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Limiting Meeting Liability

It’s the evening of the first day of your company’s most important conference of the year. Everything’s gone smoothly so far and you’ve finally got some free time to do a little schmoozing at the evening reception party. As you enter the reception there’s a hushed crowd gathered around a man lying face down on the floor. A co-worker rushes over to you. The man tripped on a power cord and is unconscious. He’d been drinking. An ambulance is on its way. Are you protected if the man decides your company was somehow liable?

In a society where people sue for millions over missing pants and hot coffee, it’s imperative to be proactive and take the necessary risk management steps to limit one’s exposure to financial liability. ITEX has put together some guidelines for you to consider when conducting your next conference.

General

Be aware that the meeting planner and sponsor have a legal duty to attendees
Understand the defined elements of negligence and how they relate to your job and your employer
Understand and implement the rules of risk management
When appropriate, have attendees sign waivers of liability
Obtain music licenses if copyrighted music is used during an event
Have a contract with everyone – from speakers to volunteers
Review your exposure to liability with your legal counsel and insurance providers

Suppliers

Secure certificates of insurance from all suppliers and require them to include the meeting planner and meeting sponsor as an additional insured
Understand and incorporate indemnification and hold harmless clauses in all contracts
Determine if any suppliers are unionized and if so, if any union contracts will expire and are up for renewal around the time of your conference
Verify the reputation and financial stability of all contracted vendors
Include an errors and omissions clause in your contracts
Get insurance for liability to third parties and for property damage

Hotel or Venue

Secure certificates of insurance from the venue and require them to name the meeting planner and meeting sponsor as an additional insured
Secure a copy of the venue’s Emergency Action Plan (EAP) during the site selection and review prior to contracting
Understand and incorporate indemnification and hold harmless clauses in contract
Determine if the venue is unionized and if any union contracts will expire and are up for renewal around the time of your conference
Include an errors and omissions clause in your contract
Get insurance for liability to third parties and for property damage
Monitor and control alcohol at all times
Obtain data on crime in the immediate area surrounding the property

Remember: this list is not all inclusive. To limit your exposure to liability you must carefully evaluate all circumstances surrounding your event and contract accordingly. If you need further information or want to discuss how ITEX can help you, please contact us anytime.

Best, Dana