Tuesday, 8 July 2025

Organizers event Cancellation and abandonment Policy wording


 Organisers EVENT Cancellation and abandonment Policy wording

 

 

This section is subject to the general terms and conditions and to the extra terms and conditions appearing below.

 

What is covered

Irrecoverable expenses              If the insured event is necessarily and unavoidably postponed, abandoned, cancelled,

and loss of net profit                   curtailed or relocated as a sole and direct result of a cause not otherwise excluded which

occurs during the period of insurance and is entirely beyond your control, or the control of

your employees or agents or the event organiser, sponsors or financial supporters we will pay:

a.      your irrecoverable expenses,

b.      loss of net profit,

as listed in the schedule, less any savings you are able to make.

In the event of a loss you must prove to our reasonable satisfaction that you have paid or

legally have to pay and are unable to recover the expenses. In respect of a loss of net profit, you must prove to our reasonable satisfaction that the net profit would have been earned had the insured event taken place.

 

Additional expenses                   We will pay all reasonable and necessary additional expenses incurred by you to avoid or

reduce a loss under this section provided such expenses do not exceed the amount of loss thereby avoided or reduced.

We will also, subject to our prior written agreement, pay the reasonable and necessary costs of advising exhibitors, visitors, delegates or providers of services to the insured event of
circumstances which have materially affected the insured event and which have given rise to a loss insured under this policy.

Failure to vacate                         We will pay any claim for damages for which you are legally liable under contract to pay for

failing to vacate the venue at the termination date agreed with the owners or management of
the venue location, as a sole and direct result of a cause not otherwise excluded which occurs
during the period of the insured event, which is entirely beyond your control or the control of
your employees or agents or the event organiser, sponsors of financial supporters.

Reduced attendance                  We will pay your irrecoverable expenses and loss of net profit, as listed in the schedule, as a

result of a substantial number of delegates or visitors (not exhibitors) who were due to attend the insured event being unable to attend as a sole and direct result of a cause not otherwise excluded occurring during the period of insurance which is entirely beyond your control or the control of delegates or visitors.

Return of fees                             We will, subject to our prior written agreement, pay any refund of fees or charges which you

are under no legal obligation to refund for attendance, advertising, media or sponsorship,
provided you can prove, to our reasonable satisfaction, that it is commercially essential.

If the schedule includes an amount for loss of net profit, we will also pay for the refund of contracted fees or charges.

Any fees or charges you retain will be deducted from the amount which we would otherwise have been liable to pay under this policy.

Future event protection              If the insured event is part of a series of events during the period of insurance or is

scheduled to reoccur after the expiry of this insurance we will pay the reasonable additional expenses you incur, with our prior written agreement, to minimise any adverse effect a loss insured under this insurance may have on a subsequent event.

Non-appearance                        This cover only applies if:

a.      the insured event is a conference or an indoor exhibition

b.      the insured event is not reliant upon two or fewer speakers or performers; and

c.      the speakers or performers are unable to appear because of an event that occurs during

the period of insurance and is entirely beyond your control, or the control of your

employees or agents, the event organizer, sponsors or financial supporters.


If the insured event is necessarily and unavoidably postponed, abandoned, cancelled, curtailed or relocated as a sole and direct result of the non-appearance of the speakers or performers who are contracted to appear at the insured event, we will pay:

i.       your irrecoverable expenses in connection with the running or organizing of the insured

event,

ii.      loss of net profit, as listed in the schedule less any savings you are able to make.

In the event of a loss of net profit, you must prove to our reasonable satisfaction that the net profit would have been earned had the insured event taken place.

Sum insured                               In no event will we be liable for more than the relevant sum insured.

You should check the schedule to see which parts of this section are subject to a deductible.


What is not covered    This insurance does not cover losses directly or indirectly arising out of, contributed to by, or
                                                   resulting from:

1.      any contractual breach by you.

2.      unavailability of the venue as a result of any work being carried out there by contractors

making it unusable in whole or in part (other than as a result of an emergency occurring after the inception of this policy).

3.      any act of terrorism including any threat or fear of an act of terrorism (whether actual or

perceived).

This insurance also excludes loss directly or indirectly caused by, resulting from or in connection with any action taken in controlling, preventing, suppressing or in any way relating to any act of terrorism.

If we allege that by reason of this exclusion any loss is not covered by this insurance the burden of proving the contrary shall be upon you.

In the event any portion of this exclusion is found to be invalid or unenforceable, the remainder shall remain in full force and effect.

4.     national, court or religious mourning, whether declared or not, unless the death or the

funeral occurs in the same country in which the insured event is scheduled to take place and the date of such death or funeral coincides with the date of the insured event.

5.     a.    any failure, withdrawal or inadequacy of necessary finance.

b.    any financial failure of or financial default by anyone.

6.     a.    lack of or inadequate receipts or sales.

b.    inadequate, withdrawal of or no response or support from anyone.

c.     lack of or inadequate attendance or insufficient interest prior to attendance.

7.     industrial action or labour disputes whether actual or threatened unless the inception dateof this insurance precedes the start of the insured event by at least 90 days. 


8.     any communicable disease which leads to:

a.    the imposition of quarantine or restriction in movement of people or animals by any national or international body or agency;

b.    any travel advisory or warning being issued by a national or international body or   agency;

and in respect of a. or b. above any fear or threat thereof (whether actual or perceived).

This insurance also excludes loss directly or indirectly caused by, resulting from or in connection with any action taken in controlling, preventing, suppressing or in any way relating to a communicable disease.

If we allege that by reason of this exclusion, any loss is not covered by this insurance you will have the burden of proving the contrary.


9.      a.    influenza A (H5N1) (also known as ‘avian flu’ or ‘bird flu’); or

b.    influenza A (H1N1) (also known as ‘swine flu’); or

c.     any strain, virus, complex or syndrome that is related to influenza A (H5N1) or

influenza A (H1N1);

and in respect of a., b. or c. above any fear or threat thereof (whether actual or perceived).

This insurance also excludes loss directly or indirectly caused by, resulting from or in connection with any action taken in controlling, preventing, suppressing or in any way relating to any outbreak of influenza A (H5N1) or influenza A (H1N1).

10.    your lack of care, diligence or prudent behaviour, the result of which would increase the

risk, and/or likelihood of a loss, hereunder.

11.    alterations to or variance of the insured event without our prior written approval.

12.    adverse weather in respect of any outdoor event or insured event held under canvas or

in a temporary structure unless agreed in writing by us.

13.    expenses which have not been declared to and agreed by us.

14.    civil commotion assuming the proportions of or amounting to a popular uprising, riot,

martial law or the act of any lawfully constituted authority in the furtherance of maintaining
public order.

15.    pollution or contamination unless it is discovered during the period of insurance and is a

direct cause of a loss under this policy.

16.    non-appearance of any speaker or performer due to their presence being required on

affairs of state or government matters.

17.    the failure or absence of teleconferencing or similar picture or data communication links to or from any part of the insured event whether by telephone, radio, satellite or television transmission.





Conditions

Signed contracts and necessary arrangements

 

You must ensure that all necessary contracts in connection with the insured event(s) are

signed and confirmed in writing with you and that all necessary authorisations (which for the

avoidance of doubt shall include, but not be limited to, the obtaining of licences, permits, visas, copyright and patents) are obtained in a timely manner and are valid for the period of the

insured event(s) prior to the inception of this insurance. If you fail to comply with this condition we do not have to pay your claim.

Legal requirements

You must observe and comply with the requirements of any law, ordinance, court or regulatory body of whatever jurisdiction. If you fail to comply with this condition we do not have to pay

your claim.


Speakers or performers

You must ensure that you have:

a.      made all reasonable enquiries to establish that the speakers or performers do not suffer

from any physical impairment, mental impairment or medical condition which may increase the risk of non-performance of their contracted duties, and that you disclose to us all such information known by you;

b.      entered into a written contract with the speakers or performers stipulating that they are to

arrive at the insured event at an appropriate time in advance of their scheduled appearance or essential rehearsals.

If you fail to comply with this condition we do not have to pay your claim.

Under insurance

You must maintain insurance adequate to cover the full value of the maximum possible loss of
irrecoverable expenses, and loss of net profit if insured, for each insured event, without any
allowance for recoveries, savings or waivers. Should you fail to do so then we will not be liable
for a greater proportion of any loss covered hereunder than the sum insured bears to the full
value of the maximum possible loss of irrecoverable expenses and loss of net profit for the

relevant insured event.


Premium and claims expenses

The premium and any expense incurred in the formulation of a claim are not covered by this insurance.



Definitions

 

Abandoned                               The inability to complete any or all of the insured event(s) once commenced.

Cancelled                                  The inability to proceed with any or all of the insured event(s) prior to commencement.

Curtailed                                    The insured event having to close, in whole or in part, earlier than the published closing date.

Expenses                                  The total of all costs and charges which would have been incurred by you in connection with

running or organizing the insured event had a loss not occurred.

 

Net profit                                   The total revenue paid or payable to you from any source in connection with the insured event

less the expenses you would have incurred in connection with running or organizing that insured event.

 

Postponed                                 The unavoidable deferment of any or all of the insured event(s) to another time.

Relocated                                  The unavoidable removal of the insured event(s) to another venue.

Venue                                        The place(s) stated in the schedule where the insured event(s) is (are) to be held.

Organisers cancellation and abandonment wording 7613 03/09

 

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