Conference Insurance: Critical Considerations for Perfect Conference Planning
Are date, time, and purpose clearly communicated?
While some companies have sufficiently large conference rooms to accommodate your event, an external meeting place is usually needed.
Is the facility available during the time you plan the conference?
Often, conferences are held at hotels. The advantage of using a conference room in a hotel is that accommodation costs might be offered at a discounted rate if your participants are from out-of-town.
Have you given enough notice to potential participants of the conference?
Ask yourself, Is the place you are holding the conference safe, appropriate, and easily accessible.
Many conferences are held in centers with sophisticated video conferencing equipment and dedicated presentation facilities. While a conference hall should already be outfitted with audio-visual equipment and communication infrastructure like speakers and microphones, conference planners shouldn’t forget about the biggest burden on a network’s infrastructure–the conference participants.
People expect to be able to use their smart devices at conferences. Have you cheked the venue wi-fi connectivity and technical infrastructure to make sure it support the number of attendees without overloading the system?
Does the building have sufficient air-conditioning or heating, depending on the climate, season, and number of conference attendees?
Are separate break-out and ancillary meeting rooms required? Does the venue have catering facilities? Snacks and meals will be needed. For the keynote speech, a private dining room is preferred.
Is there ample provision for car parking? Is there security on the premise?
A great rule for conference insurance coverage is an 80/20 rule. If you get these 2 things rights, 80% of problems associated with a holding a conference are eliminated. However, accidents can and do happen through no fault of your own.
Liability is the reason venues require event planners to have insurance specifically designed to cover accidents associated with that type of event. The hotel or conference hall does not want their insurance plan to provide the first line of defense, and you do not want your personal or business assets to be at risk because of a careless guest or other unforeseen situation.
As conference planner, you shouldn’t pay hundreds of dollars or waste hours trying to obtain cheap special event insurance through a broker or agent. Instead, you’re three minutes away from having the exact conference insurance coverage you need, and the best customer experience in the event insurance industry.