Conference & Exhibition Proposal (ZAR)

Details of Proposer

Name of Proposer

Email Address

Website Address

Telephone Number

Number of Employees

Annual Turnover (R)

Address

Town/City

County

Postcode

Country

Details of Event

Name of Event

Type of Event

Venue Address

Venue Town/City

Venue County

Venue Postcode

Opening Date

Closing Date

Build-Up Date

Break-Down Date

Expected Attendance at Any One Time

Capacity of the Venue

Cancellation and Abandonment

This cover indemnifies you should your event be necessarily cancelled, abandoned, postponed, interrupted, curtailed or relocated, for reasons beyond your control subject to the terms and conditions contained in the policy wording.

What is your Budgeted Gross Revenue? (R)

What is your Budgeted Gross Expenses? (R)

What is your Budgeted Net Profit? (R)

Unless requested, quotations will be based on a Gross Revenue basis, which includes the Net Profit. Is a quotation also required for Expenses only?

Yes

Enforced Reduced Attendance cover is available if your event has run for three years or more or if the revenue is pre-contracted. Do you wish the quotation to include this cover?

Yes

Please advise an estimate of how many attendees:

Exhibitors

Delegates

Trade Visitors

Paying Visitors

Please indicate where exhibitors are travelling from:

Exhibitors UK/Europe (%)

Exhibitors USA/Canada (%)

Exhibitors South America (%)

Exhibitors Africa/Middle-east (%)

Exhibitors Asia/Far East (%)

Exhibitors Australia (%)

Please indicate where delegates are travelling from:

Delegates UK/Europe (%)

Delegates USA/Canada (%)

Delegates South America (%)

Delegates Africa/Middle-east (%)

Delegates Asia/Far East (%)

Delegates Australia (%)

Are written contracts in place between speakers or entertainers and the insured, drawing attention to the fact that adequate time should be factored into the travel arrangements to ensure their attendance at essential rehearsals etc.? An exchange of letters or e-mails will be deemed to be acceptable.

Yes

Property

This cover indemnifies you should any property, for which cover has been purchased, been stolen or damaged. It also provides cover for damage to the venue and immovable fixtures, fittings, plant and machinery up to the value stated in the schedule of cover.

Please indicate the level of property cover required in the following categories:

Laptop Computers (R)

Laptop Transit Cover Required

Plasma Screens (R)

Plasma Screen Transit Cover Required

Marquees or Temporary Structures (R)

Marquee Transit Cover Required

Portable Communications Equipment (R)

Portable Communications Transit Cover Required

Translation Equipment (R)

Translation Equipment Transit Cover Required

Other Standard (low value) Equipment (R)

Other Standard Equipment Transit Cover Required

We automatically provide as standard R1,000,000 of low value property cover (not high value equipment as specified above) plus cover for damage to the venue and all immovable fixtures, fittings,
plant and machinery at the venue up to R200,000.

If you are purchasing Cancellation and Abandonment cover up to a maximum sum insured of R1,000,000 for events taking place in the European Union, the United Kingdom, Norway or Switzerland and you are domiciled in the European Union, the United Kingdom, Norway or Switzerland, we automatically provide Terrorism cover to a sum insured of R500,000 or the total property sum insured if less. If your property sum insured is over R500,000, do you want us to provide a Terrorism quotation for the full value?

Yes

Employers’ Liability

This section indemnifies you for your negligence in respect of claims arising from death or bodily injury to any person who is under a contract of service or apprenticeship with you, arising out of and in the course of a formal or casual employment by you in connection with the event(s) insured.

Should you require cover, a minimum limit of indemnity of R100,000,000 for employees, temporary staff or volunteers engaged for your event, is available on competition of the following:

The number of employees for which cover is required

The total amount of wages (R)

If you are purchasing Employers’ Liability for this event, could you please confirm if you have a separate Employers’ Liability policy on an annual basis for all your employees?

Yes

If you do not have a separate Employers’ Liability policy, do you pay more than the UK Lower Earnings Limit (www.gov.uk) to any employee or volunteer?

Yes

What activities will be undertaken by such employees, temporary staff or volunteers?

Please advise the number of people involved in each activity.

Public Liability

This section indemnifies you for your negligence in respect of claims arising from death or bodily injury and or property damage up to a specified limit of indemnity; provided that such liability arises out of or in the course of the event(s) insured.

Please indicate the level of Public Liability cover required (R):

Have you made it a requirement for all sub-contractors involved in the event to have in place their own Public Liability insurance?

Yes

If you have existing cover as part of your office policy, it may not be adequate to protect you in respect of event organising activities.

Money

Please advise the total value of money or valuables requiring cover? (R)

What is the total value of money or valuables being kept in a locked safe at any one time? (R)

What is the total amount of money being kept in any one cash point? (R)

What is the total amount of money in transit at any one time? (R)

Declaration

I/We declare that to the best of my/our knowledge and belief of the signatory/ies below that the information provided, whether in my/our hand or not, is true and I/we have not withheld any material facts.

If you are a consumer insured (i.e. a person buying insurance wholly or mainly for personal purposes unrelated to your employment), you have a duty to take reasonable care to answer questions fully and accurately, and that any information you volunteer is not misleading. This duty exists before the cover is placed, when renewed, or altered at any time throughout the duration of the policy. If you do not do so, your Insurer may be able to void your policy from inception.

If you are a business insured (i.e. an insured buying insurance wholly or mainly for purpose related to business). The Insurance Act 2015 contains new measures which we need to bring to your attention. You have a duty to disclose every material circumstance you know or ought to know, after a reasonable search. This applies before the cover is placed, when renewed and if altered at any time during duration of the Policy. A circumstance is material if it would influence an Insurer’s decision whether to accept the risk, including its terms and pricing. If you are in any doubt whether a circumstance is material to the risk, it should be disclosed, as failure to disclose may entitle your Insurer to either void the Policy from inception or impose different terms. Any claims made would wither not be paid or may be reduced in value. Where there are Warranties, Conditions Precedent or any onerous conditions applicable to your insurance policy, failure to meet such conditions could invalidate the cover (and hence no claims would be paid), or suspend cover until such warranty etc, is remedied (and any claims during the suspension period may not be paid).

I/We declare that:

I/We have never been declared bankrupt, insolvent or gone into voluntary or compulsory liquidation.
I/We have never been convicted of or charged (but not tried) with a criminal offence.
I/We are not aware of any existing circumstances that could lead to a claim under this policy.

Signed

Dated

Position

Are you a member of any event trade associations?

Yes

It is important to note that membership of some trade associations can attract a premium discount.

Unless you are an existing client/connection, please advise how you came across our services: