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Special Event Insurance

What is it?

Special Event Insurance is liability protection for organizations that host activities which are not included under the University’s insurance program. This coverage is available through K&K Insurance and it protects against liability claims for bodily injury and property damage. 

The University does not benefit in any way from the sale of such policies. Event organizers communicate directly with K&K and should contact them regarding all insurance-related business. 

Why do we need this?

In today’s litigious society, event organizers face potential liability suits from spectators, contractors, and customers. Even if a suit is unjustified, the cost of defense can be significant.

Who needs it?  

  • On Campus: Any group or individual who will be reserving a campus facility to hold an event which may pose a liability risk should consider this program.  This includes external organizations as well as University departments or individuals (Examples: weddings, graduation parties, concerts, reunions, receptions, and any other event that may pose a liability threat).
  • Off Campus: When a Georgetown event which may pose a liability risk is taking place off campus, but the vendor refuses to sign our Standard Terms and Conditions (example: a local embassy) or if the vendor is unable to provide evidence of liability insurance naming the University as additional insured.

At all times, Georgetown staff should seek to use vendors that are willing to sign the Standard Terms and Conditions and are compliant. Purchasing Special Event Insurance should be a last resort, not a solution to using a non compliant vendor.

Criteria to consider:

    1. Does the event include minors as participants who are not accompanied by a parent or other adult? 
    2. Does the event include an overnight stay? 
    3. Will alcoholic beverages be served? 
    4. Does the event have vendors or exhibitors? 
    5. Are there musicians or other entertainers performing at the event? 
    6. Does the event include: rides, mechanical devices, inflatables, animals, pyrotechnics, hazardous materials, or other fire related dangers?  

If you answered yes to any of these, please consult with Risk Management.

How much does it cost?

If you have fewer than 1,500 attendees, then the cost for the lower-priced option will be $383.

How do I get it?

By completing the brief Special Event Insurance Application (2009) and submitting it, along with the appropriate premium payment directly to K&K Insurance, the necessary coverage can be purchased.

Information you will need to complete the application:

  • Page 4; Insured Name: Georgetown University/Department (or Entity) name
  • Page 4; Mailing address and Contact information: Department address and Contact information 
  • Page 5; Applicant Signature: Department (or Entity) Signature and Name 
  • Page 6; Making Your Payment: Department (or Entity) makes the payment

After completing pages 4-6, fax the application to “K&K Insurance” using the number on the front of the form. K&K will then provide you with a copy of the Certificate of Insurance. Please forward a copy to our office for our records.

Questions? Contact Risk Management at (202) 687-6622