Planning a meeting in Las Vegas or attending a convention in Las Vegas and having to organize satellite events?
Making Your Event Work for You
If after the inspection, the venue does seem like a good fit for your needs, you’re still not done. At another time—perhaps a day later that week or month—make an unannounced visit. For your appointment, the venue and staff are at their best since they want your business, but there’s nothing like seeing them in action when their guard has lowered and they are going about their regular tasks on a regular day. Look at the state of the space and reflect on interactions you have with the staff.

Finding the perfect place for your event can be a challenge, but if you remember all of these things when doing a site inspection, you can avoid a lot of headaches and missteps that could ruin the event.

Insuring your event

You’ve planned the perfect event and made certain that everything and everyone is in place so all the various elements function precisely according to plan. However, events can and do go wrong no matter how much you plan, so what happens when the unexpected occurs and something is damaged or someone is injured? Who is liable? As an event planner, it is your job to know this and be prepared for all eventualities at your event. Having the proper event insurance can be overlooked, but it shouldn’t be because making sure you’re properly insured can mean the difference between pulling off a success and ending up with a big mess.

Event insurance covers the unthinkable to prevent a catastrophic loss to the event organizer or host company. As an organizer, it is better to have the insurance than face any possible lawsuits or liability claims that could be made.

Moreover, in the event industry, being insured is just good business and in many cases mandatory. Many venues require proof of liability insurance before you can load in any equipment you bring yourself. Plus, many rental companies, suppliers, caterers and even performers and entertainers also require insurance proof to protect themselves should anything happen to them or their equipment while at your event.

Even if you are not required to buy insurance because an event venue or your vendors provide their own, there are other reasons to purchase the necessary coverage. Many things that could go wrong at an event are not under your direct control but you still may be held liable. For example, guests may drink too much and have an altercation or decide to drive home and have an accident; your security team can go too far with a troublemaker and end up facing assault charges; and people can get injured by anything from tents blowing down to pyrotechnics malfunctioning to slipping and falling on gravel in the parking lot. It doesn’t mean you can’t have these things. Just get insured.

On the most basic level, you need standard liability insurance, but there are additional coverages you can add, such as coverage for cancellation due to sickness, natural disasters or property damage; coverage that protects you from guests becoming inebriated and hurting themselves or others; and coverage should entertainers cancel or be unable to perform for any number of reasons. Another area of event insurance focuses specifically on protecting the investment of the organizers who pay for the celebration if it must be canceled or postponed.

Although the insurance is an extra cost added onto already stretched budgets, in the long run it usually is a small investment compared to the overall budget of your event and the devastating consequences of not being insured should something happen. Just like health insurance or car insurance in your personal life, having event insurance means little when all goes well and the world when things don’t.

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