Holiday events bring energy, new guests, and added revenue to an inn. They also bring changes that can be easy to dismiss. A tent goes up for one night. Vendors arrive with equipment. Common spaces become more crowded than usual.
The challenge is not the holiday itself. It is making sure every temporary change has been properly planned for.
Raise a Glass, Raise the Stakes
Alcohol is often part of a holiday celebration, but it can also introduce exposures that may not exist during normal operations. As the event unfolds, guest behavior can change, increasing the chances of accidents, property damage, guest disputes, or altercations.
For innkeepers, preparation starts long before the first drink is served. Understanding where alcohol will be available, who is responsible for service, and how potential issues will be handled can help reduce exposure before guests arrive.
Know who Your Vendors Bring to the Property
Caterers, bartenders, musicians, decorators, rental companies, and other vendors can keep an event moving. Their work also brings equipment, vehicles, employees, and processes you do not control.
Confirm responsibilities in writing before anyone arrives. Make sure you review:
Event details: Setup and removal times, access points, food handling, alcohol service, power needs, cleanup, and emergency procedures.
Insurance and responsibilities: Current proof of insurance when appropriate and agreements that spell out who is responsible for specific activities.
Do not assume a familiar vendor has every detail covered. A simple pre-event check can reveal a subcontractor, delivery method, or piece of equipment that was never part of the original conversation.
Crowded Spaces Need Clear Paths
Your inn can feel a lot more crowded during a holiday event than it does on a typical weekend. More people mean heavier traffic through entrances, hallways, stairs, restrooms, parking areas, and shared spaces.
Before guests arrive, set a realistic attendance limit that includes vendors and staff. Check that exits will remain clear, plan separate service paths where possible, and decide who will monitor high-traffic areas.
Temporary Setups Create the Biggest Blind Spot
A one-night setup can change familiar spaces in ways your regular plans do not address. Tents can block sightlines, extra tables can narrow exits, extension cords can cross walkways, and portable heaters can sit too close to guests or decor. These additions may be temporary, but the exposure they create is real.
Put every new feature on a floor plan, then:
- Trace how guests, staff, and vendors will move around it.
- Complete a second walkthrough after installation.
- Check lighting, secure equipment, test electrical connections, and confirm emergency routes remain open.
If the setup changes how the property functions, your plan needs to change with it.
Protect the Celebration Before it Starts With CBIZ
Connect with a CBIZ advisor to review your holiday plans, so temporary changes do not leave lasting consequences for your inn.
Frequently Asked Questions
It depends on how alcohol will be provided, whether it will be sold, and who will serve it. Do not assume your current policy automatically covers every alcohol-related incident. Review the event details with your insurance advisor before making final arrangements.
Don’t assume your usual coverage accounts for everything you add for an event. Ask your advisor to review alcohol service, rented equipment, temporary structures, and any new use of your property against your policy before guests arrive. Coverage depends on the policy’s terms, limits, and exclusions.
Coverage depends on your policy and the setup involved. Tents, portable heaters, temporary bars, added lighting, and rented equipment can change the exposure at your property. Share those plans with your insurance advisor before installation so you can identify coverage questions or requirements early.
This blog may contain scenarios that are provided as examples only. Coverage is subject to the terms, conditions and exclusions of the policy issued. The information provided is general in nature and may be affected by changes in law or the interpretation of such laws. The reader is advised to contact a professional prior to taking any action based upon this information.
