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Why Every Tucson Wedding Needs Event Insurance: Protecting Your Venue Investment
- Laurel Loew
- Dec 17, 2024
- 8 min read
Updated: Mar 25
Understanding Event Liability Insurance vs. Event Cancellation Insurance: Why Both Are Essential for Your Wedding
Wether you are planning your wedding at my stunning ranch in Southern Arizona or ANYWHERE else, your wedding day is sure to be an unforgettable celebration! While we venue owners work tirelessly to ensure your big day runs smoothly, life’s unpredictability means it's important to be prepared. This is where event liability insurance and event cancellation insurance come into play. While these types of insurance are different, together, they provide comprehensive protection, allowing you to enjoy your special day with peace of mind. Read on to learn about the differences in these policies and why, I think, you should purchase both.
Isn't My Venue Already Insured?
The venue’s insurance policy is designed to protect the venue, not the couple. This means the venue’s policy would only cover claims related to their liability. However, if the incident involves your actions, or those of your guests or vendors, you would be personally responsible.
Similarly, the venue’s policy doesn’t protect the couple from financial losses if the wedding has to be canceled or postponed.
Event Liability Insurance
What It Covers: Event liability insurance is a safeguard against accidents or damages that could occur during your wedding. It typically covers:
Injuries to guests or vendors.
Property damage to the venue or rental items.
Alcohol-related incidents (if you’re serving alcohol).
Many venues, including ours, require couples to purchase liability insurance to protect everyone involved.
Average Cost: Most event liability insurance policies cost between $100 and $250, depending on the number of guests, the duration of the event, and whether alcohol is served.
Why It’s Important: Accidents can happen, even at the most carefully planned events. Liability insurance ensures you’re not held personally responsible for unexpected mishaps, giving you peace of mind to enjoy your day.
Event Cancellation Insurance
A few years ago, one of our couples faced a heartbreaking situation just days before their wedding when the bride’s brother was in a severe car accident. She needed to be by his side, and they had no choice but to postpone the event. In this circumstance, event cancellation insurance is a financial lifesaver. The policy can cover the costs of rescheduling, including lost deposits for the venue, caterers, and other vendors. It could also reimburse the couple for expenses like travel or accommodations that couldn’t otherwise be refunded.
In the joyful throws of planning your wedding, it does not seem possible that you may need to cancel or postpone, but unforeseen circumstances could arise. Cancellation insurance reimburses you non-refundable expenses.
Event cancellation coverage gives you the flexibility to focus on family during a time of crisis, without worrying about the financial repercussions of postponing your wedding.
Circumstances that Could Result in the Need to Cancel or Postpone
Personal and Family Emergencies
Illness or Injury: The couple, a close family member, or a key participant in the wedding (like a parent or sibling) experiences a sudden illness or injury.
Death in the Family: The loss of a loved one can understandably lead to postponement as families grieve.
Severe Weather
Extreme Heat or Storms: Our venue is in Southern Arizona and we avoid booking during our rainy season or in winter, so weather is generally not an issue, however, severe weather such as heavy rain, strong winds, could make the event unsafe or unfeasible at any venue.
Flooding or Natural Disasters: Larger weather events like flash flooding or wildfires, (even in other parts of the country where your guests may be coming from), can impact travel, venue safety, or guest accommodations.
Vendor Issues
Vendor No-Show: A key vendor, such as the caterer, photographer, or officiant, fails to show up due to illness, a scheduling mistake, or other issues.
Vendor Bankruptcy: A vendor suddenly goes out of business, leaving you scrambling to replace them.
Venue Issues: Structural damage, electrical outages, or double-bookings at the venue could disrupt the event.
Travel-Related Problems
Flight Cancellations: Important guests, including the couple or officiant, experience travel disruptions due to airline cancellations or delays.
Global Events: Events like pandemics, government shutdowns, or geopolitical issues can restrict travel or public gatherings.
Unexpected Life Circumstances
Military Deployment: One partner or a close family member in the military is unexpectedly deployed or has a schedule change.
Financial Hardship: Sudden financial challenges might make it difficult to continue with the original plans.
Why Wedding Venues Do Not Give Refunds
The wedding industry operates differently than many other products or services. Your wedding date is one product at one location - once you book your wedding date, that product gets “removed from the shelf”, and is no longer available as it has become exclusively yours. Venues, (and many other vendors in the industry) rely on securing dates months, even years, in advance. Other couples who may have been interested in that same day have been turned away.
once you book your wedding date, that product gets “removed from the shelf”, and is no longer available as it has become exclusively yours.
What if The Venue Is Able to Re-Book My Date?
This is a discussion that I have had with other venue owners and clients - If your venue is fortunate enough to re-book on your canceled or postponed date, the venue is still likely to experience a financial loss because that new client could have been scheduled on a different available date if your original booking had remained intact. In essence, the venue misses out on the opportunity to secure bookings for both dates. Refunding your deposit or payments if your original date is re-booked would still penalize the venue.
Having event cancellation insurance ensures that even if the unexpected happens, you’re financially protected and can reschedule or recover costs, reducing stress during an already difficult time.
Average Cost: Event cancellation insurance generally costs between $150 and $500, depending on the scope of coverage you choose and your total wedding budget.
Why Choose Both?
Many venues require you to have one or both policies. At our venue, liability coverage is required; event cancellation coverage is not, but is highly recommended. Together, these policies protect against unforeseen accidents or damage during the event, ensure you’re financially covered in case of a last-minute emergency or need to reschedule and provide peace of mind, allowing you to focus on celebrating without worrying about potential risks.
Tips for Choosing the Right Event Insurance Provider
When selecting event insurance, it’s important to choose a provider that understands the unique needs of weddings. Here are a few tips to help you make an informed decision: (Note, for my couples, see the Vendor page of our website for a link to Event Helper)
Shop Around for Comprehensive Policies
Look for policies that include both event liability insurance and event cancellation insurance. Many reputable providers, like Event Helper, offer bundled options that are both cost-effective and easy to manage.
Understand the Fine Print
Carefully review what the policy covers and, just as importantly, what it doesn’t. For cancellation insurance, ensure it covers situations like the ones listed above.
Ask About Alcohol Coverage
If you’re serving alcohol, make sure your liability insurance includes host liquor liability coverage, as many policies don’t automatically include this.
Confirm the Venue’s Requirements
Some venues, including ours, require proof of liability insurance with a specific coverage amount. Verify these requirements to avoid unnecessary delays or misunderstandings.
Choose a Trusted Provider
Popular and reliable wedding insurance companies include WedSafe, Event Helper, and Markel Specialty. These companies have a strong track record in the industry and offer customizable policies tailored to weddings.
Additional Questions:
How Much Does Liability Coverage Cost?
One thing that I like about Event Helper, is that it allows my clients to completely go through the process and get a quote immediately without having to provide an email address (eventually, when you purchase you will, of course) and wait for a quote. Rates tend to run about $200-$250 range depending on the amount of coverage you select and other factors
For My Liability Coverage, Do I Need to Have a "Waiver of Subrogation" - What is That?
Yes, you do. A Waiver of Subrogation is a standard requirement for many event venues, including Agua Linda Farm, as part of the liability insurance policy couples must obtain for their wedding day. This waiver prevents the insurance company from seeking reimbursement from the venue or other vendors for claims paid out under the policy. When purchasing liability insurance, you may see a notation stating that adding this waiver means the venue cannot be sued “even if it is their fault.” However, the reality is that without a waiver of subrogation, the insurance company will attempt to recover its costs by pursuing legal action against the venue and other vendors before covering a claim. This can create unnecessary legal complications for all involved. Since this waiver is a one-time rider attached only to your event policy, it does not impact your long-term relationship with an insurance provider. However, failing to include it could have significant consequences for the venue and other vendors, whose policies are long-term rather than single-day riders. Requiring this waiver helps ensure a smoother claims process and protects all parties from potential legal disputes..
I don't Know My Exact Headcount - Will that affect my Policy?
You will provide the company with an estimate of your headcount.
4. How Long Should I get Coverage For?
The policy will be for the calendar day or days that you enter. I always recommend including the day before, in case you are having a rehearsal on-site and the day after to cover any guests or vendors still onsite after midnight. You can include all three days in your policy and the rate will not change.
Do I need to send you a copy of my policy?
For Agua Linda clients, use the link on our website vendor page. This will fill in all of the needed information about us (address, etc.) and will automatically email us a copy. If you choose to use a different company, you will need to provide the documents.
For Cancellation Coverage, Choose an Insurance Amount That Matches Your Investment
The cancelation coverage amount you select should reflect your total financial commitment to the wedding. If your wedding costs $30,000, for example, you may want to ensure your policy covers at least that amount, however, while higher coverage amounts offer more protection, they also come with higher premiums. The amount you choose to cover is up to you.
Consider these expenses:
Venue rental fees (including deposits already paid).
Catering and bar service.
Décor, rentals, and flowers.
Photography and videography.
Entertainment (DJ, band, etc.).
Attire for the couple and wedding party.
Travel and accommodations for you and any key guests.
Make sure to include any non-refundable deposits or payments already made to vendors.
The amount you choose to cover is up to you.
Most event cancellation policies cost between $150 and $500, depending on the total coverage amount and the scope of the policy. The investment is small compared to the potential financial loss of canceling or rescheduling without insurance.
Peace of Mind for Your Big Day
As you plan your dream wedding, remember that event liability and cancellation insurance are vital tools to protect your investment and reduce stress. Life happens, but with the right preparation, you can ensure your special day remains unforgettable for all the right reasons.
Photo Credits
My venue, Agua Linda Farm is a 63 acre ranch in Southern Arizona near Tucson. My husband and I have been hosting weddings, harvest festivals and other events on our property for more than 15 years. I write my blog posts with my clients in mind but also hope to provide a little inspiration applicable to any wedding.
Happy Planning!. - Laurel Loew
What a gorgeous venue for a wedding! - from a fellow venue owner, Talula Mesa Glamping in Austin Texas