Every event service provider must have appropriate Public Liability Insurance to ensure that you are financially protected and there is protection against loss should an incident occur. Public Liability Insurance is a critical part of responsible management of an event and is an important part of managing risk. 
An event organiser should only use companies that have appropriate and current insurance. 

• The Certificate of Currency must outline: 
  • The name of the insured
  • The limit of the indemnity for any single claim (not less than $10 million)
  • Location of coverage
  • The policy must be current and will be current at the time of the event 
  • The business activity shown on the Certificate of Currency must be appropriate for the service being provided at the event. 

In the lead up to the event it is required that you contact your insurance provider to ensure that events and all activities run throughout your event are specifically covered within your insurance agreement. 
In the section of your Event Plan you should keep an accurate and up to date table of all relevant insurance details of the service providers you are using. You can also keep a copy of the Certificate of Currency of the relevant providers.

Most Event Organisers will engage external service providers at some stage of the event planning phase. This may include but is not limited to any of the following: 

• Event Management Companies 
• Event Safety Management Companies 
• Performers/bands/entertainers/MC’s 
• Equipment suppliers – display boards, tables, trestles and business stands 
• Temporary infrastructure – toilets, marquees and stages 
• Security 
• Staff 
• Amusement rides 

All external assistance with your event must be properly documented and agreed upon by all parties involved. Each of these arrangements, whether by letter, e-mail or telephone will require a written contract that is legally binding.

When entering into a contract, you want to make sure you are getting what you need and what you are paying for. Therefore, it is highly desirable that all contracts be in writing in the form of a letter supported by written agreement to document exactly what you want and are and are not paying for. This also avoids misunderstandings and minimises arguments over what has been agreed. 
​
On occasion service providers sub-contract their services to another party. As an event organiser you need to be aware and approve the company that is working on your event site. If you are happy for a service provider to sub contract the services that you have requested then you need to make sure you have a copy of the relevant documentation such as insurances and licenses. Whether it is a direct service provider or a sub-contracted provider, you should demand the same level of skill, experience and documentation. 
​
If you require temporary infrastructure such as marquees, staging and seating stands then you will also need to make sure that the person overseeing the contract and all staff working within the construction site are properly qualified to do so. 

In the Event Plan record all the contracts and agreements and supporting documentation required to oversee these contracts.