When a venue or event organiser sends you an insurance requirement, the phrase "exhibition insurance" tends to appear without much explanation. What it usually refers to is one of two separate policies covering two separate parties, and which policy you need depends entirely on your role in the event.
Understanding the distinction before you approach an insurer saves time and avoids the common mistake of arranging the wrong cover.
Policy 1: Event Liability Insurance (for the event organiser)
The event organiser is responsible for arranging event liability insurance, sometimes described as public liability insurance for the event. This policy covers the organiser's legal liability for third-party bodily injury, property damage, and related claims arising from the event itself.
Typical scenarios this policy addresses include a visitor injured in a crowd or during a presentation, damage caused to the venue by the event's setup or activities, and injury caused by a contractor working under the organiser's direction.
What this policy does not cover is the individual exhibitor. Each exhibiting company operates their own stand, brings their own equipment and staff, and carries their own liability exposure. The organiser's event liability policy covers the organiser, not the booths.
Policy 2: Exhibitor's Liability Insurance (for the exhibiting company)
Each exhibiting company is responsible for arranging their own liability cover. Exhibitor's liability insurance covers the exhibiting company's legal liability for bodily injury or property damage caused by their stand, displays, equipment, or staff during the event, including the build-up and breakdown days before and after the show officially opens.
Depending on the policy, it may also cover loss or damage to exhibition equipment and stock brought to the venue, including display materials, product samples, and portable equipment, during transit to and from the venue and whilst on-site.
Venues and event organisers typically require exhibitors to hold this policy independently and to provide evidence of cover before setup is permitted. The exhibitor agreement will usually specify the minimum liability limit required.
When Both Policies Must Be in Force
For larger events and exhibitions, the venue may require confirmation that both policies are in place before setup can begin, covering the overall event through the organiser's policy and each individual exhibitor's stand through their own policy.
Exhibitors should read the insurance clause in their exhibitor agreement carefully. It will typically state the minimum liability limit, the policy type required, and whether a certificate of insurance must be submitted in advance. The organiser's policy does not satisfy this requirement on the exhibitor's behalf.
For a broader guide to the requirements that venues and organisers impose, and how to structure cover for sports events and conferences, see event liability insurance requirements in Singapore.
Arranging Cover
Both event liability insurance and exhibitor's liability insurance can be arranged on a per-event basis for a single show, or on an annual basis for companies that organise or exhibit regularly.
For a per-event placement, the key details required are:
- Event name and venue
- Dates, including setup and teardown days
- Nature of the exhibit or event
- Expected attendance (for organisers)
- The liability limit specified in the venue or organiser's requirements
Annual policies are typically more cost-effective for companies that participate in three or more events per year, as they provide continuous cover across all events without the need for a separate arrangement each time.
If you are exhibiting at an upcoming show or organising an event and would like a review of your cover requirements, you can submit your details at tzyco.com/event and TZY CO will revert with the appropriate options.
Frequently Asked Questions
Does the event organiser's insurance cover individual exhibitors at their booth?
No. The event organiser's public liability or event liability policy covers the organiser's own legal liability. It does not extend to individual exhibitors or the activities at their booth. If a visitor is injured at your stand, or your display causes damage to the venue or a neighbouring exhibitor, that claim falls on you as the exhibiting company. Most venues and event organisers make this explicit in the exhibitor agreement and require each company to hold its own exhibitor's liability policy before setup is permitted.
Can exhibition and event liability insurance be arranged on a one-off basis?
Yes. Both event liability insurance and exhibitor's liability insurance can be arranged on a per-event basis, covering only the duration of the show including build-up and breakdown days. This is the most common arrangement for companies that organise or exhibit infrequently. The key details needed are the event name and venue, the dates, the nature of the event or exhibit, and the liability limit required by the venue or organiser. You can submit your event details at tzyco.com/event and TZY CO can turn around a quotation for most standard placements within one to two business days.
This article provides general information only. It is not insurance advice. Policy availability, terms, conditions, and exclusions vary by insurer and product, and cover is subject to the full policy wording. Please contact TZY CO for advice on your specific situation.