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The most common claims that arise at corporate events

A group of friends clinking champagne flutes in a restaurant

Summer is the season for getting people together, and you may be thinking of planning events to celebrate your team, whether that be socials and client receptions, or perhaps awards evenings. But while choosing an insured venue can feel like the hard part is done, hosting an event still comes with responsibilities. Depending on where and how you host it, your business may take on an element of liability that isn’t always obvious.

At Everywhen, we want to help you understand where a venue’s responsibility ends and where yours begins, so you can plan confidently and avoid unwanted surprises, and keep the focus on the fun.

Insurance for corporate events

A venue’s insurance rarely tells the whole story. When you host a corporate event, responsibility doesn’t stop at booking the space. It can extend to the people you invite, the activities you organise, the equipment you bring in and the outcomes of the event itself. In many cases, these risks sit with the organiser rather than the venue. That means if something goes wrong – whether it’s an injury, damage, or an incident linked to your event setup or programme – your business may be expected to respond, even when the venue is fully insured.

Common types of claims at corporate events

Here are some common types of claims that have been recorded at corporate events.

  • Slips, trips and falls: These claims happen when people trip over loose wires, slip on spilled drinks, or fall on uneven floors at the venue.

  • Third party property damage: These claims happen when the event’s activities cause damage to the venue, its property, or the property of others – this might occur when setting up or taking down equipment, or during the event if someone spills a drink on someone’s laptop.

  • Vehicle damage: If you’re ferrying guests to and from your event in hired transport, a traffic accident could happen, resulting in a claim.

  • Food poisoning / catering incidents: These claims happen if food poisoning is traced back to your corporate event1.

These kinds of claims are common because corporate events tend to host lots of people – the higher the number of people in attendance, the more likely something like a spill or fall is to happen. However, you can reduce the risk of something going wrong by preparing a risk assessment and putting sensible precautions in place.

Hosting a corporate event creates a legal duty of care

When you organise a corporate event, it’s important to remember that you take on a legal duty of care to keep people reasonably safe2. This applies whether the event is on your own premises, at a hired venue or outdoors. If someone is injured or suffers harm because of your event, you may be expected to show that you took sensible steps to prevent it. Many businesses assume the venue’s insurance will protect everyone involved, but a venue’s policy usually covers the venue itself, not the activities you’re running or decisions you’ve made as the organiser.

If an incident arises from your event setup, guest list or programme, the responsibility can sit firmly with your business. Using third-party suppliers such as caterers, entertainers, speakers or equipment hire companies doesn’t remove your responsibility. While suppliers may have their own insurance, you can still be held accountable if their actions affect your guests or employees and appropriate checks weren’t made.

Work events are also still considered part of employment, even when they’re social. This means that employers can be responsible for the actions and wellbeing of staff at team socials, parties or away days. This includes behaviour, injuries and incidents that occur during or because of the event. Serving alcohol or providing entertainment also adds an extra layer of risk – poorly managed alcohol consumption and crowded dance floors can increase the likelihood of accidents or inappropriate behaviour. Providers should be vetted and clear controls put in place to reduce potential issues.

What you can do to reduce risk

Having a proper risk assessment helps to identify hazards and put sensible precautions in place. It should be specific to the event and location, and considering numbers attending, accessibility, activities and emergency arrangements. If it’s done well, it protects people and gives clarity if something goes wrong3.

Before the event, it’s also important to review contracts with venues and suppliers. Understanding who is responsible for what, including insurance arrangements, emergency procedures and liability, helps avoid misunderstandings and gaps in cover. Early planning gives you time to assess risks, coordinate responsibilities and ensure the right insurance is in place. It also allows everyone involved to understand expectations, reducing the chance of last-minute decisions that could increase exposure to risk.

Let's talk

When you’re planning a corporate event, having the right business insurance in place can make all the difference. By understanding your risks early and arranging cover that reflects how and where your event takes place, you can focus on bringing people together with confidence.

Simply get in touch with Everywhen today on 0344 892 1300.