay out enough to replace your items.


How Unity can help:
  • We offer a range of policies especially designed for Scouting to insure the things that you hire or borrow, these include our Short Period Property and Equipment cover which is a cost effective and easy to arrange option for items you borrow or hire in on a temporary basis.

You may also want to consider covering the hiring cost of the equipment, should your event need to be cancelled. See 3. Money and Finance.

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6. Equipment your Scout Group, District or County owns
  • Make a list of all the items you own that you will be taking to or using at the event.
  • Consider if the items would be insured at the event.

For items such as camping equipment you may need to consider covering them when they are in storage, being taken to and from camp, at camp and when being used at camp.
If not, a claim may not be paid for a physical loss or damage to your equipment at camp.


How Unity can help:

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7. Motor Vehicles

Will there be any site use vehicles, such as tractors/trailers transporting rubbish/water?                     
Any borrowed minibuses, cars and tractors?


How Unity can help:

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8. Staff and volunteers
  • Will non-members/helpers be assisting at the event?   
  • Will children of Scout Leaders or Helpers, who are not members of The Scout Association, attend or take part in your events?                
  • Will anyone be employed/paid for working?     

If so, you must have Employers’ Liability for people you employ.


How Unity can help:

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9. Sales and merchandise

Will there be tuck shops, souvenirs and other sales?     
The Products Liability section of the Scout Association’s Public Liability Policy covers your liability for products you sell or supply to the public.  However you may want to cover your stock.


How Unity can help:

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For further event safety information from The Scout Association

More help and resources on planning and managing safe Scout events are available on The Scout Association's website: Event Safety and Planning.

 

 
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