Make an event insurance claim
Sometimes things don’t go to plan, accidents can happen, equipment can get damaged or stolen, or your event could get cancelled. If you need to make a claim we are here to help.
Contact our claims team as soon as possible.
Please provide your name, policy number, contact details and a brief account of what happened. We can explain the notification process; help you gather the required information and pass the claim to the insurer. We can also liaise with the insurer while the claim is investigated.
If you need assistance outside our office hours, check your policy documents for any claims or emergency contact details provided by your insurer.
What should you do following an incident?
Your first priority should be the safety of everyone involved. Contact the emergency services or obtain medical assistance where necessary.
You should then:
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Check your policy wording for any specific policy obligations or claims conditions which must be adhered to
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Take reasonable steps to prevent further injury, damage or financial loss
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Record the date, time, location and circumstances of the incident
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Report theft, loss, malicious damage or suspected criminal activity to the police
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Take photographs or video where it is safe and appropriate to do so
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Keep relevant documents, damaged property and other evidence
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Obtain the names and contact details of witnesses
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Contact us promptly, even if you do not yet know whether someone will make a claim. Any incident or loss that gives rise or may give rise to a claim should be notified immediately
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Forward to us any letter, writ, summons or other legal document immediately
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Do not make any admission, offer or promise of any payment or negotiate in any way without the insurer’s agreement
How we can help with your event insurance claim?
We can provide practical claims support by:
- Checking which section of your policy may apply
- Explaining the insurer’s claim notification procedure
- Notifying the insurer on your behalf or directing you to their claims team
- Explaining what information and evidence the insurer may require
- Helping you present the circumstances clearly
- Liaising with the insurer, claims handler or loss adjuster
- Helping you respond to requests for further information
- Following up on the claim where required
- Helping you understand the insurer’s decision and explaining how you can raise any concerns about the outcome
- Raising questions or concerns with the insurer on your behalf where appropriate
The insurer, or a claims administrator acting on its behalf, will investigate the circumstances and decide whether the policy covers the claim. They will also determine how to settle any accepted claim.
What information will you need?
The insurer or their claims handlers may ask for different information depending on the type of event insurance claim. Useful information may include:
- Your policy number
- Your name and contact details
- A clear account of what happened
- The date, time and location of the incident
- Photographs, video footage or CCTV
- Witness details and incident reports
- Police or emergency service reference numbers
- Contracts, invoices, receipts and proof of payments
- Details of any injury, damage or financial loss
- Correspondence received from another person or organisation
- Evidence of the steps you took to prevent or reduce further loss
- Details of anyone else involved, including contractors, suppliers, performers or venue representatives
Do not delay reporting an incident because you do not yet have all information or every document. Any incident or loss that gives rise or may give rise to a claim should be notified immediately. Notify us promptly and provide the remaining information when it becomes available.
Public and employers’ liability claims
Contact us immediately following any incident or loss that gives rise or may give rise to a claim. If someone alleges that your event caused injury, illness, property damage or another loss you should report the matter even if you dispute the allegation or have not received a formal claim.
Do not admit responsibility, offer compensation, promise of payment or negotiate directly with the claimant. Send all correspondence such as any email, letter, writ, summons or other legal document to us unanswered immediately. If the policy covers the claim, the insurer may allocate the claim to its own claims team or appoint a claims administrator, investigator, loss adjuster or solicitor.
For an accident or injury, retain:
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Your accident or incident report
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Witness statements and contact details
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Photographs or CCTV footage
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A copy of your post incident investigation report
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Risk assessments and method statements
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Staff training records
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Inspection and maintenance records
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Contractor documentation
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Contracts with the venue and any 3rd parties
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Relevant communications with the injured person
This list is not exhaustive your insurers may require further information.
You should take measures to preserve CCTV footage and other time-sensitive evidence promptly, as systems can automatically delete or overwrite recordings.
Damage to or theft of event equipment
Take reasonable steps to protect the equipment and prevent further damage or loss. Photograph the affected equipment and retain it for inspection unless the insurer agrees that you can dispose of it.
Report theft, malicious damage or suspected criminal activity to the police promptly. Keep the crime reference number or other police reference provided. Your insurer may ask for:
- Purchase invoices or other proof of ownership
- Hire agreements
- Photographs of the equipment
- Repair estimates
- Replacement quotations
- Details of where and how you stored the equipment
- Information about security arrangements
- The police crime reference number
Not every reason for damage, loss or theft of event equipment is covered. Your cover will depend on the cause of the loss, the cover you selected and the terms, conditions and exclusions in your policy.
Event cancellation, abandonment or postponement claims
Contact us immediately if circumstances may force you to cancel, abandon or postpone your event.
Where it is safe and reasonably possible, speak to us or the insurer before making a final decision or committing to substantial additional expenditure. Your policy may require the insurer’s agreement before you incur certain costs. The insurer may also want you to consider reasonable alternatives that could prevent or reduce the loss.
Keep records of:
- What caused the disruption
- When you first became aware of the problem
- Costs that you cannot recover
- Contracts with venues, suppliers, performers and other parties
- Relevant cancellation and refund terms
- Alternative arrangements you considered
- Health & safety officer or emergency services advice
- Photographic or videographic evidence
- Met office weather records
- Communications with everyone involved
Not every reason for cancelling, abandoning or postponing an event is covered. Your cover will depend on the cause of the loss, the cover you selected and the terms, conditions and exclusions in your policy.
FAQs about event insurance claims
Answers to common questions about event insurance claims
How do I make an event insurance claim?
Contact our claims team on 01254 355 159 or email contact@eventinsurancedirect.co.uk. Provide your policy number, contact details and a summary of what happened. We will explain the notification process and support you through the process.
How quickly should I report a claim?
Report a claim, incident, loss or circumstance that gives rise to or may give rise to a claim immediately. Do not wait until you know the full extent of the loss or receive a formal demand. Your policy may have specific notification requirements, so early contact helps protect your position and allows the insurer to investigate promptly.
Should I report an incident if nobody has made a claim?
Yes, even if you do not know whether someone will make a claim. You should report an incident if it could reasonably result in a claim, particularly where your policy requires notification of circumstances that may give rise to a claim. This may include an accident or injury, an allegation of negligence, damage to another person’s property or circumstances that could lead to event cancellation.
What should I do if I receive a solicitor’s letter?
Send the document to us immediately and tell us about any response deadline. Do not admit liability, make any offer or promise of any payment or negotiate in any way without advice from your insurer or its appointed claims handler. Do not ignore the document or allow the deadline to pass.
Can I arrange repairs or replace equipment immediately?
Speak to us or the insurer before arranging permanent repairs, replacing equipment or incurring costs. You should still take reasonable emergency action to protect people and prevent further damage. Keep photographs, damaged items, estimates, invoices and receipts.
What should I do if my event may need to be cancelled?
Contact us as soon as you become aware of circumstances that could cause cancellation, abandonment or postponement. Keep records to support your claim as these will be required by your insurer.
Who decides whether my claim is covered?
Your insurer or their appointed claims handlers will decide whether your policy covers your claim. It will consider the circumstances of the claim alongside the policy wording, schedule, endorsements, terms, conditions and exclusions
How long will my event insurance claim take?
The time required depends on the type and complexity of the claim, the information requested and made available, and whether the insurer needs reports from a loss adjuster, investigator or other specialist. Straightforward claims will usually progress quickly, while liability and event cancellation claims can sometimes require a more detailed investigation.
Will making a claim affect my future insurance?
A claim or reported incident may affect the premium, terms or availability of future insurance. The effect will depend on the circumstances, the amount involved and the insurer’s underwriting approach. You should still report any claim, incident or circumstance that falls within your policy’s notification requirements regardless of whether it may have an impact on future insurance.
Do I have to pay anything if I make a claim?
You may have to contribute towards the claim if your policy includes an excess. The amount can vary depending on the type of claim and the cover involved. Some claims may have no excess. Check your policy schedule and wording, or contact us if you are unsure.