How to insure a multi-day or multi-location event: A complete guide

Planning a multi-day or multi-location event takes serious coordination. From rotating venues and multiple vendors to equipment in transit and changing schedules, these events come with unique insurance considerations that one-day policies often don’t fully address. 

Whether you’re organizing a festival, conference, touring performance, or large-scale activation, this guide breaks down what you need to know to properly insure your event, and avoid costly gaps in coverage. 

Why multi-day and multi-location events need specialized insurance 

Events that span several days or locations introduce more exposure to risk, including: 

• Increased foot traffic over time 

• Multiple venues with different insurance requirements 

• Equipment being transported between locations 

• More vendors, performers, and staff involved 

• Greater potential for weather disruptions or delays 

Standard event insurance may not be sufficient. Coverage should be tailored to the scope, duration, and movement of your event. 

Step 1: Understand your event’s risk profile 

Before securing insurance, outline the details of your event: 

• Number of days 

• All event locations and venues 

• Expected attendance per day 

• Equipment, staging, and temporary structures 

• Alcohol service 

• Travel between locations 

• Vendor and performer involvement 

The more information you provide upfront, the easier it is to build coverage that fits your needs. 

Step 2: Essential insurance coverages to consider 

General liability insurance 

This is the foundation of any event insurance policy. It protects against third-party bodily injury or property damage, whether it occurs on day one or the final stop of your event. 

Liquor liability 

If alcohol is served at any point during your event, liquor liability coverage is critical. This applies even if alcohol service is limited to specific days or locations. 

Event cancellation and postponement insurance 

Multi-day events face higher cancellation risk due to weather, illness, travel disruptions, or vendor issues. Cancellation insurance can help recover non-refundable expenses and lost revenue. 

Equipment and property coverage 

Sound systems, lighting, staging, signage, and décor often move between locations. Coverage should include equipment in transit, storage, setup, and teardown. 

Non-owned and hired auto coverage 

If vehicles are rented or used to transport equipment, this coverage helps protect against liability related to accidents involving non-owned vehicles. 

Step 3: Coordinate coverage across multiple venues 

Each venue may have different insurance requirements, including: 

• Minimum liability limits 

• Additional insured status 

• Certificates of insurance (COIs) 

• Specific policy language or endorsements 

A well-structured event insurance policy should accommodate multiple venues under one program, reducing administrative headaches while ensuring compliance. 

Step 4: Manage vendors, performers, and contractors 

With more moving parts comes more responsibility. Best practices include: 

• Requiring vendors and performers to carry their own insurance 

• Requesting COIs from all third parties 

• Confirming coverage limits and policy dates 

• Clarifying contractual responsibilities 

Your insurance policy should complement, not replace, vendor coverage. 

Step 5: Plan for travel and transitions between locations 

Risk doesn’t stop when the event ends for the day. Equipment damage, theft, or accidents can occur during transport between venues or cities. Make sure your policy covers: 

• Loading and unloading 

• Overnight storage 

• Transit between locations 

• Cross-border travel, if applicable 

Step 6: Work with an insurance broker who understands complex events 

Multi-day and multi-location events require more than a plug-and-play policy. An experienced broker can help: 

• Identify coverage gaps 

• Customize limits and endorsements 

• Streamline COIs for multiple venues 

• Adjust coverage as plans evolve 

Front Row Insurance specializes in event and entertainment insurance and understands the complexities that come with larger, multi-faceted productions. 

Common mistakes to avoid 

• Assuming one-day coverage extends automatically 

• Overlooking transit or storage risks 

• Failing to add all venues as additional insureds 

• Underestimating attendance or equipment values 

• Waiting too late to secure coverage 

Insure your event with confidence 

When your event spans multiple days or locations, insurance should work just as hard as your planning team. With the right coverage in place, you can focus on delivering a seamless experience, knowing you’re protected every step of the way. 

Planning a multi-day or multi-location event? 

Connect with Front Row Insurance to build an event insurance solution tailored to your schedule, venues, and risk profile.