If you plan events professionally, or you’re hosting a personal event like a wedding or milestone party, event insurance deserves more than a checkbox on your vendor list. It deserves actual understanding. This guide covers what event insurance actually protects, what it costs, who needs it, and where the gaps hide.
What Event Insurance Actually Covers
Event insurance breaks into several distinct coverage types. Most policies bundle a few together, but knowing what each piece does helps you understand what you’re buying.
- General liability coverage handles injuries to guests and damage to property. If someone trips on your dance floor and breaks their wrist, general liability covers their medical bills. If your photo booth backdrop falls and scratches the venue’s hardwood floors, general liability covers the repair. This is the foundation of any event insurance policy and the type most venues require.
Standard general liability limits run $1 million per occurrence and $2 million aggregate. Those numbers sound large, but a single serious injury at an event can exceed $1 million in medical bills and legal fees quickly. Most events are fine with standard limits. High-risk events (think extreme sports demonstrations, pyrotechnics, or large alcohol-heavy parties) sometimes need higher coverage.
- Cancellation coverage reimburses costs you can’t recover if your event gets cancelled for covered reasons. A covered reason might include extreme weather, sudden illness of a key person, venue bankruptcy, or vendor no-shows. You file a claim, provide documentation, and the policy pays back your non-refundable deposits and other prepaid expenses.
This matters more than people realize. I worked with a bride in 2023 who had to postpone her wedding three weeks out when her father had a heart attack. The venue kept $8,000 of her deposit. The caterer kept $3,500. The florist kept $1,200. With cancellation coverage, she would have recovered most of that.
Cancellation coverage does have limits. Most policies exclude “cold feet” and decisions you make voluntarily. If you just decide you don’t want to get married anymore, that’s not covered. If the groom gets cold feet and doesn’t show up, that actually might be covered depending on the policy language.
- Liquor liability coverage protects against claims arising from alcohol service at your event. If a guest gets intoxicated at your wedding, drives home, and causes an accident, liquor liability helps cover the resulting claims.
This one gets complicated. In many states, social host laws hold event hosts partially responsible for guests who over-serve themselves at private events. Even if you hired a licensed bartender, even if that bartender cut someone off, you can still face liability in certain jurisdictions.
If your event includes alcohol and you’re serving more than 50 people, I recommend liquor liability coverage regardless of whether the venue requires it.
- Property coverage protects items you own or rent for the event. Your decorations, rented furniture, gifts, and equipment fall under this category. If someone steals the gift cards from your wedding reception or a windstorm destroys your rented tent, property coverage helps you recover the loss.
Property coverage limits vary widely. Read the fine print on what counts as “covered property” and what the per-item and total limits are.
What Event Insurance Does Not Cover
Every insurance policy has exclusions, and event insurance is no different. Understanding what falls outside coverage helps you plan around the gaps.
Pre-existing conditions that you knew about before buying the policy aren’t covered. If the weather forecast showed a hurricane heading toward your outdoor venue and you bought cancellation insurance the day before hoping to file a claim, that’s not going to work.
Intentional acts stay outside coverage. If a groomsman punches someone intentionally, that’s not an “accident” that liability insurance covers. The assault exclusion applies to fights, pranks gone wrong, and deliberate property damage.
Communicable disease exclusions became standard after COVID. Most policies now exclude cancellations due to pandemics, government-mandated shutdowns, or fear of illness. Some specialty policies offer pandemic coverage for an additional premium, but it’s expensive and has strict limitations.
Professional services you provide as part of your planning business usually require a separate professional liability policy. Your event insurance covers accidents at the event. Your professional liability (sometimes called errors and omissions insurance) covers claims that you gave bad advice, missed a deadline, or made a professional mistake that cost your client money.
Vehicle accidents that happen off the event premises aren’t covered. If a vendor’s delivery truck hits someone in the parking lot, that’s the vendor’s auto insurance territory.
Vendors and subcontractors usually need their own coverage. Your event policy protects you, not the caterer or the DJ. Most professional planners require proof of insurance from every vendor before an event precisely because this gap exists.
Who Actually Needs Event Insurance
The short answer: anyone hosting an event where something could go wrong and someone could file a claim.
The longer answer depends on your role.
If you’re a professional event planner, you need two types of coverage. First, general liability and professional liability for your business, which you should carry year-round. Second, event-specific coverage for each event you plan, which you purchase on a per-event basis or through an annual policy that covers multiple events.
I carry $2 million in general liability and $1 million in professional liability year-round. For larger events (200+ guests or events with significant alcohol service), I purchase additional event-specific coverage. The annual cost for my business policy runs about $1,400. Event-specific additions range from $150 to $400 depending on the event.
If you’re hosting a wedding, your venue almost certainly requires you to provide a certificate of insurance naming them as additionally insured. This protects the venue from claims arising from your event. You’ll need at least general liability coverage, typically $1 million minimum.
Beyond the venue requirement, wedding insurance makes sense because weddings involve significant non-refundable deposits, alcohol service, and lots of moving parts that could go wrong. A comprehensive wedding insurance policy costs $150 to $550 depending on coverage limits and whether you add cancellation coverage.
If you’re hosting a corporate event, your company may already have event coverage under its commercial general liability policy. Check with your risk management department before buying additional coverage. If your company policy doesn’t extend to events, or if you’re hosting the event personally rather than through the company, you’ll need standalone coverage.
If you’re hosting a private party (birthday, anniversary, graduation), insurance is optional but worth considering for events over 50 people or events with significant alcohol service. A basic liability policy for a private party runs $75 to $175.
How Much Does Event Insurance Cost
Event insurance is surprisingly affordable when you compare it to what it protects.
For a basic general liability policy covering a single event:
- Small events (under 50 guests): $75 to $125
- Medium events (50 to 150 guests): $125 to $200
- Large events (150 to 300 guests): $200 to $350
- Very large events (300+ guests): $350 to $600+
Adding cancellation coverage increases the premium based on the total event cost you want to protect:
- Events under $10,000 in total costs: add $50 to $100
- Events $10,000 to $25,000: add $100 to $200
- Events $25,000 to $50,000: add $200 to $400
- Events over $50,000: add $400 to $800+
Liquor liability adds $50 to $200 depending on guest count and whether you’re using licensed bartenders or self-serving.
A typical wedding with 150 guests, $30,000 in total event costs, and an open bar might pay:
- General liability: $175
- Cancellation coverage: $250
- Liquor liability: $125
- Total: $550
That $550 protects against losses that could run into tens of thousands of dollars. It also satisfies your venue’s insurance requirement and gives you peace of mind that a single accident won’t derail your finances.
How to Buy Event Insurance
You have three main options for purchasing event insurance.
Specialty event insurance companies focus exclusively on this market. Companies like Wedsafe, Markel, and Thimble offer policies designed specifically for events. They understand the coverage needs, offer quick quotes online, and can issue certificates of insurance within hours. For most people, this is the simplest path.
Traditional insurance agents can often add event coverage to existing policies or source standalone event policies from their carrier relationships. If you already have a trusted insurance agent for your home or business, ask them about event coverage. They may have options that bundle well with your existing policies.
Venue-provided insurance exists at some locations. The venue partners with an insurance company to offer coverage to clients booking their space. This can be convenient, but the coverage is sometimes limited and the pricing isn’t always competitive. Compare the venue’s offering to quotes from independent sources before deciding.
When you buy event insurance, you’ll need to provide:
- The event date and location
- Expected guest count
- Type of event
- Whether alcohol will be served (and how)
- Total event budget (for cancellation coverage)
- Any special activities or high-risk elements
Get your certificate of insurance at least two weeks before your event. Venues, caterers, and other vendors often need to see your certificate during their final confirmation process.
Common Questions Planners Ask About Insurance
Do I need insurance if the venue has coverage?
The venue’s insurance protects the venue. It doesn’t protect you. If a guest sues after getting injured at your event, they’ll likely sue both you and the venue. The venue’s insurance covers the venue’s defense. You need your own coverage for your own defense.
Can I get insurance if my event is next week?
Usually yes, but it depends on the provider. Many specialty event insurers offer same-day coverage. Cancellation coverage typically requires purchase at least 14 days before the event, and sometimes longer. Don’t wait until the last minute.
What if something goes wrong that my insurance doesn’t cover?
Document everything. Take photos, collect contact information from witnesses, and write down what happened while details are fresh. Even if your insurance doesn’t cover a particular claim, having documentation helps you respond to any legal proceedings.
Should I require insurance from my vendors?
Yes, and verify it. Ask for certificates of insurance from every vendor. Check that their policy is current (not expired), that coverage amounts meet industry standards (at least $1 million for most vendors), and that the certificate names your event.
I learned this one the hard way after a DJ’s equipment started a small electrical fire at a corporate event. The DJ claimed to have insurance but couldn’t produce a valid certificate. We handled it, but I now require current certificates before final payment on any vendor contract.
What’s the claims process like?
If something happens at your event that might result in a claim:
1. Document the incident immediately with photos, videos, and written notes
2. Collect contact information from anyone involved or who witnessed the incident
3. Contact your insurance company within 24 hours to report the potential claim
4. Do not admit fault or make promises about compensation
5. Cooperate with your insurer’s investigation
6. Keep copies of all receipts, invoices, and correspondence related to the incident
Most claims resolve within 30 to 90 days. Complex claims involving injuries or large property damage can take longer.
Insurance Mistakes I See Planners Make
Waiting until the venue asks for it. By then you’re scrambling. Build insurance into your planning timeline from the start.
Buying the cheapest policy without reading coverage limits. A $75 policy with a $100,000 liability limit isn’t protecting you from much. Make sure your coverage matches your actual risk exposure.
Forgetting to add the venue as additionally insured. Most venue contracts require this. If you don’t specifically request it when buying your policy, it won’t appear on your certificate automatically.
Assuming the event planner’s insurance covers everything. If you hired a planner, their professional liability covers their mistakes. Their general liability covers accidents they cause. Your event still needs its own coverage for incidents that aren’t the planner’s fault.
Not reading exclusions. Every policy excludes certain things. Read the exclusions before you buy, not after you try to file a claim.
A Real Example of Insurance Saving the Day
Last summer I worked a 175-person outdoor wedding at a ranch property north of San Diego. Beautiful setting. Perfect weather until about 4pm when wind gusts started picking up.
At 5:30, right as the ceremony was ending, a gust caught the tent canopy over the reception tables. Two of the support poles buckled. The canopy came down on six tables, destroying centerpieces, breaking glassware, and knocking over a dessert display that splattered across the rented farm tables.
Nobody was seriously injured. A few guests had minor scratches from broken glass. But the damage to rented items and the venue’s property ran over $7,000.
The couple had purchased a comprehensive event insurance policy with property coverage for $425. After deductibles, the insurance covered $6,100 of the damage. The couple paid about $900 out of pocket plus their original premium.
Without insurance, they would have owed the full $7,000 on top of an already expensive wedding. That tent collapse could have started their marriage with an unexpected debt. Instead, they filed a claim, provided photos and receipts, and received a check six weeks later.
That’s what insurance is for.
Your Next Steps
If you’re planning an event in the next six months:
1. Check whether your venue requires insurance (most do)
2. Get quotes from at least two specialty event insurers
3. Compare coverage limits, not just prices
4. Purchase your policy at least two weeks before the event
5. Request a certificate of insurance naming your venue as additionally insured
6. Save the certificate and policy documents somewhere you can access them easily
If you’re a professional planner without business insurance:
1. Get quotes for year-round general liability and professional liability coverage
2. Talk to an insurance agent who understands the events industry
3. Build insurance costs into your pricing so you’re not absorbing them from profit
Insurance isn’t exciting. Filing a claim is never fun. But the alternative, facing a five-figure liability with no coverage, is far worse. A few hundred dollars for peace of mind is one of the best investments any event can make.
