Dear Nandini,
My Partner and I went to see a venue and everything was perfect. The price was incredible and the space was gorgeous. Upon reviewing the contract it stipulated that they are not liable for anything nor do they have any insurance and that if anything is damaged they reserve the right to charge our card without providing evidence of damage. Is this normal?
Uninsured Venue
Dear ‘Uninsured Venue’
In our industry, venue owners spend most of their days talking about the beautiful things—the lighting, the menu, and the flow of the room as you take your first dance. They live for those moments, gracefully showcasing their rooms to newly engaged couples with pride and joy explaining why their space is like none other. They will not however speak of insurance details until you are actually signing their contractual agreements, if they do. Why? Because it’s the ugly details no one wants to discuss. The ‘what ifs’, the ‘in case’…the nightmare. Or, worse yet, it’s making full disclosure: anything goes wrong in their palace of dreams – it’s on you.
Today, I take off my “Creator of Dreams” hat and put on my “Pseudo – Lawyer” hat because today we need to talk about insurance and the unsexy Fine Print.
To you ‘Uninsured Venue’ I say RUN!! While it is common for venues to not be responsible for your incidents/damage it is not common or recommended to go with uninsured venues and definitely not to sign a contract that holds ‘ the right to charge your card for any damage without providing the evidence thereof’.
I know. You just got engaged. You want to browse Pinterest, not policy documents. But in the last few years, the landscape of events in Ontario has changed, and understanding liability is the single most important thing you can do to protect your financial future before you even walk down the aisle.
Let’s break down exactly what you need to carry, why venues ask for it, and the red flags you need to watch out for.
Why You Need Insurance if the Venue is Insured
So, one of the most common questions I get during site tours: “But they have insurance, right? So why do I need to buy more?”
Yes, any reputable venue, will carry a massive Commercial General Liability (CGL) policy. This covers their property, their staff, and their negligence. If a beam falls from their ceiling or their server spills hot coffee on a guest, that is on them.
However, the venue insurance does not cover your actions, your guests’ actions, or your vendors’ actions.
If your Uncle Bob has too many gin and tonics and drives his car into the venue’s landscaping (or worse, into another car on the way home), you are the host. In the eyes of the law, you share liability for the alcohol served at your event. If your photographer trips over a guest’s purse and breaks their $5,000 lens, the venue’s insurance will likely deny that claim because it wasn’t their fault.
That is where Host Liquor Liability and Event Liability insurance come in. It creates a shield around you. It prevents a lawsuit from turning your wedding day into a bankruptcy filing.
What You Must Carry: The Standard Requirement
In the Ottawa/Gatineau market, most professional venues (including mine) will require you to provide a Certificate of Insurance (COI) roughly 30 days before your event.
Here is the standard requirement you will see in contracts:
- $2 Million to $5 Million Commercial General Liability: This covers bodily injury and property damage to the venue or third parties.
- Host Liquor Liability: This is non-negotiable if alcohol is being served. It covers alcohol-related incidents.
- Venue Named as “Additional Insured”: This is the fine-print section. It means your policy extends to protect the venue if we get dragged into a lawsuit resulting from your event.
Why Some Venues are Insured and Others… Aren’t
This is a touchy subject in our industry, but you need to know it.
Operating a wedding venue in Ontario is expensive. Commercial insurance premiums for venues have skyrocketed—some have increased by 300% in recent years.
The Professional Venue: Venues pay these high premiums because it guarantees safety. They are inspected, follow fire codes and have risk management protocols.
The “Farm/Backyard” Venue: You might find a rustic barn or a private property that is much cheaper to rent. Sometimes, this is because they are underinsured. They might be operating under a standard residential or farm policy that excludes commercial events.
The Risk: If a fire breaks out at an under-insured venue during your wedding, and their insurance denies the claim because they weren’t zoned for events, the lawyers will come looking for the following available insurance policy. Yours.
Always ask a potential venue: “Do you carry Commercial General Liability specifically for events?” If they hesitate, run.
The Fine Print: What to Look Out For
When you are buying your couple’s insurance (typically from providers like PAL, Duuo, or your home insurance broker), look for these exclusions:
The “Open Flame” Exclusion: If you plan to use candles on tables or sparklers for your exit, ensure your policy doesn’t include a strict “no open flame” clause.
Vendor Failure: Does the policy cover you if your caterer files for bankruptcy two weeks before the wedding? (This is often an add-on called “Cancellation/Interruption Insurance”).
Deductibles: Some cheaper policies have massive deductibles ($1,000+). Make sure you can afford the deductible if something minor happens, like a stained carpet or a broken window.
The Timeline: Ensure the coverage includes set-up and tear-down. If your decor team is coming in on Friday for a Saturday wedding, and they scratch the floors on Friday, a policy that only covers “Saturday” won’t help you.
To wrap this up, here is your cheat sheet for your venue hunt:
- Ask the Venue: “What specific liability limits do you require from us?” (Usually $2M or $5M).
- Check the Venue: “Do you carry commercial event insurance?”
- Read Your Policy: Does it include Host Liquor Liability? Does it cover the rehearsal dinner and set-up times?
- Vendor Compliance: Ensure your high-risk vendors (such as DJs or anyone bringing heavy equipment) carry their own insurance. You shouldn’t be insuring their business activities.
Looking into Insurance Liability may not be as fun as tasting cake. But I promise you, the peace of mind you get from knowing you are covered allows you to truly relax and enjoy that cake when the day finally comes.
Safe planning, everyone!
Your Wedding Expert
xoxo Nandini
For TastersHUB Catering & Events
True love cannot be found where it does not exist, nor can it be denied where it does. -Torquato Tasso
