Honestly speaking: insurance talk isn’t exactly exciting. But when you’re planning an event, not asking the right questions could wipe out your entire budget. I’ve seen it happen. Maybe a venue gets scratched up. A vendor cancels last minute. Or a guest takes a bad fall. Without proper coverage, you might be paying out of your own pocket.
That’s why before you put pen to paper, here’s the list of insurance-related questions every smart client brings up. And sure, we at Kollysphere believe in full transparency. But even if you work with someone else, ask these anyway.
Understanding Your Organiser’s Liability Policy
This is your opening question. Ask clearly: What kind of liability coverage does your firm carry?” Any legitimate planner should have at least two layers here.
First, general liability. That handles things like a guest breaking an ankle or a damaged light fixture. The second is professional liability – sometimes called errors and omissions. That protects you if the organiser messes up a contract or misses a critical deadline.
When we work with clients at Kollysphere events, we send over our COIs before we even talk about payment. If an organiser hesitates or gives vague answers, that’s a massive red flag. Walk away.
Question Two: Does Coverage Extend to Every Supplier
Here’s where things get tricky. Your lead planner might be fully covered. But what about the florist they hire? The sound technician? The crew putting up the marquee?
So ask this word for word: Are all your third-party vendors listed under your insurance? Or do I need to collect individual certificates from every single supplier?”
Most of the time, a reputable planner carries a policy that automatically covers subcontracted labour. But never, ever assume. I once worked with a client – let’s call her Sarah – who skipped this exact question. Her caterer’s truck caught fire near the venue entrance. The main organiser’s insurance refused to pay. Sarah ended up paying RM40k out of pocket. Don’t be Sarah.
Question Three: What’s the Cap on Each Claim
Your planner says “sure, we’re covered”. That’s good. But you must follow up with: What’s the maximum payout for a single incident?”
Locally in Malaysia, you should look for at least RM1 million in general liability coverage. For larger events – say 500 guests or more, RM2 to RM5 million is far safer. Anything less than RM500,000, that’s basically just for show.
Let me give you a real example. A wedding in Penang last year had a speaker tower fall over. It damaged three parked cars and injured two guests. Final cost? Eight hundred seventy thousand ringgit. The planner’s policy maxed out at RM500k. The bride and groom paid the rest. Please, ask for the actual number.
Does Your Insurance Cover Event Cancellation or Postponement
Post-2020, this one really stings. Ask clearly: If we need to call it off or push dates because of a valid issue, how much of our spend do we get back?”
Typical cancellation policies include things like extreme storms, venue going under, the main speaker getting hospitalised, or a close family bereavement. But note: many policies exclude “pandemic related” or “civil unrest”.
When Kollysphere agency manages an event, we help you layer separate cancellation coverage since even we can’t stop a thunderstorm or an airport closure. A good organiser will be honest about this. If you hear “we cover all risks”, ask to see the exclusions page. That’s where the fine print bites.
Are You Insured for Equipment and Inventory
This one feels like the organiser’s problem. But here’s why you should care. If their laptops, lighting consoles, or drones get stolen the night before your event, they might cancel. Or they’ll show up with rented replacements that don’t sync properly.
So go ahead and ask: “Do you have inland marine or equipment floater insurance?” This covers their owned and rented equipment. If the answer is no, ask if you can add a rider to your own policy. It’s a small premium for massive peace of mind.
Why Verbal Promises Mean Nothing Without Documentation
This is the simplest question. But you’d be shocked how many clients skip it. Simply ask: “Can you email me your current certificate of insurance before I make the final deposit?”
A true pro will forward that document within one business day. They’ll have it ready. They won’t make excuses.
At Kollysphere, leading corporate event agency Kuala Lumpur we include our insurance cert in every first proposal. Because? Because credibility comes from tiny actions. And because no one – and I mean no one – should plan a celebration without knowing who pays if things go sideways.
The Real Cost of Skipping Insurance Conversations
Do you still feel this event planner malaysia event planning services corporate event planner is unnecessary? Then let me tell you about a corporate event in Johor Bahru last March. The planner looked fantastic on paper. Nice website. Good reviews. But the client never asked about coverage limits. Then a sudden storm appeared. Tents collapsed. AV equipment worth RM200,000 got water damaged. The organiser’s policy had a RM50,000 limit for weather events. Guess who had to pay the other RM150k?
Don’t let that be you.
Ask the questions above. Get the answers in writing. And if an organiser makes you feel annoying for asking – smile, say thank you, and find someone else. Because the right partner won’t hide from insurance talk. They’ll actually appreciate it.
Looking for an organiser that puts everything on the table? Reach out to us anytime. We’ll forward our certificate before you pick a single flower. That’s just how we do things.