Introduction
Family-friendly festivals are all about fun and memorable experiences – think bouncy castles, petting zoos, and creative workshops for kids. But behind the scenes, seasoned festival organisers know that these attractions come with unique risks. A strong gust of wind can send an improperly secured bounce house flying, as happened at a South Carolina church festival where five children were injured (weather.com). Animals in a petting zoo might carry pathogens or behave unpredictably, exemplified by a Florida outbreak in 2005 that left several children hospitalized with E. coli infections traced back to fair petting zoos (fair-safety.com). Even a simple arts-and-crafts workshop can lead to minor injuries if tools or materials aren’t handled carefully. The key to managing these risks – and protecting both your attendees and your festival – is robust insurance coverage coupled with diligent safety practices.
This guide draws on decades of festival production experience across the globe to help festival organizers ensure their insurance covers all the family activities and rides they offer. From verifying coverage for bounce houses and pony rides to obtaining vendor certificates, photographing inspections, and logging incidents, we’ll walk through practical steps to keep your family-friendly event safe, fun, and fully insured.
Confirm Your Coverage for All Family Attractions
One size does not fit all when it comes to event insurance. General liability insurance is a must for any festival, but you need to confirm that your policy explicitly covers the specific attractions and activities at your family festival. Many standard event policies have exclusions for high-risk items – and inflatables, animals, or interactive workshops can fall into that category.
Inflatables and Rides
Inflatable bounce houses, slides, and other carnival rides are often the highlights of a kids’ zone – and also some of the biggest liability magnets. Insurers know the risks: a misused or poorly secured inflatable can cause serious injuries. For example, wind-related mishaps have occurred worldwide – from South Carolina to South Africa – when bouncy castles weren’t properly anchored (weather.com) (iol.co.za). In one case at a school festival in Krugersdorp, South Africa, a strong gust lifted a jumping castle into the air with children inside, resulting in hospitalizations (iol.co.za). Because of incidents like these, confirm with your insurer that inflatables and mechanical rides are included in your coverage. Some policies require purchasing an extra rider or add-on to cover “amusement devices.” Never assume they’re covered by default.
Beyond insurance, mitigate the risk: insist that every inflatable or ride is professionally installed and inspected. Many festivals follow guidelines similar to state fairs and amusement parks – requiring checklists for setup (correct tie-downs, proper weight limits, safety mats, etc.) and even shutting down inflatables if winds exceed a safe threshold. Take a page from top family festivals like Camp Bestival (UK), which works only with reputable ride providers and adheres to stringent safety standards. By double-checking that your insurance covers any accidents related to inflatables and by enforcing strict safety protocols, you protect both the attendees and your festival’s reputation.
Animal Attractions (Petting Zoos & Pony Rides)
Bringing animals on-site – whether a petting zoo, farm animals, or pony rides – adds magic for children and introduces new liabilities. Animals can bite, kick, or scratch; even well-trained animals might react unpredictably in a noisy festival environment. There’s also the invisible risk of zoonotic diseases: petting zoo contact has caused illnesses in the past. In one notable incident, five children in Florida suffered acute kidney failure after contracting E. coli from petting zoo animals at fairs (fair-safety.com). Such cases underscore why festival insurance must cover injuries or illnesses related to animal contact.
Review your policy for any “animal exclusions.” If your general liability policy doesn’t cover animal interactions, seek an endorsement that does or ensure the petting zoo vendor’s insurance will extend to the festival’s liability. Speaking of vendors (more on that soon), verify that any animal exhibit provider has proper coverage – typically a liability policy that covers injuries and disease transmission.
Risk management for animal activities involves more than insurance: implement safety rules and equipment to reduce incidents. For example, many events now require hand-washing stations and sanitizer near petting zoos. Clear signage (“Wash hands after touching the animals” and “Do not feed the animals without supervision”) can prevent health issues. Staff or volunteers should supervise all child-animal interactions. By making safety a priority, you not only reduce the chance of a claim but also demonstrate due diligence to insurers (which can be crucial if a claim is filed).
Workshops and Interactive Activities
Hands-on workshops – be they art and craft stations, cooking classes for kids, science demos, or sports activities – are fantastic for family engagement. However, whenever participants (especially children) actively engage, there’s potential for injury. A child could cut themselves with scissors in a craft tent, burn a finger during a supervised cooking demo, or have an allergic reaction to materials. While these incidents are usually minor, they are still incidents that could spark insurance claims or parent complaints. Make sure your insurance covers participant injuries for these kinds of activities. Some liability policies treat participants differently from spectators, so clarify that coverage includes those actively taking part in workshops or games.
For any higher-risk interactive features (for instance, a kids’ rock-climbing wall or a mini trampoline setup), ensure those are listed in your insurance discussion. It might fall under your general liability, but double-check – insurers sometimes exclude activities they consider “sports” or require waivers. If a third-party is running a workshop (say, a science museum staff running experiments), ask if their insurance covers their activity and if they can name your festival as an insured party as well.
As always, prevention matters: set age-appropriate activities, provide proper safety gear (e.g. child-safe scissors, aprons, goggles if needed), and have supervisors who know first aid. With the right precautions, you’ll minimize accidents – but if something does happen, you’ll have the insurance safety net in place.
Insist on Vendor Insurance (COIs and Correct Limits)
Most family attractions at festivals – from bounce houses to pony rides – are often run by specialist vendors or contractors. One of the cardinal rules of festival risk management is to require every vendor to supply a Certificate of Insurance (COI) before the event. This certificate is proof that the vendor has their own liability insurance, and it should name your festival or organisation as an additional insured. By being listed as an additional insured on the vendor’s policy, you gain direct coverage from their policy if an incident occurs due to that vendor’s operations.
When collecting COIs, pay attention to the coverage limits and dates:
– Adequate Limits: Ensure the vendor’s policy has high enough limits to meet your requirements (and your insurer’s requirements). A common standard for smaller vendors (in U.S. and Canada) is at least $1 million per occurrence and $2 million aggregate in general liability coverage (rmi.msu.edu). Some large events or jurisdictions mandate higher limits – for example, some municipalities require up to $5 million coverage if inflatables or rides are involved (www.lawinsider.com). Internationally, norms vary: UK festivals often carry public liability limits of £5 million to £10 million, and Australian events might carry AUD $10–20 million, especially for large-scale festivals. Set a limit that matches your risk profile and local standards, and make sure each vendor meets it.
– Covered Activities: The COI or attached endorsements should clearly cover the vendor’s specific activity. If you’re hiring a petting zoo, does the vendor’s policy cover animal liability? If it’s an inflatables company, are all their bounce houses and climbing inflatables covered? Don’t shy away from asking for details – reputable vendors are used to these questions. Occasionally, a vendor policy might exclude certain high-risk items (e.g. a trampoline or mechanical bull), so you need to catch that before they arrive on site.
– Validity Period: Check that the policy will be in force during your event dates. It sounds basic, but festivals have been caught out by vendors presenting expired insurance or coverage that ends the day before the festival. Verify the effective date covers load-in, the festival itself, and load-out.
– Additional Insured & Certificate Holder: Confirm your event (or venue/municipality if they require it) is listed properly. The COI form has spots for “Certificate Holder” (usually your organisation/venue info) and often a line indicating your festival is an additional insured on the vendor’s general liability. This gives you legal protection – their insurance will defend your festival if, say, a lawsuit names both you and the bounce house operator.
It’s wise to set a deadline for COIs to be submitted (e.g. at least a few weeks before the festival) to avoid last-minute scrambles. Maintain a checklist of which vendors have compliant insurance on file. If a vendor cannot produce adequate insurance, do not let them operate on site – it’s just not worth the risk. Some festivals even help small local vendors by referring them to special event insurance options if they lack coverage, but the bottom line is: no certificate, no show.
Photograph and Document Pre-Opening Inspections
Insurance is critical, but it goes hand-in-hand with proactive risk management. One of the best habits an event organizer can adopt is conducting thorough safety inspections before the gates open – and documenting them. Each day, ideally, your team (along with vendors where applicable) should walk through every ride, activity area, and attraction to ensure everything is safe and ready. Check that:
– Inflatables are properly staked or weighted and not sagging or damaged.
– Animal enclosures or lead ropes are secure, with no gaps a child could slip through and no signs of animal distress.
– Workshop areas are tidy, with no tripping hazards (e.g., supply boxes in walkways) and all gear in good condition.
– First aid stations are stocked and staffed, and emergency exits are clear.
While doing these inspections, take clear photographs of key safety points. Snap pics of each inflatable’s anchor points, each ride’s safety setup, and even things like the locking mechanism on gates of the petting zoo. This may seem tedious, but it creates a time-stamped record that “everything was in order” at the start of the day. These photos can be invaluable if an incident occurs – they provide evidence that the festival took reasonable precautions. In the unfortunate event of an insurance claim or lawsuit, your documentation can help demonstrate your diligence and potentially reduce liability if something unforeseen occurred despite those precautions.
In practice, many experienced festival teams use checklists for these inspections – sometimes apps or forms that include a photo-capture feature for each item. For example, the team behind a large children’s festival in California implemented a digital inspection form: every morning, area managers must submit a checklist with photos of their attractions properly set up. Not only does this catch issues early (e.g. a loose bolt on a stage or an animal pen that needs cleaning), but the digital paper trail is stored in case it’s needed later.
Remember to include third-party rides and activities in your inspections. Don’t assume the vendor has checked everything – have your safety officer or operations manager give it a once-over too. If you spot a problem, get it fixed before families arrive, or keep that attraction closed until resolved. It’s inconvenient to delay opening an activity, but far better than risking a child getting hurt.
Keep an Incident Log and Report Everything
Despite all precautions, accidents can still happen – that’s why you have insurance in the first place. When they do, meticulous record-keeping is your best friend. Every festival should maintain an incident log, documenting any injury, illness, or safety-related incident, however minor. If a child twists an ankle in the bounce house, or a parent reports their kid got nipped by a goat in the petting zoo, or even if two kids bump heads running around – log it.
Key details to record:
– Date, Time, and Location: e.g. “July 10, 3:30 PM, Inflatable Slide #2 in Kids Zone.”
– Individuals Involved: Names (if obtainable) and ages of the injured party; contact info for their family if appropriate. Also note any staff or vendor involved.
– Description of Incident: A factual account of what happened, e.g. “Child slipped while exiting the inflatable, fell on arm.”
– Response Taken: Did the on-site medic or first aid respond? Was the person treated on-site, advised to seek further care, or taken to hospital? Note what was done (cleaned a wound, applied ice, called ambulance, etc.).
– Witnesses: Staff or bystanders – get a brief statement if possible or at least names and contact info.
– Photos or Evidence: If relevant, take photos of the area right after the incident (e.g. the surface where someone slipped, the animal involved, etc.). This can help if conditions are called into question later.
Logging incidents serves multiple purposes. First, it ensures you have the information needed when reporting to your insurance. Many insurance policies require prompt notification of serious incidents, and having all details on hand makes that process smoother. Insurers love documentation – detailed incident reports and photos can even expedite claims processing (occasioncover.com), since there’s less ambiguity about what happened.
Second, it helps identify if any safety improvements are needed mid-festival or for next time. If you notice multiple slip-and-fall reports in the water play area, for instance, you might close it temporarily to add more non-slip mats.
Importantly, treat your incident log as a confidential document – it’s for internal use and insurance communication, not for social media. Do not admit fault in these reports; just state facts. Share necessary info with your insurance provider and keep copies of everything. If a claim or lawsuit emerges weeks or months later, you’ll thank yourself for having a clear contemporary record of the event.
Match Coverage to Real Risks (and Update as Needed)
Every festival is unique, and your insurance should reflect the real risks of your event. A family-friendly festival has different risk exposures than an 18+ music festival or a conference. Review your coverage details with your broker or insurance provider well in advance, walking through each activity you’re planning. If you’re introducing a new attraction this year – say a mini roller coaster for kids or a zip-line – notify your insurer and make sure it’s covered. It’s easier (and cheaper) to adjust your policy beforehand than to plead for coverage after something goes wrong.
Be aware of common exclusions in event insurance and address them. Aside from rides and animals, some policies might exclude things like fireworks, watercraft (if you have paddle boats or similar), or even participant injury (as mentioned earlier). If your policy has a glaring exclusion that affects a planned activity, negotiate to include it (expect a premium bump) or obtain a separate policy for that element. In some cases, a specialized insurer might cover high-risk features when your general event insurer won’t. For example, a festival in a coastal area might get a separate water liability cover for a kids’ beach play zone, or a festival with an adventure sports area might work with an extreme sports insurance specialist for those activities.
Don’t forget to consider weather and cancellation coverage as part of matching real risks. Family festivals often cater to local audiences and might be heavily affected by weather (a rainstorm could shut down bounce houses or make petting zoo areas muddy and unsafe). While standard liability insurance won’t cover weather cancellations, you can purchase event cancellation insurance or weather insurance. It’s not liability coverage, but it financially protects your festival if you have to cancel or close activities for safety reasons (like high winds forcing you to take down inflatables). This ensures you’re not pressured to “keep things running” in unsafe conditions just to avoid financial loss – you want the flexibility to put safety first, knowing insurance has your back if you need to make the tough call to close an attraction or evacuation.
Finally, as a festival producer, maintain open communication with your insurance company or broker. They should become familiar with your event and its evolution. After each edition of the festival, review how your insurance performed. Were there any near-misses or incidents that revealed a coverage gap? Use those lessons to adjust coverage for next time. Experienced organizers treat insurance as an ongoing conversation, not a one-time purchase.
Balancing Safety with Fun
At the end of the day, the goal is to create a joyful, safe environment for families. Robust insurance coverage, vendor vetting, and diligent safety practices are what allow you to provide fun activities without undue worry. Many successful family festivals around the world, from Camp Bestival in the UK to community children’s festivals in Singapore, have built their reputations on not just great entertainment but also on trust and safety. Parents return year after year because they feel confident their children are in good hands.
By confirming that every inflatable, pony ride, and workshop is properly insured and safe, you protect your festival’s future. You also demonstrate professionalism to stakeholders – from city officials who grant permits to sponsors and attendees. In the rare event something does go wrong, you’ll be prepared to respond quickly and effectively, putting attendee well-being first while your insurance handles the financial side.
Empathy and communication are part of the process too. If an incident occurs, a family-friendly festival should handle it with care – prompt first aid, a reassuring word to the family, and transparency as needed. Your insurance and preparedness ensure that you can focus on the human side in the moment, rather than scrambling in panic.
Every challenge or past mistake is a learning opportunity. Perhaps a previous event taught you the hard way that you needed higher coverage for rides, or that you should have logged that minor incident that later became a claim. By sharing war stories and lessons learned (as seasoned festival producers often do), the next generation of festival organizers can avoid those pitfalls and keep the magic of family festivals alive and well.
Key Takeaways
- Verify Specialized Coverage: Ensure your insurance policy specifically covers high-risk attractions like inflatables, amusement rides, animal encounters, and any interactive kids’ activities. Don’t assume they’re included – ask and confirm.
- Vet and Insure Vendors: Only work with ride operators, petting zoos, or workshop providers who carry their own insurance. Collect Certificates of Insurance and check for adequate limits (e.g. $1M per occurrence or higher as needed) with your festival named as additional insured.
- Document Safety Checks: Perform thorough pre-opening inspections of all activities and equipment each day. Photograph critical safety setups (anchors on inflatables, locked gates, etc.) to have time-stamped proof of your precautions.
- Record Incidents Meticulously: Keep an incident log for any injury or accident, no matter how minor. Document details, witness info, and immediate response. This protects you in claims and helps identify safety improvements.
- Tailor Coverage to Your Event: Align insurance coverage with your event’s specific risks. Update your policy if you add new attractions, and be aware of exclusions. It’s worth investing in riders or extra policies to cover things like weather cancellation or uncommon activities, so you’re never caught off-guard.
- Safety First Philosophy: Ultimately, robust insurance enables you to put safety first. Never hesitate to pause or cancel a risky activity due to lack of safety – insurance can cover financial fallout, but nothing can replace a life or trust lost. Plan well, ensure coverage, and then confidently deliver the family fun knowing you’re prepared for whatever comes your way.
25th August 2025