Event Insurnace Requirement Policy

Module: Utsav Pass™
Document Type: Hybrid — Plain English + Legal Reinforcement
Trademark: Utsav Pass™ is a trademark of MyMahotsav Futuretech Ltd
Jurisdictions: Global (with jurisdictional addendums)
Version: 1.0
Effective Date: 24th February, 2026

PART A: PLAIN ENGLISH SUMMARY #

Insurance: Protecting Your Event and Everyone Involved #

Events come with risks—injuries, property damage, cancellations. Insurance helps protect you, your attendees, and your business if something goes wrong. This policy explains what insurance Utsav Pass™ requires and recommends.

The Simple Truth #

• Insurance protects you: If someone gets hurt or property gets damaged, insurance pays—not you personally.

• It’s often required by law: Many countries require public liability insurance for events.

• Venues demand it: Most venues won’t let you use their space without proof of insurance.

• Utsav Pass™ requires minimum coverage: Organizers must maintain specified insurance levels.

• We may ask for proof: Have your certificate ready when requested.

• It’s not expensive: Event insurance is surprisingly affordable compared to the risk.

PART B: LEGAL TERMS AND CONDITIONS #

1. DEFINITIONS #

2. MANDATORY INSURANCE REQUIREMENTS #

2.1 Minimum Requirements for All Organizers #

2.1.1 All Event Organizers Listing events on Utsav Pass™ must maintain:

2.1.2 Proof of insurance must be provided:

• Upon request by Utsav Pass™

• When required by venue

• When required by local authorities

2.2 Enhanced Requirements by Event Type #

2.3 Venue Requirements #

2.3.1 Organizers must comply with venue insurance requirements, which may include:

• Being named as “additional insured” on your policy

• Higher coverage limits

• Specific policy wording

2.3.2 Failure to meet venue requirements may result in:

• Cancellation of your booking

• Loss of deposit

• Personal liability for damages

3. RECOMMENDED INSURANCE COVERAGES #

3.1 Event Cancellation Insurance #

3.1.1 Strongly recommended for events with:

• Significant upfront costs

• Dependence on key performers/speakers

• Outdoor elements (weather risk)

• Ticket revenue needed to break even

3.1.2 Typical covered reasons:

• Sickness of key personnel

• Extreme weather

• Property damage at venue

• Non-appearance of performers

• Supplier failure

3.2 Professional Indemnity Insurance #

3.2.1 Recommended for:

• Conferences and seminars

• Workshops providing advice

• Training courses

• Events where professional services are delivered

3.3 Property Insurance #

3.3.1 Covers your equipment:

• Sound and lighting

• Staging

• Decorations

• Merchandise

4. PROOF OF INSURANCE #

4.1 What We Need #

When requesting proof of insurance, we require:

• Certificate of Insurance (not just policy schedule)

• Showing:

  • Insured name (matches your Utsav Pass™ account)

  • Policy number

  • Coverage limits

  • Effective dates (must cover event date)

  • Insurer contact details

4.2 When to Provide #

4.3 Failure to Provide #

If required insurance is not provided:

• Event may be suspended

• Listing may be removed

• Funds may be withheld

• Account may be restricted

5. CONSEQUENCES OF INADEQUATE INSURANCE #

5.1 For Organizers #

If you operate without required insurance:

• You bear full personal liability for any claims

• You may breach venue contracts

• You may violate local laws

• Utsav Pass™ may suspend your account

• You may be unable to recover losses

5.2 For Utsav Pass™ #

Utsav Pass™ is not responsible for:

• Organizer’s lack of insurance

• Claims arising from uninsured events

• Losses due to Organizer negligence

5.3 Indemnification #

Organizers agree to indemnify Utsav Pass™ for any claims arising from their failure to maintain required insurance.

6. INSURANCE FOR VENUE OPERATORS #

6.1 Venue Insurance Requirements #

Venue Operators Listing on Utsav Pass™ must maintain:

6.2 Proof for Venues #

Venues must provide proof of insurance:

• Upon Listing

• Annually thereafter

• Upon request

7. FREQUENTLY ASKED QUESTIONS #

Q: How much does event insurance cost?
A: For a small event, public liability insurance can cost as little as £50-100 / ₹5,000-10,000.

Q: Can I get insurance for a single event?
A: Yes, many insurers offer one-event policies specifically for this purpose.

Q: What if my event is free?
A: You still need insurance—free events still have risks.

Q: Does my venue’s insurance cover me?
A: Generally no. Venue insurance covers the building, not your event activities.

Q: When should I buy insurance?
A: As soon as you start planning—before tickets go on sale.

PART C: JURISDICTION-SPECIFIC ADDENDUMS #

INDIA ADDENDUM #

Legal Requirements:

• Employers’ Liability: Required under Employees’ State Insurance Act, 1948 (if applicable)

• Public Liability: Not statutorily required but strongly recommended

• Third-Party Liability: May be required for certain events

Recommended Providers: Public sector insurers (New India, United India, etc.) and private players offer event insurance.

Premium Tax: GST applicable on insurance premiums.

UK ADDENDUM #

Legal Requirements:

• Employers’ Liability Insurance: Legally required if you have employees (minimum £5 million)

• Public Liability: Not legally required but industry standard

• Theft Act: Insurance may affect recovery rights

Enforcement: HSE can fine for non-compliance with Employers’ Liability.

Industry Standards: AIOA (Association of Independent Organisers) recommends minimum £5 million public liability.

US ADDENDUM #

Legal Requirements:

• Workers’ Compensation: Required if you have employees (varies by state)

• Commercial General Liability: Not federally required but venues mandate it

• Liquor Liability: Required if serving alcohol (dram shop laws)

State Variations: Insurance requirements vary significantly by state.

Typical Limits: Venues often require $1-2 million per occurrence.

EU ADDENDUM #

Legal Requirements:

• Employers’ Liability: Required in most member states

• Public Liability: Varies by country

• Professional Indemnity: May be required for certain professions

Cross-Border Events: Insurance must cover the country where event occurs.

PART D: ENTERPRISE INTERNAL MANUAL #

For Utsav Pass™ Compliance Team #

A. Insurance Verification Checklist #

• Insured name matches Utsav Pass™ account

• Policy effective dates cover event

• Coverage limits meet minimum requirements

• Policy includes public liability

• Employers’ liability included (if applicable)

• Insurer is reputable (check ratings if needed)

• Additional insured endorsement (if required)

B. Organizer Insurance Tracking #

C. Sample Insurance Request Email #

Subject: Insurance Verification Required for [Event Name]

Dear [Organizer],

Before we can publish your event [Event Name], we need to verify your insurance coverage.

Please upload to your Organizer Dashboard:

1. Certificate of Insurance (Public Liability – minimum £2m/₹2cr)
2. Policy must be valid for [Event Date]

If you have employees, please also provide Employers’ Liability Insurance.

If you don’t have insurance yet, you can obtain event-specific policies from providers such as [list].

Please respond within 7 days.

— Utsav Pass™ Compliance