In short
Exhibitors commonly need public liability cover, plus protection for their stand and exhibits during transit and at the show, and possibly event cancellation cover. The organiser's terms often set a minimum, and the venue may need proof. Don't assume that your business policy applies at a temporary site, or abroad. Ask a broker, and read the show's terms. This guide is general information, and it isn't insurance advice.
Key points
- Read the insurance clause in the organiser's terms.
- Check that your policy covers the show's location.
- Exhibits are most at risk during build-up and breakdown.
- Keep an inventory with values.
Types of cover to ask about
| Cover | What it deals with |
|---|---|
| Public liability | Injury to others or damage to their property |
| Employers' liability | Injury to your staff, in countries that require it |
| Goods in transit | Damage or loss while travelling |
| Exhibits and stand | Damage or theft at the show |
| Cancellation | Costs if a show is cancelled or disrupted |
Common gaps
- Theft during build-up or breakdown, when the hall is open.
- Overseas shows that sit outside your normal policy.
- Leased or borrowed exhibits.
- Unattended items left overnight.
- Damage your contractor causes to the venue.
What to do
- 1Read the organiser's and venue's terms.
- 2Tell your broker about the show, dates, country and exhibits.
- 3Get written confirmation of cover.
- 4Ask your builder for evidence of their insurance. See choosing a builder.
- 5Keep a list of exhibits, with values and photographs.
- 6Report any loss straight away, as your policy requires.
Reduce the risk
- Take valuables away at night, or use a locked store.
- Stay with goods during the last hours of the show.
- Mark equipment and note serial numbers.
- Keep the stand staffed during breakdown until the goods are packed.
See risk assessments for the safety side.
Contractors and shared stands
If several companies share a stand, agree who insures what. Ask each contractor for proof of cover before they start, and check whether it applies in the country of the show. Keep the documents with your other show paperwork. For expensive hired equipment, such as LED walls, ask the supplier who is responsible for loss or damage during the show, as hire terms often place it on you.
Tell your broker about any unusual activity, such as live cooking, working machinery or a demonstration involving visitors. These can change what your policy covers, and it's better to find out before the show than after a claim.
If something goes wrong
Photograph the damage or loss, tell the organiser or venue security, and report any theft to the police as your policy asks. Note the time and the names of witnesses, then contact your broker quickly. Keep receipts for replacement items.
Frequently asked questions
01Do I need insurance to exhibit?
Many organisers require it. Check your contract.
02Does my business insurance cover a trade show?
It may not, especially abroad. Ask your broker.
03Does the organiser insure my stand?
Usually not. Exhibitors are normally responsible for their own property.
04Should my stand builder have insurance?
Yes, and venues may ask for proof. Request a copy.
Put it into practice
From a client brief to a 3D stand concept in minutes
An editable 3D exhibition stand concept from a written brief and the brand's website, at your exact size.
Guidance here reflects common practice. Venues, organisers and countries set their own rules: always check the exhibitor manual and work with a qualified stand builder and engineer for structures.
