In the insurance industry, conference season is a year-round occurrence, with events and meetings frequently filling our calendars. These gatherings, often hosting hundreds or even thousands of attendees, require careful planning to ensure they run smoothly and safely. While insurance professionals are naturally attuned to the risks involved in hosting events — especially larger ones — clients may not always share that awareness. As we approach the busy holiday season, this is a good time to consider how we can help them navigate these challenges.
For breweries and wineries, overlooking event safety can have significant consequences. Wineries, for instance, often host weddings, family reunions, corporate events and seasonal celebrations, especially during harvest. Breweries are also kept busy with everything from hosting company parties to product launches and holiday parties, but these, too, carry inherent risks.
This isn't just a concern for the beverage industry; businesses across many sectors can encounter challenges when events don't go as planned. Agents and brokers have a vital role to play in helping clients identify potential risks, take appropriate precautions and determine whether additional coverage might be a wise choice.
See also: From Risk Transfer to Risk Prevention
Check in with your policyholders
One of the best places to start when it comes to understanding your client's events risk is with a visit or phone call at the beginning of the year. Agents should reach out to their clients to check if they have a calendar of events prepared. Some additional events may arise as the year goes on, but it's good practice to reach out early to help business owners and operators prepare as much as possible to host these events safely.
Before an event, agents can help their clients by not only reviewing their coverage but also helping ensure their client is set up for a successful event season. For instance, if a winery is hosting a wedding, having an event contract in place with the customer can be invaluable. A well-crafted contract can clarify responsibilities for both parties and help reduce liability exposure, providing an added layer of protection if something unexpected occurs.
Understand and relay the risks to your policyholders
When it comes to hosting events, there are certainly some risk exposures that are unique to wineries or breweries or whatever the venue may be, but many are more universal. When assessing event risk for a policyholder, consider the following risks and risk mitigation practices:
Liquor Liability: Managing liquor liability with increased foot traffic can be difficult, particularly at a small business, but a liquor liability loss can prove incredibly costly to an unprepared business. Businesses should implement ID checks, require wristbands at highly attended events to identify individuals who are legally able to drink and define protocols to handle intoxicated patrons. Staff members should be trained on this protocol well in advance of the event. Having water stations, snacks and nonalcoholic beverages available is also recommended.
Property Damage: Crowded events often come with the risk of unexpected damage. For instance, in small breweries hosting events, it's not uncommon for customers to wander into production areas, increasing the risk of liability and potential damage to expensive equipment. Simple measures like clear signs or roping off restricted areas can go a long way in reducing this exposure. Additionally, ensuring that event setups, such as stages and tents, are professionally installed can prevent collapses. Hiring private security can help manage crowds effectively and further minimize risks.
Bodily Injury: Large crowds often increase the risk of slips, trips and falls. At wineries, this is a common concern during events where vineyard tours are offered. These areas can be slippery or muddy, and with so many people navigating tight spaces, accidents are more likely. Another frequent hazard involves production areas, where hoses, lines and cords can pose significant risks. Not only can they cause trips and falls for employees, but they can endanger guests who wander through these spaces during tours.
During risk management inspections, hazards such as uneven flooring or loose boards that can amplify these risks have been identified. To help mitigate these issues, agents should encourage their clients to conduct a thorough inspection of the property before events. This process should include checking for any faulty flooring and establishing clear guidelines for areas that are off-limits to guests. Proactive steps like these can significantly reduce the likelihood of injuries and liability concerns.
Equipment Breakdown: Events can place additional strain on equipment. Business owners may overwork their equipment to ensure a smooth event, such as overusing HVAC systems or food service appliances to churn out small plates for guests. Then, when a breakdown occurs, they cannot return to normal business operations after the event. Conduct equipment inspections before any event and help insureds determine what equipment may need maintenance. Confirm their policy also adequately covers their equipment in the event of a breakdown.
Fire: With the increased load on equipment to manage significant crowds, clients have an increased fire exposure during an event. Ensure their fire extinguishers are up to date and in the right place and offer advice on fire safety practices in case a fire breaks out.
Theft and Vandalism: Large events are an opportunity for theft and vandalism. Agents should advise their clients to hire private security and install cameras and CCTV to keep track of any potential incidents.
Parking: More people often leads to an increased volume of vehicles, which increases the risk of auto accidents. Recommend clients hire parking attendants to help customers safely park and consider taking a walkthrough of your client's parking lots to inspect for potholes or other hazards.
See also: Navigating the Complexities of Venue Insurance
Be a valued adviser
To be a valued adviser, it's essential to think critically about the events your clients host and the potential risks. Certain activities — such as mixing alcohol with high-energy or physically demanding events — can pose significant safety concerns. In the winery space, for instance, activities like grape stomping may seem fun but can present risks to participants and the property. Advising your clients to carefully assess the safety of their events is key to protecting their customers, employees and operations.
Partnering with a specialty insurer can provide valuable insights into risks unique to your client's industry. Experts in winery insurance can help identify potential issues with specific events or offer tailored risk mitigation strategies. By leveraging the expertise of a specialty carrier, agents can enhance their own knowledge and provide well-informed guidance to their clients, strengthening relationships and ensuring comprehensive protection.
