The Importance of Safety Precautions and Insurance for Social Events within your Association.

As we gear up for another exciting season of social events within our communities, it is important to take a moment to highlight the importance of safety precautions and making sure the association has the proper insurance when hosting large events.


Safety First:

Hosting a social event and involving all your community members and their guests can range from formal gatherings to formal celebrations. While these kinds of events strengthen our community bonds, they also present potential risks that require careful consideration.


Here are some recommendations before scheduling social events:

  1. Review your association documents: Before planning any kind of large, social event within your community, make sure to check your association’s governing documents to ensure your community allows for these types of events and any restrictions. Some governing documents allow for expenditures  of association monies for social gatherings, but most do not.  This may require the Association to have a potluck-style gathering, seek donations, or charge a per head count.
  2. Venue Selection: When choosing a venue to hold your social gathering, you want to include adequate fire exits, accessibility for all attendees, and make sure to comply with your city’s local regulations and rules regarding large gatherings. Be sure to avoid exceeding capacity limits implemented by the fire department.  Any decks or patios in bad repair should be closed off or access limited to avoid structural failures with too many people.  Make clear whether the gatherings are open to residents or nonresidents.
  3. Use Professional Vendors: While it might be tempting to use volunteers and less-experienced recommendations to save money for the association, professional vendors have the proper insurance, licensing, and other risk-management qualifications to make sure your gathering is a success. I.e. serving drinks at an association-sponsored event would be better handled by a professional bartender checking ID’s and assessing intoxication of patrons, rather than a neighbor playing the bartender.
  4. Communication and Information: Make sure to communicate event details to your community members. Making it clear when the event will start and end, location, and any other specific instructions or rules will want to be stated very clear. Also including emergency contact information and instructions on what to do in the event of an emergency.


The Role of Insurance:

Insurance serves as a vital safeguard for our association and its members. It provides financial protection against unforeseen circumstances that could disrupt or impact events. Here are some reasons for having the proper insurance matters.

  1. Liability Coverage: In the event of any accidents, injuries, or property damage during your events, liability insurance covers your legal expenses and potential damages, creating a shield to the association from personal financial liabilities.
  2. Specialized Coverage: Depending on the nature of your event, specialized insurance options, such as liquor liability or professional indemnity insurance, address specific risks associated with activities like serving alcohol or hosting workshops at your event. Most insurance agents will offer event rider coverage for a single event rather than an ongoing business operation (i.e. summer luau held for an evening).


By prioritizing safety precautions and comprehensive insurance coverage, the association demonstrates the commitment to hosting memorable and secure events for all participants. These measures not only to protect your association’s assets but also to uphold your responsibility provide safe and enjoyable entertainment and experiences for everyone involved.

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