Busy events mean more leads and more foot traffic, but they also increase the risk of accidents (like a customer tripping over your booth). While vendor insurance helps protect your business in the event of a mishap, prevention is the key to being event-ready.
Keep your business (and your customers) safe by learning vendor risk management with our downloadable event safety checklist.
What Is An Event Safety Checklist?
An event safety checklist outlines potential safety risks and hazards you may encounter when vending at events. Your checklist should help you create a plan to help prevent and manage potential accidents.
While venues and event organizers often conduct their own risk assessments, vendors should be on the lookout, too.
Event Safety Checklist for Vendors: What It Includes + Why You Need It
You need to be ready for anything when selling at events. Our downloadable checklist covers common vendor risks, like booth setup, product safety, and compliance checks.
Since every event is unique, compare your checklist with the venue’s specific rules and regulations to ensure you meet all their requirements.
Event Safety Checklist (Free Download)
Are you an event planner or organizer?
Insurance Canopy makes it easy (and free!) to manage vendor risks. You can provide vendors with quick access to insurance and manage all their certificates in one place.
Vendor Safety Requirements: Compliance, Safety, and Security
To qualify for an event, venues often ask for:
- A copy of your Certificate of Insurance (COI)
- Permits (health/fire/business, if applicable)
- Emergency access + booth safety basics
Imagine your booth collapsing mid-event; your display falls onto a nearby stall, injuring an event attendee. Accidents like these happen, and if you don’t take the right steps to prevent them, your finances, reputation, and ability to book future events could be at stake.
Vendor insurance safeguards you from paying out of pocket for claims like these; however, prevention is the best medicine. A little preparation today could save you from a massive headache tomorrow.
Vendor Risk Management Checklist: The 5 Risk Areas to Check
As a vendor, you’re responsible for running your booth safely — even if the venue hires personnel to help set up. Event organizers may remove vendors who don’t meet health and safety requirements, so it’s essential that you and any employees know the following risks.
Vendor insurance safeguards you from paying out of pocket for claims like these; however, prevention is the best medicine. Performing a safety check is a must for small businesses, especially at large events with bigger risks. A little preparation today could save you from a massive headache tomorrow.
| Top Vendor Risks | What it Means | Examples | How to Assess |
|---|---|---|---|
|
Safety |
Anything that poses a threat to the physical or personal safety of others, especially during emergencies |
Your booth display blocks emergency exit signs during a fire Unsecured extension cords cause a customer to trip and fall |
Ensure all displays, equipment, and booth supports are properly secured or stored and removed from walkways and emergency routes |
|
Product |
The potential for a product to cause harm, injury, illness, or damage to a customer or their property |
One of your products has a sharp edge and cuts a customer A customer has an allergic reaction to your food after cross-contamination |
Inspect all products and equipment before the event, and be sure to follow all food safety regulations |
|
Environment |
Weather-related or environmental hazards, such as strong winds or improper waste disposal |
A strong gust of wind at an outdoor event blows your booth into the crowd A grease spill from your concession stand damages the venue’s floor |
Always monitor the weather before events and have a plan in place to clean or dispose of waste properly |
|
Compliance |
Failure to follow laws, industry regulations, event rules, or contractual obligations |
You fail to show the event organizer your required business license or permit Your electrical cords aren’t properly secured, violating the event’s electrical safety codes |
Review the event rules and regulations, including health and safety requirements |
|
Security & Theft |
Hazards that pose a threat to physical or personal information and belongings |
A customer’s payment information is stolen from your card reading device A piece of your equipment goes missing overnight during a multi-day event |
Have cybersecurity measures in place, and always secure your equipment before leaving |
For the mobile experience of this chart, scroll down and use slider button to view all info columns
| Top Vendor Risks | What it Means | Examples | How to Assess |
|---|---|---|---|
| Safety | Anything that poses a threat to the physical or personal safety of others, especially during emergencies | Your booth display blocks emergency exit signs during a fire Unsecured extension cords cause a customer to trip and fall | Ensure all displays, equipment, and booth supports are properly secured or stored and removed from walkways and emergency routes |
| Product | The potential for a product to cause harm, injury, illness, or damage to a customer or their property | One of your products has a sharp edge and cuts a customer A customer has an allergic reaction to your food after cross-contamination | Inspect all products and equipment before the event, and be sure to follow all food safety regulations |
| Environment | Weather-related or environmental hazards, such as strong winds or improper waste disposal | A strong gust of wind at an outdoor event blows your booth into the crowd A grease spill from your concession stand damages the venue’s floor | Always monitor the weather before events and have a plan in place to clean or dispose of waste properly |
| Compliance | Failure to follow laws, industry regulations, event rules, or contractual obligations | You fail to show the event organizer your required business license or permit Your electrical cords aren’t properly secured, violating the event’s electrical safety codes | Review the event rules and regulations, including health and safety requirements |
| Theft | Hazards that pose a threat to physical or personal information and belongings | A customer’s payment information is stolen from your card reading device A piece of your equipment goes missing overnight during a multi-day event | Have cybersecurity measures in place, and always secure your equipment before leaving |
Whether it’s a misunderstanding of a contract or just poor planning, ignoring the risks could cost your business, potentially leading to:
- Lost sales
- Lawsuits
- Costly claims
- Loss of licenses or permits
- Damaged reputation
- Stolen company information
36 to 53% of small businesses are sued every year, with the average liability suit costing them at least $54,000. Thankfully, every risk has a solution. This risk assessment helps you find them.
How to Use This Event Safety Checklist (5 Quick Steps)
With your event safety checklist in hand, take the following steps to identify and manage potential risks:
- Evaluate the venue: Walk the venue with fresh eyes, considering the size, location, and unique needs of the event
- Identify touchpoints: Take note of areas where customers interact with you, your display, and your products
- Inspect your setup: Ensure booth supports and signage are secure, then make sure your layout is easy to navigate
- Flag the risks: Add each risk to your checklist, prioritizing them by likelihood and the severity of impact
- Write down fixes: Decide how to handle each risk with the appropriate risk-handling strategies
After you’ve completed your safety check, review your insurance coverage to make sure you’re protected. Keep your checklist with your insurance certificate and other event-related paperwork to show event officials you’re prepared.
Get Covered: Vendor Insurance Supports Your Safety Plan
Vendor insurance helps manage risks by shifting the financial responsibility from your business to an insurer, covering the cost of legal fees and damages that could happen at an event. With your policy, you’ll also receive vendor proof of insurance, used to:
- Verify your coverage limits and types, ensuring your policy meets venue requirements. You can see a breakdown of the types of coverage you’ll need.
- Name the venue as an additional insured, protecting them from liabilities related to your business. Our policy lets you add unlimited additional insureds.
- Provide peace of mind, so you can worry less about what could go wrong and focus on having a successful event.
After you confirm safety items, make sure your policy matches venue requirements.
Don’t wait until something goes wrong — be the vendor who’s prepared! Get a vendor insurance quote in minutes with Insurance Canopy.
FAQs: Event Safety and Security Checklist for Vendors
Why might a venue ask to be named as an additional insured on your insurance policy?
A venue asks to be named as an additional insured on your policy to transfer the risk of financial responsibility for vendor-related accidents to your business.
Do all vendors need insurance to attend events?
Yes, all vendors are required to have a certificate of insurance to attend most events. Get the coverage you need for the events you attend by comparing providers and their policies.
What should an event security checklist include for vendors?
An event security checklist for vendors should include:
- List
How much does vendor insurance cost?
Vendor insurance starts at $49 per event. The final cost of insurance depends on your policy length, type, and additional coverages.
