Planning an event? Get an insurance quote
What does trade show insurance cover?
For an indoor trade show or expo, the organizer's main protection is general liability. It can respond if an attendee, exhibitor or the venue claims your show caused bodily injury or property damage. Subject to the policy terms, it may pay defense costs and covered settlements or judgments up to the limits.
Indoor show claims usually involve booth structures and traffic: a banner stand toppling into an aisle, a trip on carpet seams or cables, crowding at a demo, or damage to walls and floors during move-in. If you host a reception with drinks you don't sell, host liquor coverage may be included or added.
The "indoor only" wording matters. Coverage is built around the halls and rooms you describe, so list them. See all indoor trade show insurance guides for more.
What will the convention center or hotel ask for?
Convention centers, hotels and expo halls typically set insurance terms in the license agreement. Common requests include:
- A certificate of insurance covering the full move-in, show and move-out period.
- Additional insured status for the venue owner, its operator and sometimes a public authority.
- Limits such as $1 million per occurrence and $2 million aggregate, which many venues commonly ask for; larger shows may see higher requests.
- Proof that exhibitors and contractors carry their own coverage.
- Delivery by a set deadline, often 30 days before move-in.
Read the indemnity clause as well, since it may make you responsible for claims tied to your exhibitors or contractors.
Working against the clock? Read about same-day trade show coverage.
How might a trade show claim unfold?
Suppose your regional home and garden expo fills a convention hall. On the second morning, an exhibitor's tall freestanding banner, set on a base without weights, tips into the aisle and strikes an attendee on the shoulder.
- The attendee needs physical therapy and later sues the exhibitor, your organization and the venue.
- You report the incident and share the exhibitor's certificate, the floor plan and the incident report.
- The exhibitor's insurer may be expected to respond first for its booth. Your insurer may defend you and the venue as additional insured, subject to the policy terms and limits.
In this hypothetical, your policy would not pay to replace the exhibitor's damaged banner or refund booth fees if attendees left early. It also would not stand in for the exhibitor's own insurance on the exhibitor's share of the claim.
What does an indoor trade show policy leave out?
- Outdoor activities. Demos, tents or displays outside the listed rooms may not be covered.
- Exhibitor property. Booths, samples and equipment need the exhibitors' own inland marine coverage.
- Liquor sales. Selling drinks usually needs liquor liability; venue caterers typically carry their own.
- Cancellation. Lost booth revenue or venue deposits need separate event cancellation coverage.
- Staff injuries and vehicles. Workers' compensation and hired and non-owned auto are separate policies.
- Heavy demos. Operating machinery, lasers, open flame or drones in the hall may need insurer approval.
Our guide to trade show performers, vendors and equipment covers exhibitor and contractor requirements.
What should you prepare before requesting a quote?
- Venue, exact halls or rooms, and the license agreement.
- Move-in, show and move-out dates and hours.
- Expected attendance and number of exhibitors.
- Types of goods displayed and any live demonstrations.
- Who builds booths, handles freight and runs the loading dock.
- Food, receptions and whether alcohol is served or sold.
- Confirmation that nothing is planned outdoors.
For budgeting, read what trade show insurance may cost. Morrow is a licensed agency, and our advisors can help you compare options.
Frequently asked questions
Do exhibitors need their own insurance if the organizer has a policy? Most organizers require it. Your policy protects your organization; an exhibitor's policy protects the exhibitor for claims caused by its booth, products and staff. Requiring exhibitor certificates, with you and the venue as additional insured, helps put a claim with the party that caused it.
What if we add an outdoor demo or a tent in the parking lot? Tell your advisor before the show. An indoor-only policy is written around the rooms you described. Outdoor demos, food trucks, overflow tents or parking lot displays can change the risk and may fall outside the coverage unless the insurer agrees to include them.
Does trade show insurance cover exhibitors' booths and products? Generally not. Damage to or theft of exhibitor displays, samples and equipment is a property exposure. Exhibitors typically insure their own goods, often with an inland marine or exhibition floater. Your own organizer-owned signage and registration equipment may also need property coverage.
Is move-in and move-out covered? It can be, if the policy dates and description include those days. Many venue contracts require coverage from the first move-in hour to the last move-out hour. Give your advisor the full schedule, including early access for the decorator and larger exhibitors.
Request a quote with your event details. Submitting the form does not bind insurance.