What we carry, and what you still need to carry
Written for a risk or legal function rather than for a brochure. It states what cover exists, where it stops, and what your organisation remains responsible for — because a supplier who implies they cover everything has not thought about it.
What is held
- Public liability held by the contracting entity, with a stated limit and a certificate supplied at contract stage rather than on request.
- Operator-level cover. The DMC delivering on the ground holds its own public liability and, where applicable, passenger liability. Named in your quote, with certificates.
- Venue and supplier cover. Verified as part of contracting. Any third party on the ground is named in the quote and their cover is checked before they are engaged.
- Vehicle and vessel cover where transport or marine operations form part of the programme, including statutory passenger liability.
- Licences. Operating licences for the DMC, and vessel classification where a marine element is involved, supplied in the same pack.
Safety and insurance documentation names the actual operating entity. It has to — a document that concealed it would be worthless to your risk function, and any duty-of-care review would find it in an afternoon. Our single-point accountability is contractual, not a claim that no other company is involved.
Where our liability stops
- Delegate personal travel insurance. Your organisation's responsibility, always. Our cover is for the operation, not for individual medical repatriation, personal effects or trip cancellation.
- Pre-existing medical conditions not disclosed to us before travel. Disclosure is confidential and it is the difference between a manageable incident and a serious one.
- Delegate behaviour, including alcohol-related incidents. We manage it professionally on site; we do not indemnify it.
- Suppliers you contract directly. Your own AV or production company is coordinated by us and insured by you.
- Acts of authority and natural events. Port closure, airport shutdown, permit withdrawal, typhoon. We carry the contingency and the rebooking. The underlying financial loss is what event cancellation insurance exists for.
- Changes made on site against written advice. Documented at the time, and the documentation is in your post-event report.
Safety standards on the ground
| Element | Standard |
|---|---|
| Guides | 1 per 28 guests |
| Coordinator | 1 per group; 1 per vessel where marine operations apply |
| Facilitator | 1 per 25 for scored activity, plus scorers above 60 |
| Medic | On site from 100 participants |
| Water activity | Dedicated safety boat; mandatory life jackets regardless of swimming ability |
| Suspension authority | The on-site coordinator, on conditions rather than on schedule |
| Emergency plan | Written per programme, with hospital routing and named contacts |
| Incident reporting | Written within 24 hours, in a format your risk function can accept |
What your risk function should ask any supplier
- Which legal entity signs, and which entity operates? If those differ, ask how liability flows between them and get the answer in writing.
- May we see the public liability certificate, with the limit? A number and a document, not a reassurance.
- Who holds the licence for the ground operation? And is it current.
- What is the emergency plan for this specific programme? Hospital routing, named contacts, evacuation route. A generic policy document is not an answer.
- What is the incident reporting commitment? Time, format, and to whom.
- What happens if a subcontractor fails? Who resolves it and who carries the cost.
- What is excluded? A supplier who cannot answer this quickly has not read their own cover.
These questions work on any supplier, including us. Our answers go into the procurement pack without your having to ask for them individually.
Questions clients ask most
Do you require delegates to have travel insurance?
We require your organisation to confirm delegates are covered. We do not verify individual policies, and we will not proceed with high-risk activity elements without that confirmation.
What happens in a medical emergency?
The coordinator activates the written emergency plan for that programme — hospital routing, named contacts, and your nominated emergency contact informed. A written report follows within 24 hours.
Can our insurer contact you directly?
Yes, and we would rather they did before the programme than after an incident. We supply whatever documentation an underwriter asks for.
Do you carry professional indemnity?
Yes, at the contracting entity level, with the certificate in the procurement pack alongside public liability.
Where to go next
Four fields and you can send
Send the outline and you get a free feasibility reply within eight working hours — whether your dates hold at that headcount, what constrains them, and an indicative price range. No payment and no commitment at this stage.