Fundraising galas, community markets, sports tournaments, school fairs, charity runs, and cultural festivals are central to how New Zealand charities and community groups generate income, build community, and fulfil their charitable purposes. But each event creates real liability exposure — and many organisations discover too late that their standard charity policy doesn't automatically cover every event they run.
Does Your Existing Policy Cover Events?
Whether your existing charity or not-for-profit insurance covers a specific event depends on several factors. The key questions to ask your broker before any significant event are:
- Is the event at your usual premises, or at an external venue?
- Does the event involve activities not normally listed on your policy?
- What is the maximum attendance expected?
- Will you be serving food or alcohol?
- Will there be third-party contractors, performers, or vendors?
- Does the event involve temporary structures, amusement rides, or elevated platforms?
- Is there significant financial commitment (deposits, venue hire, entertainment fees) that would be irrecoverable if the event is cancelled?
If the answer to any of these is yes, or if you're uncertain, speak to your broker before the event — not after something goes wrong.
Event Public Liability: The Essential Cover
Public liability insurance is the core cover for any community event. It responds if a member of the public is injured or has their property damaged as a result of your event. Common event liability claims include:
- A visitor trips and falls on a slippery surface or temporary structure
- A vendor's equipment causes injury to a bystander
- A flying ball or projectile damages a spectator's property
- A temporary structure (stage, marquee, fencing) fails and injures people
- A child is injured in an activity run by your organisation
Most charity and NFP public liability policies include coverage for events at the organisation's usual premises and for events that fall within the organisation's normal activities. However, events at external venues, unusually large events, or events involving non-standard activities may require specific endorsement or a standalone event policy.
Food at Events: Product Liability
If your event involves food service — whether homemade goods at a bake stall, a barbecue lunch, or catered meals — product liability cover is essential. Standard public liability policies often exclude food product liability unless specifically endorsed. If a person becomes ill from food served at your event, a claim can arise regardless of whether the food was prepared by your volunteers or purchased from an external supplier and redistributed.
Check your policy explicitly for food product liability coverage before any event involving food service. If it's not there, ask your broker to add it.
Alcohol at Events: The Liquor Licence Consideration
Events serving alcohol require a liquor licence in New Zealand, and insurers will want to know if alcohol is being served at an event. Some liability policies have endorsements or exclusions relating to alcohol service. Confirm with your broker that your event liability cover applies where alcohol is served, and ensure you are compliant with licence conditions — both from a legal and insurance perspective.
Temporary Structures: Get It in Writing
Temporary structures — marquees, stages, scaffolding, audience barriers, carnival rides — create specific liability and property insurance considerations. If a third-party contractor is providing these structures, ensure they have their own public liability insurance and obtain their certificate of insurance before the event. If your organisation is responsible for the structure's safety, ensure your event liability cover specifically includes temporary structure liability.
Event Cancellation Insurance
For events with significant financial commitments — a formal fundraising gala with a venue deposit, entertainment fees, catering costs, and marketing spend — event cancellation insurance is worth serious consideration. If the event cannot proceed due to extreme weather, venue damage, key performer cancellation, or other unforeseen events, event cancellation insurance reimburses your irrecoverable costs.
This is particularly important for events that generate significant revenue for your organisation. Losing both the event income and the sunk costs of event preparation can be financially devastating for a small charity. Event cancellation insurance mitigates this risk.
Venue Requirements
Many external venues require event organisers to provide a certificate of insurance showing minimum public liability cover — typically $1M, $2M, or $5M — before they will confirm the booking. Your broker can issue this certificate quickly once appropriate cover is in place. For recurring events, it's worth maintaining a file of venue insurance requirements so you can confirm cover is adequate before booking.
How to Ensure You're Covered
The single most important step is to contact your broker before any significant event — not after. Give them the event details: venue, expected attendance, activities, food and alcohol service, contractors involved, and any significant financial commitments. A good broker will confirm whether your existing policy covers the event, identify any gaps, and arrange additional cover if needed. This conversation typically takes less than 15 minutes and can save significant financial and legal headache.
If your organisation doesn't have a specialist NFP broker, CharityInsurance.co.nz can match you with one — free, no obligation, within one business day.
About the Author
The CharityInsurance Crew — the CharityInsurance crew are your friendly insurance geeks on a mission to make specialist cover simple and accessible for every NZ charity, sports club, and community organisation.