Specialist event insurer Hiscox today issued the following tips for organisers worried by the travel disruption due to volcanic ash:
1. Notify your insurer immediately if you think you could be affected. A good insurer can help you take the necessary actions to keep the exhibition going. Quick and decisive action could make all the difference.
2. Check your policy to see if you are covered for emergency expenditure. You may be able to claim for these costs without having prior clearance from your insurer.
3. Record keeping is key, both of expenses incurred relating to the exhibition and gross revenue, if insured. Having these details to hand will help should you need to make a claim.
Planning future exhibitions?
4. Organisers of exhibitions big and small should have a robust crisis-management plan. A written plan detailing alternative arrangements should the unexpected occur will assist your insurer when assessing the risk and may speed up the process of securing cover for your exhibition.
5. Make sure you have clear contracts (with venues and suppliers, for example) detailing under what circumstances you as the organiser may be able to claim refunds or would be obliged to offer refunds. This will enable insurers to agree claims payments more quickly.
6. Buy your cover early – as soon as you’ve spent any money on your exhibition. Buying early will cover you for a longer period of time, often at a lower cost than insuring closer to the exhibition date. If you wait too long to buy your insurance, you may not get all the protection you want.
Hiscox underwriter Elizabeth Seeger adds:
“We are seeing that some customers are experiencing disruption with international visitors and exhibitors not being able to fly in to attend their exhibitions. On the ground level at the venue, all is working fine but getting people in is difficult.
“The chaos caused by the volcanic ash drifting over the UK illustrates how the unexpected can bring months of event planning to a sudden halt.”