Charity events are where communities come together — they're also where things go wrong. A wet floor, a temporary structure that gives way, a car park incident, food that causes illness — the list of things that can happen at a public event is long, and the liability is real.
The Starting Point: Does Your Policy Actually Cover Events?
Many charities assume their annual public liability policy automatically covers all events they run. This is not always the case. Key questions to ask your broker:
- Does the policy cover all events, or only events at your usual premises?
- Is there a maximum attendance limit above which events are excluded?
- Are external venues covered, or only premises you own or lease?
- Does the policy cover events with rides, amusements, or contractor-provided activities?
- Is food service (including food stalls or donated food) covered under the policy?
Each of these can be a gap. Each can be addressed in the policy — but only if you discuss it with your broker beforehand.
Specific Risks at Charity Events
Temporary Structures
Marquees, stages, bouncy castles, scaffolding — any temporary structure at your event must be set up by a competent person and inspected before use. If a structure fails and injures someone, you face a public liability claim. Some insurers require that temporary structures over a certain size be erected by certified contractors. Check your policy.
Food and Product Liability
If your event serves food — whether prepared on-site, donated by a local bakery, or provided by external caterers — product liability risk exists. A case of food poisoning from your charity's sausage sizzle can trigger a claim against your organisation. Product liability is typically included in a comprehensive public liability policy, but verify this explicitly.
Third-Party Contractors
If you're hiring entertainment, rides, food trucks, or security for your event, require that each contractor provides their own certificate of public liability insurance. If a ride operator's ride injures a patron, the primary claim may be against the ride operator — but claims may also be made against your organisation as event organiser. Ensure your policy covers your liability as organiser.
Alcohol Service
Events serving alcohol carry specific liability. If you hold a liquor licence, your insurer should be informed. Claims arising from incidents involving intoxicated attendees can be complex. Some policies specifically exclude or restrict liquor liability — discuss this clearly with your broker.
Car Parks
Public areas adjacent to your event — including informal car parks — are often where incidents occur. Ensure your policy covers the full footprint of your event, not just your formal premises.
What If You're Using Council or Other Venue Space?
When running an event in a public park, council venue, or third-party location, the venue operator will typically require you to provide a certificate of public liability insurance and may specify a minimum cover level ($2M, $5M, or $10M are common requirements). Your broker can issue the required certificate promptly once cover is confirmed.
Event Cancellation: A Separate Risk
If your event is a major fundraiser and it has to be cancelled — due to extreme weather, venue damage, or an unforeseen circumstance — event cancellation insurance covers irrecoverable costs (booking fees, marketing expenditure, deposits). This is separate from public liability and worth considering for events with significant upfront financial commitment.
Before Every Event: Talk to Your Broker
The simplest risk management step: call your broker before any significant event and confirm your cover. It takes minutes, and the alternative — discovering you're not covered after an incident — is far more costly in every sense.
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.