Hosting events like graduations or galas at off-site venues can be a great way for career colleges to celebrate milestones and engage with the community. However, renting facilities comes with unique insurance and risk management considerations that must be addressed to ensure a successful and secure event.

First, consider obtaining event liability insurance, which provides coverage for bodily injuries, property damage, and legal expenses if an incident occurs during your event. Many venues require this insurance as part of the rental agreement. Verify whether the venue offers its own liability coverage and, if so, understand what is included and what gaps you may need to fill. Also, consider adding special endorsements to your policy, such as liquor liability coverage if alcohol will be served, and non-owned vehicle liability if transportation is provided for attendees.

Risk management practices are equally important. Conduct a thorough site inspection before the event to identify potential hazards, such as uneven flooring, obstructed exits, or inadequate lighting, and work with the venue staff to mitigate these risks. Develop a comprehensive emergency response plan, including procedures for medical emergencies, fire evacuations, and crowd control, and ensure that all staff and volunteers are familiar with it.

By proactively managing risks and securing appropriate insurance coverage, you protect your college from financial liabilities, enhance guest safety, and ensure a smooth and memorable experience for all attendees. This thoughtful approach not only mitigates risks but also strengthens your college’s reputation as a responsible and professional institution.

NACC has partnered with HUB Insurance to provide a one-stop shop for Commercial Insurance, Employee and Student Benefits, Group Retirement, Surety, and Personal Insurance.  To discuss your college’s unique needs, please complete the form found here: HUB Inquiry Form