When and Why You Need Event Insurance

It's your day, and you shouldn't have to put any limits on your fun. And the last thing you want to worry about are damages and injuries. Event planners are often puzzled over whether to purchase event insurance, and if they do, exactly what they need to insure. Whether it's an intimate cocktail party or a black-tie benefit, an indoor or outdoor event, a passive or interactive experience, some things are always out of your control.

WHAT IS EVENT INSURANCE?

Insurance associated with events covers and protects planners in several specific areas. It provides general liability for specific events. Planners can purchase additional coverage that protects them from such things as liquor liability and event cancellation.

WHAT DOES EVENT INSURANCE COVER?

Event cancellation coverage may reimburse you for lost deposits and other fees should something unexpected force you to delay or cancel your function. If your photographer closes shop suddenly, you'll likely be covered for the cost of the lost deposit and potentially unexpected charges from having to book another photographer at the last minute. If your officiant breaks his leg the day before your wedding and you're forced to postpone, this coverage may help cover any fees associated with rescheduling the venue, caterer and other vendors. Be sure to check your policy to find out what types of situations may or may not be covered.

Event liability coverage may help protect you if you're found responsible for property damage or an injury caused during your event, and many venues require you to have it. If the DJ you hired damages a wall with their gear, for example, this coverage may help pay for repairs. Some policies also cover incidents caused by your guests. So if someone gets a little wild on the dance floor and trips a waiter as he walks by, event liability coverage may help pay for medical expenses resulting from an injury. Again, make sure to read your policy to find out what kinds of situations it does and does not cover.

WHAT EVENTS DOES SPECIAL EVENT INSURANCE COVER?

Eligible events are typically private and may include functions such as:

• Weddings
• Anniversary parties
• Baby showers
• Birthday parties
• Religious celebrations

Public events, including dance recitals, sporting events and exhibitions, typically cannot be insured under this coverage, and neither can bachelor/bachelorette parties. Certain business functions, such as fundraisers or private corporate parties, may be eligible. Ask your insurance agent about what specific events may qualify for coverage.

OTHER INSURANCE CONSIDERATIONS

Keep in mind that it's a good idea to purchase special event insurance as soon as you start making deposits or purchases for your event. There may also be restrictions on when you can purchase coverage — often no later than two weeks before your event but no sooner than two years prior.

EVENT INSURANCE TIPS

• Find out what coverage you may have already through home, auto or liability insurance as well as credit cards.
• Ask if your venue and vendors have liability insurance.
• Know what is and is not covered by the policy, such as honeymoon costs, special attire and gifts.
• Choose an insurer that is licensed in your state.

The Insurance Information Institute (III) also offers these useful tips when you're looking into insuring your special event.

Hopefully your party goes off just as you hoped, but event insurance may help take your mind off of the "what ifs" and let you focus on your special occasion.

Visit djkwah.com to book your event services today!

The 12 Questions to Ask a Wedding Venue BEFORE Booking

Finding a wedding venue isn’t just about searching for venues in your area, finding the prettiest setting and booking it (although that’s part of it!). There are many questions to ask a wedding venue before you sign a contract — all to ensure that the locale fits in with your budget, overall plan and vision for the big day, as well as to find out what extra costs and considerations (catering, tables, chairs, transportation, etc.) you'll have to take into account. Luckily, I've created a list of every single wedding venue question for you to use as you interview and tour potential wedding locales.

Here are the questions to ask a wedding venue — before signing on the dotted line.

1. Is the venue available on my target date?

If you have a specific date in mind, find out if the venue has availability then. If not, you’ll either have to move on or be flexible when it comes to selecting a date. If you’re flexible about your wedding date, this will be less of an issue.

2. How much does it all cost?

You’ll probably get a price quote, but what does that include? Make sure you’re aware of all fees before you sign your contract.

3. Is the location convenient?

Will your guests be able to easily travel to the location? If the wedding is in your hometown or a city that’s easy to travel to, that shouldn’t be an issue, but if you’re hosting a destination wedding in a far-off location, you’ll have to accept that elderly guests or those who may have trouble traveling won’t be able to attend.

4. What's the capacity?

This is a big question to ask a wedding venue – many venues have strict capacity rules and regulations, so if you think that your guest count is going to be too high, then you might want to look for a different venue or consider trimming your guest list. You also don’t want to have too few guests in a large space – the venue will just look empty!

5. What does the space look like?

The answer to this wedding venue question will probably be instantaneous – could you picture yourself getting married here? Does it fit your style? If you wanted a rustic-style wedding, an elegant hotel in the city might not work. And if there are architectural or décor aspects to the venue that you hate and cannot be removed, can you live with them?

6. How much work will we have to put into decorating the space?

Some venues, like ornate hotel ballrooms, come with the décor built in, for the most part so you won’t need to add too much. However, venues like barns or lofts will need a ton of added décor – which is both time-intensive and can be expensive.

7. What's the catering situation?

One of the most critical questions to ask wedding venues: Is the catering in-house or will you need to bring in an outside caterer? All-inclusive venues can be convenient, but make sure you’re happy with the food situation – both taste and presentation – before you book.

8. Can I hold the ceremony here?

If you’re planning on getting married in a house of worship or different location, this shouldn’t affect you. But, if you’d like to hold your ceremony and reception in the same place (a convenient and budget-friendly move), you should make sure that’s a possibility.

9. Is there a coordinator on staff? Who will be my main point of contact?

Be sure you speak directly to the person you’ll be working with on your wedding day before you book. You want to make sure you have a good rapport with him or her and feel comfortable with him or her before moving forward.

10. Is there a list of approved vendors or can I use any vendors I wish?

Some venues restrict the vendors that can work in their site. If this is the case, you’ll need to make sure you’re comfortable with the approved vendors before moving forward. Remember that using approved vendors can also be a money-saver.

11. What's the rain plan?

If your venue of choice has a beautiful outdoor setting, that’s great, but you’ll need to make sure that you’re equally happy with the indoor space in case of inclement weather. And don’t take “it never rains” as an acceptable answer when you ask to see the indoor space – anything can happen, so ask this wedding venue question and be prepared!

12. Consider guests’ convenience.

Other all-important questions to ask wedding venues include: What's the bathroom situation? How’s the parking? Is there climate control? Are there a lot of stairs? Think about your wedding from a guests’ perspective – are there aspects of the venue that would affect your guests’ comfort? These items can be deal-breakers, so be extra careful.

Visit djkwah.com to book your event services today!

What Should You Look For When Hiring A DJ?

Everyone can remember at least one great wedding or birthday party they’ve attended. The food was tasty, there were plenty of beverages available, and the venue was convenient and attractive. However, it’s possible that the most memorable part of the evening was the music! Hiring a DJ for an event can be a daunting task. Here are a few things to look for when choosing your disc jockey.

Start the Search Online

Nowadays, the first place people look when they need to hire anyone for anything is the internet. Many questions you have about a business can be answered by a quick web search.

• Do a quick search on google using the keywords "djs near me", or "djs in my area". Social media like Facebook, Instagram, or Twitter are also a great resource for locating djs. This can be especially helpful if the DJ posts pictures of events that they’ve covered in the past.
• Join and search small job search tools like Thumbtack to find a local DJ business. Thumbtack is a great resource to use when searching for djs or any other professional you might need. With Thumbtack, you can look at a djs profile, past work, and most importantly, reviews. Check them out.
• Seek out reviews on sites like Yelp for both the positive and the negative. Be especially cautious of any DJs that lack professionalism and respond critically to the negative reviews of their business.

Song Lists and Suggestions

Music selection is a personal taste. Maybe you aren’t quite sure what types of songs you would like played at your event. When hiring a DJ, make sure they can provide you with a list of songs that they play regularly and also offer a list of suggestions to guide you. They should also be responsive if you know exactly what you want. If they aren’t direct as to whether or not they can fulfill your needs, you should probably look for someone who is. And finally, make sure to ask whether or not they accept requests from attendees. While some DJs leave it up to the hosts to decide whether or not to accommodate music requests, others strictly do not allow it.

Emcee and Crowd Activities

If you’re looking for someone to announce different parts of a celebration such as the cake cutting at a wedding or the toasts at an anniversary party, you’ll need to make sure that the DJ is willing to act as an emcee. Some DJs are there strictly to provide music for the dance floor. Others are more than happy to direct the crowd’s attention wherever it’s needed and they do so with enthusiasm to make it fun!

Additionally, DJs often have a repertoire of wedding and party activities that correspond to music to get the crowd involved and entertained. If you have specific traditions you’d like included in your event, check with the DJ to ensure they can fulfill them.

When Hiring a DJ, Always Get References

One of the biggest factors in hiring a DJ is their experience. Endorsements from friends will have the biggest impact, but you should still ask for a list of references and venues they’ve worked previously. It’s also important to note how long they’ve been in business. Are they new at this or have they been working for years?

Technical Issues

When hiring a DJ, it’s important to get all of the technical information necessary. Some venues have requirements for sound levels, equipment, licensing, and insurance. Find out if the DJ you’re considering can meet all of these obligations.

Furthermore, you may want to ask if the DJ has a backup in case of equipment failure or some other type of difficulty. This sort of information should be included in a written contract to be signed by both you and the disc jockey.

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A great DJ can make a party truly memorable. When searching for a DJ, remember to look for online reviews and ask about music selection, emcee work, references, and technical requirements. By checking out these details in advance, you’re setting your guests up for a wildly fun event!

If you need further information about hiring a good dj, contact me at info@djkwah.com.  I'm always glad to help!

Until next time....

Visit djkwah.com to book your event services today!