The weather is great!  It’s time to get everyone together outside!  Let’s fire up the grill, set up the volleyball net, and check the insurance policy!

Wait….what?

Too often we plan outdoor events and make lists for things like hot dogs, water balloons, and charcoal, but never think about checking on insurance coverage.

Do we really need to do that? Can’t we just cook some burgers and have some fun?

Think about this:

Who would be responsible if someone broke an arm playing softball or slipped and fell on watermelon seeds?  What if a kid had an allergic reaction to the face paint? (For the record, I hate face painting! I have a Petra concert shirt that was ruined by a sweaty butterfly on the face of a five year old!)

Don’t assume that your insurance policy will cover the costs of an accident.

Depending on the event, that might not be the case.  Always check with your insurance provider BEFORE hosting an outdoor event.

Let’s look at some of the kinds of coverage available:

1. General Liability Insurance

This is the most crucial coverage for outdoor events. It protects the church if someone is injured or if property is damaged due to the event. You probably have this coverage but should confirm it covers your event.

Covers: Slip and falls, injuries from games or equipment, damage to rented property.

Why it matters: Many venues or municipalities require proof of general liability coverage before granting    permits.  Offers church protection from many liabilities.

2. Event Insurance / Special Event Coverage

Sometimes added as a rider to the general liability policy or purchased separately for one-time events.

Covers: Specific risks related to the event—such as cancellations, extreme weather, or specific high-risk activities (like inflatables or rides).

Why it matters: Tailors coverage to the unique aspects of your event and can include non-members or outside vendors.  Almost always worth the cost.

3. Volunteer Accident Insurance

Covers medical costs if a volunteer is injured while helping during the event.  Your general liability coverage may not be enough.

Covers: Medical expenses for volunteers (who may not be covered by workers’ comp).

Why it matters: Volunteers are key to church events; protecting them shows responsibility and care.

5. Property Insurance (for Equipment or Venue Use)

Protects any owned or rented property like sound systems, tents, grills,or tables.

Covers: Damage, theft, or loss of event equipment.

Why it matters: Outdoor settings increase risk of equipment damage due to weather, theft, or accidents.  One unexpected storm can really rack up costs.

6. Automobile Liability (if transporting guests or using church vehicles)

Covers church-owned or rented vehicles, or even personal vehicles used on behalf of the church.

Covers: Accidents or injuries during transport.

Why it matters: Even volunteers using personal vehicles may create liability exposure.  

Tips for Managing Event Insurance

Check your current church policy – Many churches already have some coverage but may need riders or short-term policies for specific events.  Don’t assume.

Request certificates of insurance from outside vendors (e.g., bounce houses, food trucks, musicians).  Trust me on this one!  I once had a child slice his leg open on a rented tent pole.  Fortuantly the vendor was fully insured and covered the expense.

Consult your insurance agent early – Ideally a few weeks before the event to adjust or purchase additional coverage.

Plan ahead!  Don’t find out that you were under insured after an accident occurs!