At a trade fair the biggest interest is not the traveller but the material that goes with them, and that is precisely what falls outside the luggage section.
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In brief
In insurance terms a visit to a trade fair is a composite job. People travel, but so do a stand wall, lighting, a demonstration set-up and sometimes a machine. Those goods do not fall within the definition of luggage: that refers to personal items the traveller takes with him, not to trade goods and stand material.
For that material, goods in transit cover for the journey and exhibition cover for the stand are the appropriate forms. That covers the build-up and dismantling, the time on the exhibition floor and the return journey. Without that policy, damaged or stolen stand material and demonstration equipment are entirely at your own expense.
The third line is liability. If your banner falls on a visitor or your stand builder damages the exhibition hall, that is a claim under Article 6:162 of the Dutch Civil Code, and for the mistakes of your own staff under Article 6:170 of the Dutch Civil Code. Trade fair organisers generally require valid liability cover for this. See also the luggage section for what is insured personally.
What does business travel to a trade fair or conference cover?
The structure of the cover in three parts, with an overview per situation below.
The essentials
Medical
Costs and repatriation outside the Netherlands.
24/7 emergency assistance centre
Repatriation
Above the Dutch rate
Limited
Luggage
Business equipment is subject to sub-limits.
Laptop and phone
Samples and materials
Often declared separately
Optional
Interruption
If the trip does not go ahead or is cut short.
Cancellation
Replacement trip
Missed connection
What is covered
Situation
Standard
With extension
Medical expenses outside the Netherlands
Yes
Yes
Repatriation in case of illness or accident
Yes
Yes
Business equipment and samples
Sometimes
Yes
Cancellation of the trip
No
Yes
Taking part in high-risk sports
No
Sometimes
Travel to an area with a negative travel advisory
No
No
This overview is general in nature and is not personal advice. What is actually covered, including exclusions, limits and the excess, is set out in the policy conditions and the insurance card (verzekeringskaart) of the insurer; you receive both before you take out cover. Taking out cover without advice? Then read what execution only means for you.
Where things go wrong in practice
Four points that make the difference between a policy that pays out and one that does not.
Stand material belongs in transit or exhibition cover
Stand construction, banners, display cases, screens and demonstration equipment are trade goods. A travel policy does not cover them, not even where they travel in the same van as the employees. Insure the outward and return journey on goods in transit cover and the time on the exhibition floor on exhibition cover. Work through the actual value, including the cost of having replacement material on site in time if something is lost.
Build-up and dismantling are the riskiest hours
Most damage occurs not during the fair but in the days before and after, when forklift trucks are moving, crates are open and the hall is accessible to everyone. Check whether your cover includes those periods and from what moment the goods are insured at the stand. Many exhibition covers have a separate definition of the build-up and dismantling period.
Liability at the stand
You are responsible for what happens on and around your stand. If a visitor is injured by a loose cable or your employee damages the floor of the hall, Article 6:162 of the Dutch Civil Code applies, and for the mistakes of subordinates Article 6:170 of the Dutch Civil Code. Organisers often ask for proof of insurance in advance. Check whether the country of the fair falls within the area of cover of your liability policy.
What you do not get back if the fair is cancelled
Not covered are: stand rental, prepaid registration fees and stand construction costs where the fair does not go ahead, because the cancellation of an event is not an insured cause of cancellation on a travel policy. Lost turnover and missed contacts also remain at your own expense, however well you can substantiate them. And damage to hired exhibition equipment falls outside your own goods cover; the liability provisions in the contract with the hire company apply to that.
What does your premium depend on?
Value of the material travelling with you. Stand construction, screens and demonstration equipment determine the interest to be insured.
Mode of transport to the fair. Your own van, a freight forwarder or air freight each produce a different claims pattern.
Duration of build-up and dismantling. The longer the hall is open around the event, the greater the risk of damage and theft.
Country and location of the event. The level of security and the exhibition rules differ from hall to hall and country to country.
Number of employees on the stand. The stand crew determines the travel cover and the exposure to liability.
Separate liability cover for the event. If the organiser requires proof of insurance, specific cover or an extension is needed.
Insurers weigh these details differently. That is where your saving is.
How we arrange it
You request a quoteWe take stock of your situation, your risk and your wishes.
We compareseveral insurers, on premium as well as conditions.
You receive a proposalWith an explanation of the differences and the exclusions.
We arrange the switchIncluding cancellation, so there is no gap in cover.
Customers rate our service on four aspects: personal service, service delivery, availability and the outcome. The reviews are collected and published by NH1816 and come from customers who have actually taken out a policy with Finass Advies B.V. or reported a claim.
Does my stand material fall under the luggage cover?
No. The luggage section concerns the traveller's personal items. Stand construction, display cases, screens and demonstration equipment are trade goods and fall outside it, even where they travel in the same van as the suitcases. Insure those on goods in transit cover for the journey and exhibition cover for the time on the exhibition floor.
The fair has been cancelled; will I get my stand rental back?
Not through the travel insurance. The cancellation of an event is not in the list of covered reasons for cancellation. That is entrepreneurial risk. First ask the organiser for a refund on the basis of your participation contract. If you want to insure this risk, event or cancellation cover is needed, which is assessed for each organiser and each fair.
Do I need separate liability insurance for a trade fair?
Usually your public and employers' liability insurance is enough, provided the country of the fair falls within the area of cover and the organiser does not impose higher requirements. Many fairs ask for proof of insurance in advance. Arrange that well before the deadline, because extending the area of cover takes time with the insurer.
Are samples and giveaways insured?
Only if you have declared them separately. Samples and promotional material are trade goods and do not fall under the standard luggage cover. For customs outside the EU a carnet or a declaration is also needed. Without it the goods can be held, and that is not an insured event either.
Finass Verzekert is a trading name of Finass Advies B.V. We advise on and arrange non-life insurance on the basis of an objective analysis of several insurers, and receive commission for this from the insurer, which is included in the premium. You pay no separate advice fee. Before you take out cover, we establish your wishes and needs.
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