Insurance for Events

INSURANCE COVERAGE FOR EVENTS

All University events need to be covered by insurance.

The University is insured to meet employer’s and public liability. However, organisers should check with the University Insurance Team prior to an event because certain higher risk activities may not be included and an additional premium may be required. In addition, where a non-contracted supplier is used their insurance details must be provided to prove that they are adequately covered (No insurance – Do not use).

When organising an event, please ensure you consult Safety Code of Practice 33 which sets out the requirements for holding events on campus.

The Insurance team need to be notified about any University events:

1. Being run on any of the University campuses that fall outside of our standard operations. At such events, we need to ensure that the attendees are covered by our insurance policies. An event that falls within our standard operations and will be covered by the University insurance may include bringing in a speaker, hosting a recruitment event, graduation. Examples of non-standard events which may not be covered by the University insurance may include Santa run, Reading Half Marathon, Beer festival, community event with stalls or rides.  Due to the potential increased risks associated with such events, our insurers need to consider carefully the full details of these non-standard planned activities before they can confirm cover.

   Please refer to the Insurance Events Notification Checklist and notify these to the  Insurance office as soon as possible.

       2. Any University events being held off-campus.

       3. Any event where external suppliers are providing goods/services, the event organiser should complete an Event Participant Insurance Record Sheet and check appropriate cover is in place.   

If in doubt about whether the University has insurance to cover an event you are organising please contact uor-insurance@reading.ac.uk.

REPORTING AN INCIDENT OR DAMAGE AT AN EVENT

The Insurance team must also be notified of any incidents that occur at a University event to ensure that we are able to claim in the event of damage or injury.

Please report any incidents to uor-insurance@reading.ac.uk.