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City staff explains special-event insurance requirements; nonprofits warned of higher limits for some events
Summary
City staff presented an overview of special-event insurance requirements managed by the city’s risk authority (Sedgwick), noting some events now require higher limits (up to $5 million) and that private-property events are exempt from city insurance mandates; council and local nonprofit leaders discussed cost impacts.
City staff gave a presentation explaining how special-event insurance requirements are set and applied to events on city-owned property and rights of way. The staff presentation said Oakdale participates in a joint risk pool managed by Sedgwick, which provides a risk matrix and sets insurance requirements based on event type, complexity and exposure.
Staff said typical required coverage historically included $1 million per occurrence and $2 million aggregate for many events, but that certain downtown events and large attractions that do not fit the standard matrix may now require higher limits — staff cited examples where Sedgwick required $2 million per occurrence/$4 million aggregate or higher, and indicated an ice-skating rink proposal triggered a $5 million limit because it falls outside routine categories. The presenter explained private-property events are not subject to city-mandated insurance but events on city property must list the city as additional insured and provide a certificate of insurance in advance.
Nonprofit organizers in the room and council members noted higher policy limits raise the cost of producing free community events and may require additional sponsorship or use of city budgets. The presenter said Sedgwick will provide custom assessments for unusual events and that some carriers decline to underwrite parades and bounce houses without special endorsements, which raises costs. Staff emphasized that insurance and indemnification protect the city and the public and that cities in the joint pool must follow Sedgwick’s standards to manage shared liability exposure.
The presentation was informational; no council action was taken. Council members requested staff provide the guidance publicly and warned event organizers to budget for potentially higher premiums and endorsements required by Sedgwick.
