Events, Expos & Toy Fairs: What to Know Before You Set Up Shop

(A Must-Read for Sex Toy Brands, Adult Novelty Retailers & Pleasure Product Exhibitors)

Setting up a booth at an adult novelty trade show, pleasure product expo, or sex toy fair is one of the most exciting and impactful moves you can make for your adult novelty business. These events are not just about selling products; they are about building your brand, forging powerful industry connections, and getting your innovations directly into the hands of buyers and consumers.

But as you plan your eye-catching booth and prepare your product samples, there's a critical legal and financial component that cannot be overlooked: specialized insurance.

At Essence by Ashlin Hadden Insurance, we are dedicated to helping businesses in the adult novelty space navigate these unique risks. We understand that your business is not a traditional one, and your insurance needs are just as unique. Showing up to an event without the proper protection can turn a golden opportunity into a costly liability. This guide will walk you through the essential insurance coverages, legal requirements, and best practices to ensure your event experience is not only bold and successful but also fully secure.

The Unique Risks of Exhibiting in the Adult Industry

The adult novelty industry is in a class of its own. It’s innovative, forward-thinking, and dynamic. However, this same dynamism can introduce a number of risks that a standard business insurance policy might not address. Whether you’re a purveyor of high-end vibrators, intimate apparel, BDSM gear, or sensual lubricants, your presence at a public event creates a specific set of exposures that must be managed.

• Product-Related Liability: This is the biggest risk for sexual wellness brands. What happens if a customer has an allergic reaction to a sample of your massage oil? What if a product is used improperly and causes a personal injury? Even a frivolous lawsuit can cost tens of thousands of dollars to defend. Product liability claims can arise from a design defect, a manufacturing error, or a failure to provide proper warnings or instructions. A strong adult novelty liability insurance policy is your first line of defense.

• Physical Damage and Theft: Your trade show booth is a significant asset. It includes expensive display fixtures, lighting, and technology, as well as high-value inventory. This equipment is vulnerable to theft, fire, or accidental damage during transport and while at the event. Imagine your entire stock of best-selling products being stolen overnight. Without the right coverage, you would be forced to absorb a massive financial loss.

• Third-Party Bodily Injury and Property Damage: The bustling environment of an expo presents numerous "slip-and-fall" hazards. A visitor could trip over an extension cord or a loose rug at your booth and get injured. Your team could accidentally damage the venue’s floor or a neighboring booth during setup or teardown. General liability insurance for adult novelty vendors is your first line of defense against these common claims.

• Cybersecurity Risks: In today’s world, every transaction is a potential data point. If you collect emails for a mailing list, process credit card payments, or use a lead capture app at your booth, you are handling sensitive information. A data breach or a hack could lead to severe financial and reputational damage. Cyber liability for sex toy stores is a critical, yet often overlooked, part of your event preparedness.

Key Insurance Coverages for Adult Novelty Exhibitors

To show up boldly and sell safely, you need a robust insurance plan that is tailored to your specific business and event needs. Here are the essential coverages you should have in place before your next trade show.

• General Liability Insurance: This is the foundational coverage required by almost all event venues. General liability protects your business from claims of bodily injury or property damage that occur on the premises of the event. It covers things like a customer tripping at your booth or an employee accidentally damaging venue property. Most venues require a Certificate of Insurance (COI) that lists them as an "additional insured" to ensure they are also protected under your policy.

• Product Liability Insurance: If your brand manufactures, distributes, or sells any product designed for bodily use, this coverage is non-negotiable. Product liability insurance for sexual wellness brands protects you from claims that your product caused bodily injury or property damage. This is especially crucial for products like lubricants, cleansers, or devices that come into direct contact with the body. A strong policy covers legal defense costs and any settlements or judgments, safeguarding your business from product-related lawsuits.

• Inland Marine Insurance (Booth & Inventory Protection): The term "inland marine" is a bit of a misnomer, but the coverage is essential. It protects your valuable business property—including your custom trade show booth, inventory, display materials, and electronics—while it is in transit or temporarily located at the event venue. If your products are stolen from a shipping container or your booth is damaged in a storm while on a truck, this is the insurance that covers your loss.

• Cyber Liability Insurance: While often considered optional, cyber liability insurance is a smart investment for any business that collects digital data at an event. This coverage can protect your company from the financial fallout of a data breach. It can cover the costs of customer notification, credit monitoring services, regulatory fines, and legal defense if a customer's personal data is compromised. It’s an essential part of sex toy business insurance coverage.

The Exhibitor's Pre-Show Checklist: Don't Assume You're Covered

Before you head to your next sex toy fair, follow this checklist to ensure you're fully prepared.

1. Review Your Venue Contract: Scour the exhibitor agreement for "adult product exclusions" or any clauses that might restrict your content or demonstrations. If your business is described as "risqué" or "explicit," get written clarification on what is allowed.

2. Know the Liability Limits: Many major expos require exhibitors to carry at least $1 million in general liability coverage. Confirm their specific requirements and make sure your policy meets or exceeds that limit.

3. Have Your COI Ready: Some event organizers will require your Certificate of Insurance weeks in advance. Others will ask for it on-site. Be prepared with both digital and physical copies of this crucial document.

4. Check Your Existing Policy: Don't assume your current annual business or retail insurance policy covers your trade show activities. Many standard policies have limitations on event-specific activities or temporary locations. You may need a specific event endorsement or a separate exhibitor policy.

5. Prioritize Safety: Review your booth setup for potential hazards. Secure all electrical cords, ensure lighting fixtures are stable, and use safety-approved materials. Many venues conduct their own safety inspections.

On Event Day: The Legal but Sexy To-Do List

Your booth is designed, your team is ready, and the excitement is building. Here are some behind-the-scenes steps our most successful clients always take:

• Document Everything: Take photos and videos of your booth setup, including your inventory and equipment. This visual documentation is invaluable if you ever need to file an insurance claim for theft or damage.

• Label All Giveaways: Ensure that any product samples or giveaways are clearly labeled with ingredients, use instructions, and warnings. This can be a key defense against product liability claims.

• Train Your Staff: Brief your team on your insurance policies and procedures. Remind them to never make medical claims or unapproved statements about your products' effects.

Why Choose Essence by Ashlin Hadden Insurance?

We are more than just insurance agents; we are specialists in the adult novelty and sexual wellness industry. We understand the specific needs of your business and work with carriers who don't flinch at words like "vibrator," "lube," or "BDSM furniture." Our expertise allows us to find you the most comprehensive and affordable coverage, ensuring you are protected from the unique risks of your industry.

While other agents may recommend a generic policy that leaves you vulnerable, we provide tailored solutions that address the real-world challenges you face. We know what venues demand, what contracts require, and what coverage will truly perform when a claim arises. Our goal is to provide the sex toy business insurance coverage you need to thrive.

Ready to Set Up Shop (Safely)?

Exhibiting at an expo is a powerful way to grow your brand, but it's not a risk-free venture. By securing the right insurance, you can focus on making connections and driving sales, confident in the knowledge that your business is protected.

If your current insurance agent doesn't understand your business model, it's time to work with a professional who does.

Because sexy is smart. And protection is powerful.

Let's Get You Covered

Get your sexual wellness business insured for trade shows and expos the right way. Fast, judgment-free, and fully protected.

Contact us today to get started.