Planning an event? Get an insurance quote
What does teleconference insurance cover?
For a fully online event, ordinary event liability may have a limited role. It can address covered bodily injury or property damage arising from an insured physical location, but it is not the main protection for cyber incidents, online content disputes or failure to deliver a contracted service.
For example, suppose an attendee at the host site's conference room is burned when a coffee urn tips over on the refreshment table and alleges that the teleconference organizer caused the injury. That is the kind of allegation a liability policy may address. The insurer still applies the policy’s exclusions and conditions; the example is not a promise of payment.
For this event, the operating plan should describe these responsibilities:
- Identify the organization hosting the teleconference and the participants invited.
- Describe speakers, live audio or video and any recording responsibilities.
- Coordinate access credentials, technical support and delivery of the scheduled discussion.
What is a typical insurance budget?
Budget for insurance covering the business’s own work. A short event policy and an annual business policy are different purchases; compare the period of coverage and services insured before comparing prices. Professional services, products and equipment can require protection beyond a basic event policy.
Pricing depends on the online services, platform responsibilities and any physical production work. Include optional coverage and disclosed fees or taxes in the amount you set aside.
What does it not cover?
If a participant's confidential information is exposed on the call, a cyber or privacy issue rather than bodily injury, a standard event liability policy is not automatically the answer. That loss may need a separate coverage option or fall within an exclusion.
An online event can still use studios, crews or hired equipment. A physical-event policy does not automatically insure every service promised to attendees. Keep liability for a physical injury separate from loss caused by failure to deliver the online program.
What does a real-world teleconference policy look like?
This hypothetical policy outline names the teleconference organizer (the virtual-event organizer in the application) as the insured. Its activity schedule would describe the following responsibilities; the final policy would need to match the arrangements actually made.
- Identify the organization hosting the teleconference and the participants invited.
- Describe speakers, live audio or video and any recording responsibilities.
- Coordinate access credentials, technical support and delivery of the scheduled discussion.
- Named insured: the person or organization responsible for the event or contracted work.
- Example limits: $1 million per occurrence and $2 million aggregate. These are different limits, not $2 million for every claim.
- Dates and location: the actual venue, with setup and removal included where agreed.
- Deductible and optional coverages: as shown in the quote and endorsements.
Suppose the teleconference organizer decides to add recording distribution or outside presenters beyond the original teleconference scope. Ask the insurer to approve the change before the activity starts. It may need different coverage.
Frequently asked questions
Does the venue’s insurance protect me? Usually you need your own policy for your responsibilities. The venue’s insurance protects its insured interests and does not automatically make the event host, organizer or vendor an insured.
What event details should I include? The information should make the activity clear: the organization hosting the teleconference and the participants invited, arrangements to coordinate access credentials, technical support and delivery of the scheduled discussion, dates, daily attendance, alcohol arrangements and the venue’s insurance requirements.
Request a quote with your event details. Submitting the form does not bind insurance.