The Insurance Talk: How to Explain Its Importance to Your Wedding Clients

The Insurance Talk: How to Explain Its Importance to Your Wedding Clients 

Let's face it, insurance isn't exactly the most romantic part of wedding planning. And you are no insurance expert, so you don’t want to be the one explaining coverages, exclusions, and more. But as a venue owner, it's imperative that you protect yourself by requiring insurance, as well as your client’s best interest by making sure they understand the different types of insurance and why they are so critical to their big day. As a venue owner, you can help streamline this sometimes confusing and overwhelming process by connecting your clients with specialists who do this day in and day out.   

Here's how to approach the conversation about insurance with tact and clarity: 

1. Help Familiarize Them with the Different Types of Insurance 

While most venues are focused on event insurance (general liability and property damage), MOST couples think of wedding insurance as cancellation insurance. It is important your clients understand the two and the fact that they are not one and the same. 

General Liability Insurance (Event Insurance): This type of insurance primarily focuses on protecting you from financial liability for accidents or damages that occur during the event itself; whether this is bodily injury, property damage, or third-party property damage. It’s important to remember that property damage extends beyond the building, and encompasses other items such as damage the event causes to vendor equipment, including things like cameras, speakers, vehicles, etc. 

Cancellation Insurance: This insurance protects you from financial losses if you need to cancel or postpone your wedding before it happens; whether that is for extreme weather, sudden illness or injury of the couple or a close family member, as well as military deployment.  

2. Frame it Positively: 

Instead of presenting insurance as an obligation/requirement, focus on the peace of mind it provides. Explain that it's like a safety net, allowing them to fully enjoy their wedding without worrying about unforeseen issues. 

Example: "We want you to have the most magical and stress-free wedding day possible. That's why we require event insurance, so you can relax knowing you're protected from unexpected situations that might otherwise ruin your special day." 

3. Highlight Real-Life Scenarios: 

Use relatable examples to illustrate the potential risks. 

Example: "Imagine a sudden storm forces you to postpone your outdoor ceremony. Or a guest accidentally spills red wine on a large rug in our lounge area. In the event of a major storm, cancellation insurance can help cover the costs of your deposits if you reschedule your event, and in the event that the guest spills red wine, event insurance would cover the cost of replacing the rug." 

4. Emphasize Vendor Liability: 

Explain the importance of vendors having their own insurance. This protects both the couple and the venue from liability in case of accidents caused by a vendor. 

Example: "We also require all vendors to have liability insurance. This ensures that everyone involved is protected and that any potential issues are handled responsibly and by the appropriate parties, versus falling to you as the event host." 

5. Provide Resources and Support: 

Don't just tell them to get insurance; help them navigate the process and make sure they are talking to the right people. Offer resources like links to reputable insurance providers or brochures explaining different coverage options.  

Example: "We've partnered with Event Helper to offer our clients a streamlined process to getting event insurance. You can find more information on their website and if you use this direct link, all of our venue information will automatically populate. In just a few clicks, you will be protected!" 

6. Address Concerns with Empathy: 

Be prepared to answer questions and address concerns without going into the particulars of insurance (you don’t want to be seen as offering insurance advice as an unlicensed individual). Some couples might be hesitant about the cost or feel that insurance is unnecessary. Listen patiently and reiterate the value it offers. 

Example: "I understand that insurance is an added expense, but it can be a small price to pay (often as low as $1 per guest) for the peace of mind it provides. On such an important day and with all the work you are putting into planning it, we want to ensure you are protecting your investment." 

7. Include it in Your Contract: 

Above all else, clearly outline your insurance requirements policy in your venue contract. This ensures transparency and avoids any misunderstandings later on. 

By communicating clearly and empathetically, you can help your clients understand the importance of event insurance and ensure a smooth and worry-free wedding day for everyone. 

828 Venue Management Company operates event venues across the nation and are experts in the venue management space. They bring expertise, unparalleled customer service, and a team of professionals dedicated to your venue and its success. For more information about their services or to become a partner venue, please email party@828venues.com or check them out at https://828venues.com/. They would love to learn more about your unique venue and how you might partner together. 

Please note that the views and opinions expressed in this article are those of the author and do not necessarily reflect the opinion and/or beliefs of EventHelper.com.