Top Client Issues for Event Organizers About Insurance

Let’s be real for a second: no one loves talking about insurance. Yet when you’re organising a wedding, a corporate gala, or a music festival, skipping the right questions can cost you everything. I’ve seen it happen. A venue gets damaged. A vendor cancels last minute. Or a guest takes a bad fall. Without solid insurance backing you up, you might be paying out of your own pocket.

So before you sign that contract, here are the exact questions you need to ask your event organiser. And yes, we at Kollysphere agency believe in laying everything on the table. But even if you go with another provider, ask these anyway.

First Question: What Liability Coverage Do You Offer

Start right here. Ask clearly: “What liability insurance does your company hold?” Any legitimate planner should have at least two layers here.

First, general liability. That handles things like a guest breaking an ankle or a damaged light fixture. Second, professional liability. That protects you if the organiser messes up a contract or misses a critical deadline.

From our end as Kollysphere, we provide certificates of insurance upfront. If your planner dodges the question or acts confused, consider that a giant warning sign. Seriously, just walk.

Question Two: Does Coverage Extend to Every Supplier

Here’s where things get tricky. Your main event organiser might have great insurance. But what about the florist they hire? The sound technician? The tent installer?

So ask this word for word: “Does your policy cover all subcontractors? Or do I need separate proof from each one?”

In many cases, a good organiser will have a blanket policy that includes hired hands. But never assume. There was a situation where a client – let’s call her Sarah – who didn’t ask this question. The caterer’s van caught fire right by the main entrance. The main organiser’s insurance refused to pay. Sarah ended up paying RM40k out of pocket. Don’t be event management Sarah.

What Is the Coverage Limit Per Incident

An organiser says “yes we have insurance. That’s good. But then you need to ask: What’s the maximum payout for a single incident?”

In Malaysia, a respectable minimum is RM1 million for general liability. For larger events – say 500 guests or more, RM2 to RM5 million is far safer. If they quote event management malaysia anything under half a million, that’s basically just for show.

Let me give you a real example. A Penang wedding back in 2024 had a speaker tower fall over. It crushed two parked cars and sent three people to the hospital. Final cost? Eight hundred seventy thousand ringgit. The organiser’s policy capped at RM500,000. The couple had to cover the difference. Ask for the number.

Weather, Sickness, or Venue Issues – Who Pays Then

Post-2020, this one really stings. Say this: “If we have to cancel or delay the event for a covered reason, how much of our spend do we get back?”

Typical cancellation policies include things like severe weather, sudden venue bankruptcy, key person illness, or family death. But pay attention here: many policies exclude “pandemic related” or “civil unrest”.

If you book through us, we assist in adding a standalone cancellation policy since even we can’t stop a thunderstorm or an airport closure. A good organiser will be honest about this. If someone promises “full coverage for everything”, immediately request the exclusions list. That’s where the devil hides.

If the Organiser’s Laptops or Speakers Get Stolen, Who Pays

You might think this isn’t your concern. But here’s why you should care. If their laptops, lighting consoles, or drones get stolen the evening before your big day, they might cancel. Or they’ll scramble with rental gear that doesn’t work the same.

So go ahead and ask: Do you carry specific gear insurance, sometimes called inland marine?” This covers their owned and rented equipment. If the answer is no, then request to add their gear to your own event insurance as an additional interest. It’s a small premium for massive peace of mind.

Final Question: Can I See the Certificate Right Now

This is the simplest question. But you’d be shocked how many clients skip it. Simply ask: “Can you email me your current certificate of insurance before I make the final deposit?”

A real professional will send it within 24 hours. They’ll have it ready. They won’t say “my finance person is on leave”.

At Kollysphere, we include our insurance cert in every first proposal. Why? Because credibility comes from tiny actions. And because frankly, nobody should throw a party without knowing exactly who’s financially responsible when the unexpected happens.

A Cautionary Tale from the Industry

Do you still feel this is unnecessary? Let me share a quick story. The planner looked fantastic on paper. Pretty portfolio. Solid testimonials. But the client never pushed on coverage amounts. Then a sudden storm appeared. Marquees crumpled. AV equipment worth RM200,000 got water damaged. The organiser’s policy had a RM50,000 limit for weather events. Guess who had to pay the other RM150k?

Please don’t let that be your story.

Run through this list. Get the answers in writing. And if an organiser makes you feel annoying for asking – smile, say thank you, and find someone else. The right organiser won’t hide from insurance talk. They’ll welcome it.

Need a team that’s completely open about coverage? Reach out to us anytime. We’ll send you our COI before we even discuss colour schemes. That’s just how we do things.