Supplier evaluation and selection
Insurance questions to ask an event supplier
A supplier says they are fully insured, and you are not sure what to ask for or who should decide whether it is enough.
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The short answer
The organiser collects facts: what policies the supplier holds, with which insurer, covering what activity, for what period and what limits. A qualified insurance adviser or broker, not the organiser, judges whether that cover is adequate for your event.
Ask for copies of the certificates or schedules, put the answers on one sheet, and send the sheet and documents to your adviser before appointment.
What the organiser asks and what the adviser decides
The organiser can ask for documents, check that names and dates match your event, and notice what is missing. Whether the type or amount of cover suits the risk is a professional judgement.
Contract wording on insurance, indemnity and liability goes to your legal adviser. Your own organisation's cover, and any cover the venue requires, are separate questions for your adviser and the venue.
Facts to collect from each supplier
Ask for these in writing, with documents attached. The right-hand column shows what to look for, not a conclusion about adequacy.
| Item | Ask the supplier | What to check on the document |
|---|---|---|
| Policies held | Which insurance policies relate to the services you will provide? | Policy type names as stated by the insurer. |
| Insurer and number | Who is the insurer and what is the policy number? | Names and numbers match across documents. |
| Insured party | Which legal entity is insured? | Same entity as on the quotation and proposal. |
| Period | From and to which dates is the policy in force? | Dates include your setup, event and dismantling days. |
| Activity covered | Does the policy describe the type of work you are engaging them for? | Wording on the schedule, passed to your adviser. |
| Limits and exclusions | What limits apply, and which exclusions or conditions are stated? | Figures and wording copied exactly, without interpretation. |
| Subcontractors | Does the cover extend to subcontractors, or do they hold their own? | A named answer, linked to the subcontractor disclosure. |
| Venue requirements | Has the venue stated what insurance it requires from suppliers? | The venue's request in writing, passed to the supplier. |
Sequence
- Ask your venue and your own organisation's adviser what they will require, in writing.
- Send the insurance questions to each supplier together with those requirements.
- Collect the documents and enter the details on one sheet per supplier.
- Flag anything missing, mismatched or expired against your event dates.
- Send the sheet and documents to your insurance adviser or broker, and record their reply before the supplier is appointed.
Practical points
- Ask for current documents. An expired certificate with the right name still leaves a gap.
- Keep copies in the procurement file with the date received.
- Do not paraphrase policy wording. Copy it and let the adviser read it.
- Ask what the supplier will do to renew cover if it lapses before your event.
Worked example · Fictional example
Insurance details for a stage and lighting supplier
Fictional organisation and figures, for illustration only.
Persatuan Fiktif Pengurus Acara Korporat engages a stage and lighting supplier for a one-day members' convention. The supplier sends a certificate.
The secretariat enters the insurer, policy number, insured entity and period on the sheet and notices that the period ends the week before the convention. It asks for the renewal document and attaches both to the sheet for the association's broker. The broker's reply is recorded in the file, and the committee does not confirm the appointment until the renewal document arrives.
Use this yourself
Supplier insurance question sheet
Copy this table once per supplier. Attach the documents and send the completed sheet to your insurance adviser.
| Item | Supplier's answer | Document attached? (yes or no) | Matches our event? (name, dates) | Adviser's reply and date |
|---|---|---|---|---|
| Policies held | ||||
| Insurer and policy number | ||||
| Insured legal entity | ||||
| Period in force | ||||
| Activity described | ||||
| Limits and exclusions (copied exactly) | ||||
| Subcontractor cover | ||||
| Venue requirement met |
Handle it in-house, or bring in help?
Your team can usually handle this when
- You are collecting documents and checking names and dates against your event.
- You already have an adviser or broker who will review the sheet.
- The supplier relationship is routine and low in scale.
Outside planning help earns its fee when
- Nobody knows who the right adviser is, or the venue's requirement is unclear.
- Several suppliers send documents in different formats and you need them put on one basis.
- Appointment dates are close and documents keep arriving incomplete.
Want supplier insurance documents collected and organised?
A conference project lead can send the question sheet, chase documents, check names and dates against your event, and pass the pack to your insurance adviser. The adequacy of cover remains a matter for your qualified adviser.
Questions organisers ask
Can I judge whether the cover is enough?
The organiser collects and checks facts. Whether limits and wording suit your event is for a qualified insurance adviser or broker.
What if the supplier will not share documents?
Record that as not provided. Ask why, and tell your adviser, because it may affect whether you proceed.
Should I ask for insurance before shortlisting?
A simple question at shortlist stage is fine. Collect the full documents from the finalists, so you are not reviewing every supplier.
Where do insurance terms in the contract go?
To your legal adviser. See the contract document checklist for how to organise what they will review.
Related resources
Content record: Draft. Written from the cited sources and checked by automated rules; not yet independently reviewed.