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EVENT INSURANCE CASE STUDY

Charity Gala at a Major Sydney Venue, 500 Guests and $20M Public Liability

A not-for-profit charity foundation in Sydney was holding a one-evening fundraiser gala at a major venue, around 500 guests. The foundation needed $20 million public liability for the event.

01

THE SITUATION

A not-for-profit charity foundation in Sydney contacted Tank Insurance ahead of a one-evening fundraiser gala at a major venue, around 500 guests.

The foundation needed $20 million public liability, with a certificate of currency before the event.

The foundation was not an event business.

02

OUR APPROACH

The submission was built around the facts event underwriters rate on, and the questions they ask first.

  • The event was described as it would run: a single evening, a fundraiser gala, around 500 guests, at a major established venue.
  • Three specialist event markets were approached at the $20 million limit the foundation needed.
  • We gave the client indicative figures by phone.
  • Alcohol was confirmed before formal terms were issued. Serving alcohol and responsible service of alcohol were the venue's responsibility, not the foundation's. We confirmed this with the client by phone and passed it to the underwriters before formal terms were issued, because who runs the bar changes how an event liability risk is rated.
03

THE CHALLENGES

The main risk on a charity event is not complexity, it is a detail being missed. If the underwriter assumes the organiser is running the bar, the risk is rated differently. If the organiser assumes the venue's insurance covers everything, they can arrive at the booking deadline with nothing. Confirming the bar arrangements with the client and passing them to the underwriters before formal terms were issued avoided both.

Not every market quoted straight away. One of the three referred the risk for further underwriting review, which happens with event liability and is a reason to approach more than one specialist market.

The last point was what the policy would not do. Public liability covers injury or damage to guests and other people. It does not cover the foundation's own volunteers if they are hurt helping on the night, which is a separate cover.

04

THE OUTCOME

Two specialist event markets each quoted approximately $1,400 including GST and stamp duty for $20 million public liability, and the third referred. Cover was placed.

Final Solution: $20 million public liability placed for a 500-guest charity gala at a major Sydney venue, after two specialist event markets quoted around $1,400 each, including GST and stamp duty.

The foundation had the $20 million public liability it needed, with the alcohol position documented for the underwriters.

This case records one historical outcome; current insurer appetite, premium, timing and terms depend on the complete risk at the time of application.

For the wider buying context, see our event insurance guide and community and association event insurance.

EVENT INSURANCE QUESTIONS

What this placement answers for other charity and community events

How much does public liability cost for a charity gala?
For this 500-guest gala at a major Sydney venue, two specialist event markets each quoted approximately $1,400 including GST and stamp duty for $20 million public liability, and cover was placed. The number depends on attendance, whether the crowd is seated, whether you or the venue serve alcohol, and the venue itself. Yours may sit outside that figure.
Why do venues ask for $20 million public liability?
Because $20 million is the limit many councils and Australian venues set in their hire conditions. The venue wants to know that if a guest is injured or property is damaged because of your event, there is insurance behind the organiser. Read the hire agreement's insurance clause before you buy.
Does it matter who serves alcohol at our gala?
Yes. Underwriters rate events differently when the organiser runs the bar. In this placement the venue was responsible for serving alcohol and responsible service of alcohol, and we confirmed that with the client by phone and passed it to the underwriters before formal terms were issued.
How quickly can a charity event be insured?
Straightforward events can move quickly once the details are in. In this placement, we gave the client indicative figures by phone, and formal terms were issued once the alcohol position had been passed to the underwriters. Starting well ahead of the venue's deadline still matters, because some markets refer the risk before quoting.
Does public liability cover volunteers at a charity event?
No. Public liability covers injury or damage to other people, such as guests. An injury to one of your own volunteers needs voluntary workers personal accident cover, which is arranged separately.

EVENT INSURANCE

Put this placement in context

Case-study results are historical and are not a promise of current pricing, capacity or policy terms. This page is general information only and does not take account of your objectives, financial situation or needs.

Event insurance overviewCommunity and association event insuranceOne-off event public liabilityCouncil and venue insurance requirementsEvent staging crew, placed after nine declines

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Venue Asking for a Certificate?

Tell us the event, the date, the venue, the expected attendance and who is serving alcohol. We will take it to specialist event markets and come back to you with the options available.

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