Before comparing terms for Virtual Event, document how the virtual-event organizer plans to describe the virtual event's sessions, platform features and attendee interaction. The reviewer should also resolve this operating question: Which party has responsibility to describe the virtual event's sessions, platform features and attendee interaction, and how is that role reflected in the application? This guide does not supply a verified average price for the event. Obtain actual quotes based on the same operations and requested terms, then compare total premium, fees, exclusions, limits and rating assumptions.
Which separate coverage question belongs in the budget?
Review the host’s insurance and each vendor’s business insurance separately. The organizer’s policy should not be assumed to cover a hired business’s independent work; compare the contracts with both policies. Event Helper addresses separate insurance for vendors. Tie the response to the plan to describe the virtual event's sessions, platform features and attendee interaction.
Which limits and deductibles should I compare?
Compare per-occurrence and aggregate limits, sublimits, exclusions and deductibles separately. A $1 million occurrence limit with a $2 million aggregate does not provide a $2 million occurrence limit. Ask which period and covered payments the aggregate addresses. The Hartford explains liability limits. The Hartford’s glossary also explains deductible terminology. Identify which agreement assigns responsibility to identify the producer, platform supplier and any paid or public access and which party controls the activity area.
How should outside suppliers appear in the application?
Identify any outside business involved in the plan to identify the producer, platform supplier and any paid or public access.
Collect the activity plan and the relevant service agreements. The operational question is: What additional facts are needed to identify the producer, platform supplier and any paid or public access, and which related participant, property or service exposures need review?
What can make two quotes difficult to compare?
In another hypothetical, the virtual-event organizer has an agreement to separate online deliverables and data responsibilities from any associated physical gathering. The other organization sends new requirements shortly before access begins, asking for additional insured protection and confirmation of the activity description.
Check whether the new agreement refers to the same location and operating area as the application. Identify any mismatch before documents are issued. A complete location description connects the contractual request with the place where the work happens. Compare the result with the activity plan and identify who will separate online deliverables and data responsibilities from any associated physical gathering. Resolve this question using the current facts: Does the proposal reflect the real arrangements to separate online deliverables and data responsibilities from any associated physical gathering, including the separate duties of suppliers and the host? See Travelers’ guide to policy evidence.
What if the planned activity changes after pricing?
Suppose the virtual-event organizer submits a plan to describe the virtual event's sessions, platform features and attendee interaction. The team then decides to add a hybrid audience location or a new interactive platform feature.
Record the new activity, the date of the decision and the application answer it replaces. Send a clear revision to the reviewer. A marked change is easier to evaluate than a new description that leaves the earlier version apparently current. Apply that review to the plan to describe the virtual event's sessions, platform features and attendee interaction and resolve this question using the current facts: Which party has responsibility to describe the virtual event's sessions, platform features and attendee interaction, and how is that role reflected in the application? Request pricing on the corrected description, using the same requested limits and terms for each comparison.
What should accompany an update to the original request?
Describe what changed in the work to separate online deliverables and data responsibilities from any associated physical gathering, when the change takes effect and which parties are affected.
Include the activity plan and identify any previous answer it replaces. Request the total premium, fees, taxes and change/refund terms.
Send the current activity description and supporting documents for review. See the coverage review and the last-minute buying guide. Request a quote for Virtual Event.
Event Helper’s overview explains the general event-liability purpose; the actual application and policy still need review.