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Why do Conference and Exhibition organisers need insurance?

Most conferences and exhibitions proceed without incident, but even with the most detailed planning, sometimes things go wrong. What if there is a strike, major weather event, your guest speaker doesn’t show up, the venue is damaged or unavailable, there is a loss of your video link, a protest or someone falls over? While you can’t foresee if and when these events will occur, you can manage the risk associated with them through the Conference & Exhibition Insurance Aon arranges.

Why choose Aon for Conference and Exhibition Insurance?

With over 30 years’ experience protecting the Conference and Exhibitions industry, you can trust we know the relevant risks and claims for conference professionals and can arrange cover tailored for risks commonly found in the industry. We are committed to making life easier for you by arranging insurance that’s easy to understand, buy and manage. You can apply online by filling out our online forms below. If you would prefer to speak to someone, please call Philip Sunshine on (02) 9253 7697

We also continue to be the only insurance broker endorsed by Meetings & Events Australia and Exhibition & Event Association of Australasia.

What Insurance do organisers of Conferences and Exhibitions need?

Conference & Exhibition Insurance
This is designed to help cover you or your client for the risks associated with the staging of a conference or exhibition event1
Organiser's Public Liability & Professional Indemnity
Public Liability insurance1 includes cover for your legal liability to a third party (including delegates and attendees) for property damage and/or bodily injury arising from your event organising activities. The coverage includes automatic protection for:
  1. Slips and fall and other injury claims
  2. Damage caused to the venue
  3. Damage to third party property within your legal control (e.g. exhibitor goods), where loss or damage arises out of the policyholder’s negligence of up to $100,000 for any one loss
Professional Indemnity insurance is designed to help provide you with cover in the event that a third party alleges that there has been a failure in your professional duty of care, for example wrongful advice or error and omission etc., both in terms of legal defence costs and damages, should they be awarded against you.1

Cover Benefits of Conference and Exhibition Insurance

Cancellation & Abandonment
This cover will help protect the policyholder in the event of cancellation, abandonment, postponement, curtailment or relocation of the event due to any cause beyond their control. It is designed to help enable non-refundable expenses to be met, refunds to delegates, sponsors and exhibition stand-holders to be made, as well as the reimbursement of any loss of profits. The policy covers specific perils, including  strikes, non-appearance of guest speakers, damage to the venue, major weather events, bushfires, and loss of video link

Shortfall of delegates/attendance
Policyholders may be indemnified in situations where there is a shortfall in the number of people attending the event due to any outside cause. The most likely scenarios which may give rise to a claim under this extension are:
Conferences:

  • Airline strikes
  • Non-appearance of guest speakers

Exhibitions:

  • Localised public transport strikes

Inclement Weather
Cover may be provided should adverse weather conditions of any description lead directly to a financial loss in connection with the staging of an outdoor event.

Physical Loss or Damage
Not many people realise that where goods are hired in order to stage an event, most often the hirer is responsible for any and all loss or damage, even if the equipment is hired from the venue. This section will help provide protection for such goods, or alternatively goods which are actually owned by the policyholder, not only at the venue, but also during transit to and from the venue.

Public and Products Liability
Public & Products Liability Insurance helps protect you against liability for third-party personal injury or property damage arising out of the conduct an event. For example, if an attendee was to slip and fall whilst at your event, you would look to this policy to cover the claim. The coverage provides automatic protection for:

  1. Slip and fall and other injury claims
  2. Damage caused to the venue
  3. Damage to third party property within your legal control (e.g. exhibitor's goods), where loss or damage arises out of the policyholder's negligence of up to $100,000 for any one loss.
 

Theft and Loss of Cash
This section may provide protection in respect of loss of gate takings, petty cash, registration monies etc. at the event, but not whilst left unattended unless contained within a cash register or securely locked away

FAQs

Frequently Asked Questions
Here are answers to some commonly asked questions by conference and exhibition organisers
What else can be covered by Conference & Exhibitions Insurance?
Depending on your needs, there are a whole range of covers that Aon can arrange in addition to the automatic inclusions outlined in the Cover Benefits section of this page. The full list of covers includes:
  • Cancellation/Abandonment
  • Shortfall of Delegates/Attendance
  • Non-Appearance
  • Loss of Profits
  • Additional Expenses
  • Video Link Collapse
  • Strikes
  • Failure to Vacate
  • Emergency Accommodation Expenses
  • Inclement Weather
  • Damage to Equipment
  • Event Liability
  • Exhibitor’s Public Liability
  • Libel & Slander
  • Money
  • Organiser's Liability
  • Organiser's Professional Indemnity
If I need to make a claim, what do I do?
If you become aware of a matter/issue that may be (or give rise to) a claim, you must notify us as soon as possible and provide all relevant correspondence and documentation. You can notify a claim by calling Aon on 02 9253 7697 or emailing philip.sunshine@aon.com.
What if I need to make a change to my policy?
It is important to keep your policy up to date with the changing shape of your work but also to keep your business and personal information up to date in the event of a claim. 
Should your business circumstances have changed, for example you have changed the services that you offer and you are not sure if your existing insurance covers it anymore then you can always call one of our experienced friendly brokers to discuss on 02 9253 7697.
What are your opening hours?
Our opening hours are 8.30 a.m. to 5.00 p.m. Monday to Friday (except public holidays) AEST. If you need to contact us out of hours you can email us at philip.sunshine@aon.com

Contact


Call 02 9253 7697

8:30am - 5:00pm AET
Mon - Fri (except public holidays)
Conference and Exhibition Insurance is arranged by Aon Risk Services Australia Limited ABN 17 000 434 720 AFSL 241141 (Aon) as agent for the insurer, QBE Insurance (Australia) Ltd, ABN 78 003 191 035, AFSL 239545. If you purchase this insurance Aon will receive a commission that is a percentage of the premium. Please let us know if you would like any further information.