Organising any event or immersive experience, from a small gathering to a large-scale production, carries a fundamental responsibility: the safety of all attendees. Nothing underscores this better than a recent case we worked on, which proved the critical importance of proactive safety measures, even when relying on external contractors.

Facing a liability claim

Our insured, an event organiser, faced a substantial liability claim after an attendee sustained a serious injury. During rehearsals, the attendee fell approximately six feet from a temporary stage that lacked a crucial safety barrier, constructed by a third-party contractor.

Despite the event organiser not directly constructing the temporary stage or owning the venue, they were held liable for their role in facilitating the event. This resulted in a significant financial settlement, demonstrating the extent of an organiser’s duty of care.

Protecting your business

Accidents do happen, and not everything can be avoided as a guarantee, but there are a number of key steps you can take to protect those attending your events:

• Conduct a comprehensive risk assessment: Before any event, conduct thorough risk assessments with a specific focus on potential hazards to attendees, staff members, and sub contractors. Paying close attention to temporary structures and the actions of third-party contractors. 
• Require third-party risk assessments: Ensure the companies you’re working with also have their own risk assessments for the activities they will be undertaking.
• Provide sufficient training: Where hazards are established, ensure all staff are trained to mitigate the risk of any accidents occurring. This could look like additional signage or highlighting uneven ground.
• Maintain clear accident reporting procedures: Establish clear and accessible procedures for reporting accidents. Prompt and thorough reporting is essential for addressing safety concerns and preventing future incidents. Maintenance records and inspection reports also need to be maintained and evidenced as such.
• Utilise CCTV for safety monitoring: Where possible, utilise CCTV to monitor event areas and identify potential safety hazards. This can also provide valuable evidence in the event of an accident. Even if nothing comes from the incident, it is better to have the footage downloaded – claims can arise up to three years post accident. 
• Get adequate Public Liability Insurance: Ensure that you have sufficient Public Liability Insurance coverage to protect against financial liabilities arising from attendee injuries. Also ensure the companies you are working with have an appropriate (or ideally matching) limit.

Protect your business with RiskBox

As an event venue owner or entertainment provider, your primary responsibility is the safety and wellbeing of your attendees. But at RiskBox, our primary responsibility is you and ensuring your business has the cover it needs to stay protected should a claim be made against it.

Find out if you’re covered by speaking to our expert team today.

Photo by Jakob Dalbjörn on Unsplash