Let’s be real for a second: no one loves talking about insurance. But when you’re planning an event, not asking the right questions could wipe out your entire budget. Trust me, I’ve witnessed the fallout. Maybe a venue gets scratched up. Perhaps a supplier backs out at the eleventh hour. Or a guest takes a bad fall. Without solid insurance backing you up, you’re personally on the hook.
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 go with another provider, please ask these same questions.
First Question: What Liability Coverage Do You Offer
Start right here. Be direct: “What liability insurance does your company hold?” Any legitimate planner should have at least two layers here.
First, general liability. This covers third-party bodily injury and property damage. 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.
From our end as Kollysphere, we provide certificates of insurance upfront. If your planner dodges the question or acts confused, that’s a massive red flag. Seriously, just walk.
Don’t Forget About the Caterer, AV Team, and Decorators
Here’s where things get tricky. Your main event organiser might have great insurance. But what about the florist? The audio engineer? The tent installer?
Ask this specifically: Are all your third-party vendors listed under your insurance? Or do I need separate proof from each one?”
In many cases, a reputable planner carries a policy that automatically covers subcontracted labour. But never assume. There was a situation where a client – we’ll call her Sarah – who didn’t ask this question. The caterer’s van caught fire right by the main entrance. The main organiser’s insurance refused to pay. Sarah had to cover RM40,000 in damages. Don’t be Sarah.
What Is the Coverage Limit Per Incident
Your planner says “sure, we’re covered”. That’s good. But then you need to ask: “What’s the per-occurrence limit?”
In Malaysia, you should look for at least RM1 million in general liability coverage. For larger events – say 500 guests or more, RM2 million to RM5 million is smarter. Anything less than RM500,000, that’s basically just for show.
Here’s a true scenario. A wedding in Penang last year had a sound tower collapse. It crushed two parked cars and sent three people to the hospital. Total bill? RM870,000. The planner’s policy maxed out at RM500k. The bride and groom paid the rest. Please, ask for the actual number.
Weather, Sickness, or Venue Issues – Who Pays Then
This question hits differently after the pandemic. 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 pay attention here: many policies exclude “pandemic related” or “civil unrest”.
If you book through us, we help you layer separate cancellation coverage because even we can’t control lightning or airline strikes. A trustworthy planner will admit what they can and cannot insure. If someone promises “full coverage for everything”, ask to see the exclusions page. That’s where the devil hides.
Question Five: What About Your Own Gear
You might think this isn’t your concern. But here’s why you should care. If their laptops, lighting consoles, or drones get stolen the evening before your big day, they might cancel. Or they’ll scramble with rental gear that doesn’t work the same.
So go ahead and ask: “Do you have inland marine or equipment floater insurance?” That policy covers both their own kit and anything they’ve leased. If they say no, ask if you can add a rider to your own policy. It’s a small premium for massive peace of mind.
Do You Provide Proof of Insurance Before the Event Day
This last one is almost too easy. Yet so many people forget to ask it. Just say: “Can you email me your current certificate of insurance before I make the final deposit?”
A real professional will send it within 24 hours. They keep it on file. They https://kollysphere.com/ won’t make excuses.
At Kollysphere, we include our insurance cert in every first proposal. Why? Because trust is earned in small moments. And because frankly, nobody should throw a party without knowing exactly who’s financially responsible when the unexpected happens.
What Happens If You Don’t Ask These Questions
Still think insurance questions are boring? 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 pushed on coverage amounts. Then a sudden storm appeared. Tents collapsed. Two hundred thousand ringgit of AV gear was ruined. The organiser’s policy only covered RM50k for weather incidents. Guess who had to pay the other RM150k?
Please don’t let that be your story.
Ask the questions above. Get everything documented. And if a planner acts bothered by your questions – thank them for their time and walk away. Because the right partner won’t hide from insurance talk. They’ll welcome event agency malaysia highly recommended event management company KL it.
Looking for an organiser that puts everything on the table? Get in touch with Kollysphere agency today. We’ll forward our certificate before you pick a single flower. That’s just how we do things.