Proof of Insurance: Mandatory Safety for Trade Fair Exhibitors

Proof of insurance is a prerequisite for participation at many trade fairs. It confirms that an exhibitor holds valid liability insurance covering personal injury and property damage that may occur during the event. Organizers require this evidence to protect themselves and other participants from potential risks. Wherever people, equipment, and activity come together, accidents can happen – from injuries at the booth to technical malfunctions or damage to the venue or neighboring stands.

When Proof of Insurance Is Required

Mandatory at Many Trade Fair Organizations

Many event organizers explicitly state in their terms of participation that liability insurance is mandatory. Without valid proof, booth allocation may be denied, and participation may be prohibited. Some organizers offer group insurance policies that automatically cover exhibitors – usually for a fee.

Special Requirements Depending on the Trade Fair

Coverage amounts vary by event type. Technical trade fairs or events involving machinery often require higher limits. Outdoor fairs or those with increased risks – such as pyrotechnics or live cooking – also demand additional coverage.

Which Risks Should Be Covered

Personal Injury and Property Damage

The policy should cover third-party damages – such as injuries to visitors or damage to property belonging to other exhibitors or the organizer. This includes falls, falling objects, water damage, or electrical faults.

During Setup, Event, and Dismantling

Coverage must include not only the event itself but also the setup and dismantling phases. Incidents involving tools, forklifts, or lifting platforms must be covered as well.

Financial Losses from Interruptions or Absences

Some policies also include financial losses – for example, due to absent booth staff, delivery delays, or operational interruptions. This is particularly important for longer events or international trade fairs.

What to Keep in Mind When Submitting Proof

Current and Clear Documentation

The proof of insurance should include the insured party’s name, the insured period, coverage limits, and reference to trade fair participation. Ideally, the document should be submitted in German or English.

Deadlines and Submission Process

Organizers usually require submission by a specific deadline before the fair begins. Missing the deadline may result in penalties or, in extreme cases, exclusion. Proof can typically be uploaded via the exhibitor portal.

Clarifying Special Cases

International exhibitors or those with specialized policies may receive follow-up questions. If in doubt, it's best to contact the organizer early and consider arranging additional coverage.

Conclusion: Proof of Insurance – Required and Valuable

A valid certificate of insurance is more than a formality. It protects exhibitors, organizers, and third parties from the financial consequences of accidents, damages, or disruptions. Those who clarify requirements early and submit documentation on time avoid unnecessary risks and demonstrate professionalism.