Pourquoi le palais des congrès exige 5 M$ ?

Norme courante pour absorber une réclamation majeure dans un site loué à multiples organisateurs. Le palais est souvent ajouté comme assuré additionnel.

Mon conférencier international ne peut pas voyager — couvert ?

Avec la garantie défaillance conférencier et un motif documenté, l'assureur rembourse le cachet et les frais de remplacement.

Les exposants doivent-ils avoir leur propre assurance ?

Pratique courante : exiger une attestation RC de l'exposant 1-2 M$. Limiter votre exposition en collectant les certificats à l'avance.

Événement hybride (présentiel + virtuel) — couvert ?

La partie physique est couverte par la police standard. Pour les risques cyber et plateforme virtuelle, un avenant cyber-événement est recommandé.

Délai d'émission de la police ?

24 à 48 heures après acceptation. Pour des exigences contractuelles serrées, prévoir 30 jours pour négocier les avenants.

Un prototype volé au salon — couvert ?

Avec la garantie biens en votre garde + avenant exposant, oui. Déclarer la valeur précise du prototype à l'avance.

Sponsor nommé sur le certificat — possible ?

Oui, via assuré additionnel désigné. Attestation émise au nom du sponsor envoyée directement par le courtier.

Police annuelle multi-événements — pour qui ?

Idéale pour associations, chambres de commerce et OBNL organisant 3+ événements/an. Économie typique de 25-40 %.

2026 Quebec Convention, Conference, Trade Show Launch Insurance

Civil liability, cancellation, exhibitor equipment, sponsors and speakers: B2B event coverage suitable for congress, conference, trade fair and product launch organisers.

Free quote in 2 min

$5M

RC available up to

1000+

B2B events covered

24h

Average Emission

2 min

Online application

Why congress insurance is essential

Organizing a convention, a professional conference, a B2B trade show or a product launch in Quebec often represents an investment of more than $100,000 in convention center rental, marketing, accommodation for international speakers, audiovisual equipment and personnel. Hotels and convention centres systematically require a certificate of insurance (often $2 million to $5 million) before confirming the reservation. Beyond the rental contract, it is the financial sustainability of the event and your organization that depends on adequate coverage.

The risks are multiple: a star speaker who cancels, the breakdown of critical audiovisual equipment, the injury of a participant, theft in the exhibition hall, the technological failure of a hybrid platform, or even forced cancellation for health reasons. B2B event insurance mutualizes these risks and frees up organizers to focus on content and customer relations.

What Congress/Conference Insurance Covers

🛡️ Civil liability

Coverage for injuries to attendees or exhibitors, damage to the convention center, accidents during networking sessions.

📉 Event Cancellation

Compensation for non-recoverable expenses incurred if the event has to be cancelled for external reasons: key speaker unavailable, health emergency, disaster of the venue.

🎤 Speaker failure

Reimbursement of fees and expenses when the featured speaker cancels due to illness, accident or unforeseeable logistical problems (cancelled flight, etc.).

🖥️ Equipment Technology

Coverage of LED screens, audiovisual systems, demo stations, prototypes and rented equipment for the duration of the event.

🏪 Exhibitors Booths

Exhibitor endorsement for trade shows: RC of the booth, theft of prototypes or goods, material damage caused by an exhibitor to a neighbour.

🍷 Cocktail Liquor Service

Protection for evening networking sessions, VIP launches and awards galas with alcohol service (host RC in Quebec).

4 steps to secure your congress or conference

Describe the event

Type (congress, trade show, conference, launch), dates, location, expected attendees, exhibitors, presence of alcohol or critical demos.

Analysis of Contractual Requirements

A broker from a partner firm reviews the convention center contract and sponsor requirements to target the right structure.

Comparison of specialist insurers

Several B2B insurers are consulted. Presentation of options with coverage, exclusions, deductibles and premium.

Issuance distribution of certificates

Main certificate for the convention center + certificates for sponsors, associated hotels and technology partners.

💡

Pro Tip

For organizations that hold multiple events per year (professional associations, chambers of commerce, learned societies), evaluate an annual multi-event policy rather than one-off policies. The typical savings are 25-40% and coverage automatically expands with each new event reported.

Congress, conference, trade show, launch: which coverage for which format?

Recommended Civil Liability	Format	Priority Coverage
Professional Convention	$2 million to $5 millionRC	+ speaker failure + cancellation
Exhibitor Show $	2 million to $5 millionRC	+ exhibitor endorsement + equipment + flight
RC$2M	Single Conference	+ Audio-Visual Equipment + Cocktail
Product Launch	$2 million to $5 millionRC	+ prototype/demo + cancellation + media
Exhibition (art, cars, antiques)	$2M to RC$5M	+ Exhibits + Theft + Transportation

⚠️ Common mistake: believing that business insurance is enough

Many organizers assume that their company’s annual business policy automatically covers their convention. This is usually not the case : standard commercial warranties often exclude large-scale events, temporarily leased sites, or the failure of an external provider. Ask your broker to explicitly review the event before signing the convention centre contract.

How much does convention insurance cost in Quebec?

The bonuses are indicative and depend on the format, duration, number of participants, exhibitors, value of the rented equipment and the chosen RC limits. For reference: a one-day conference for 100-200 participants can be insured starting at $225 to $500; a 2-3 day convention with 500-1,000 delegates typically ranges from $700 to $2,500; a large B2B show with 100+ exhibitors and 5,000+ visitors can exceed $5,000 to $12,000. The exact premium is determined by the insurer after analysis of the complete file.

Convention coverage throughout Quebec

Our partner firms provide conventions and conferences in all regions, with a reinforced presence near the main palaces and convention centres: Palais des congrès de Montréal, Québec City Convention Centre, Sherbrooke Convention Centre, Trois-Rivières Convention Centre, Lévis Convention Centre, as well as hotels and event centres in Gatineau, Laval, Saguenay and Mont-Tremblant. Whether you’re organizing a summit in Montreal or a regional symposium in the Gaspé Peninsula, the coverage is tailored.

Frequently asked questions — Convention conference insurance

The convention centre is asking for $5 million — why so high?

This has become the norm for grand palaces. The convention center rents to multiple organizers simultaneously and requires sufficient coverage to absorb a major claim (fire, structural fall, serious injury). The broker often negotiates the inclusion of the palace as an “additional insured”.

My international speaker can’t travel — covered?

With the Speaker Default cover and a documented reason (flight cancellation, illness, unforeseen visa refusal), the insurer reimburses the fee paid and the reasonable costs of hiring a replacement. Keep the original contract and ticket invoices.

Do exhibitors need to have their own insurance?

Common practice: The organizer requires each exhibitor to provide their own certificate of liability insurance (often $1 million to $2 million) prior to the event. This limits your exposure. Add the requirement in the exhibitor contract and collect the certificates in advance.

My event is hybrid (in-person + virtual) — covered?

The physical part is covered by the standard event policy. For cyber risks and the failure of the virtual platform, a cyber event endorsement or a separate cyber policy is recommended, especially if you are transmitting personal data of participants.

Delay between the request and the issuance of the policy?

On average 24 to 48 hours after acceptance of the submission. For an event with tight contractual requirements (major sponsor, convention center), ideally allow 30 days to negotiate the amendments and have the certificates validated by all parties.

My prototype presented at the show is stolen — covered?

With the property warranty in your custody + the exhibitor endorsement, yes — but declare the precise value of the prototype in advance. Goods of exceptional value (high-tech, works of art) often require a specific declaration and a higher deductible.

The sponsor asks to be named on the certificate — possible?

Yes, this is a common request. Addition of a “Named Additional Insured” to the contract, attestation issued in the name of the sponsor. The broker handles the addition and sends the certificate directly to your sponsor.

Multi-event annual policy — for whom?

Ideal for associations, chambers of commerce, learned societies or NPOs organizing 3+ events per year. One policy covers all reported events. Typical savings of 25-40% vs. unit policies + administrative simplicity.