Basic insurance and licensing info for event organisers (GB 11.09)

• Basic insurance info for event organisers
• There are many different kinds of insurance and most specific or general activities have dedicated policies available
• Always shop around for the best policy or provider, both financially and in terms of meeting your requirements
• Ensure your provider is registered with an appropriate professional association
• Always check the terms of your policy. If you are not clear about anything discuss this with your provider. If you are concerned that some of your existing or future activities may not be covered discuss this with your provider

• Employers Liability Insurance
• This insurance covers the employer against claims made by employees in the event of injury or accident caused to the employee by work or made worse by the work situation
• It is a legal requirement under the Employers’ Liability (Compulsory Insurance) Act 1969
• A copy of the insurance certificate must be displayed at the place of work
• You do not need Employers Liability Insurance for freelancers or independent contractors that work for you (but, be careful because if these people are 'effectively' employees they will be able to make a claim against you)
• If you work with volunteers you will need to check that they are covered by the policy in order to be protected from potential claims
• Your insurer cannot refuse to pay up purely because you have not provided reasonable protection for your employees against injury or disease
• However, if your insurer believes that you have failed to meet your legal responsibilities for the Health and Safety of your employees and that this has led to the claim, the policy may enable the insurer to sue you to reclaim the cost of the compensation

• Public Liability Insurance
• Public Liability Insurance covers employers for claims made against them by members of the public or other businesses, but not for claims by employees
• It covers claims arising from the negligence of some person acting under the authority of the organisation e.g. an owner, director, employee or volunteer
• Again, you need to check that volunteers are covered by the policy If you are running any special events or activities you will need to check that these are covered
• Although Public Liability Insurance covers acts of negligence on the organisation's part which cause harm to the public, acts of gross or disproportionate negligence may not be covered
• Providing you take reasonable actions and precautions under Health and Safety Law your Public Liability Insurance will cover you
• Contractors and self employed people hired for any work with your organisation should have their own public liability insurance
• Any other organisations attending or supplying services for any events you organise should have their own public liability insurance

• Motor insurance
• Any vehicles should be covered by the appropriate Motor Insurance
• Where employees or volunteers use their own vehicles for work purposes it should be ensured that they are covered for this activity under their own Motor Insurance (ask for 'business use')

• Equipment insurance
• Equipment Insurance covers equipment (either belonging to the organisation or hired equipment) in a variety of situations, for example fire, theft or vandalism

• Bad weather or cancellation insurance
• Bad Weather or Cancellation Insurance covers the organisation, or a particular event, for loss of money due to cancellation of an event or activity, or otherwise due to bad weather

• Basic licensing info for event organisers
• The Licensing Act 2003 came into force on 24 November 2005
• The Act established a single integrated scheme for licensing premises, which are used for the supply of alcohol, to provide regulated entertainment or to provide late night refreshment
• These activities are now covered by a single premises license issued by the ‘licensing authority’ which is usually the Local Authority
• If the event activity involves 'regulated entertainment' and is not covered by exceptions to the Act, it will need to be covered by it's own or by the venue holder's Premises License (or a Temporary Event Notice if under 500 people are expected at the event)
• Your Local Authority Licensing department should be contacted for advice
• Local Authorities are being encouraged to take out a single premises licenses for areas of public land frequently used for events

• Regulated entertainment' includes the following, where performed for the benefit of entertaining an audience:
• A performance of a play
• An exhibition of a film
• An indoor sporting event
• A boxing or wrestling entertainment
• A performance of live music
• Any playing of recorded music
• A performance of dance
• Regulated entertainment also includes the provision of 'entertainment facilities' for:
• Making music
• Dancing
• Entertainment of a similar description
• The entertainment or entertainment facilities must be provided for the public (but private members clubs are also covered)
• The entertainment or entertainment facilities must be provided for a profit
• If an event is not open to the public and attendees are not charged (or charged only to meet costs) and neither alcohol or late night refreshment is supplied then the provisions of the act will probably not apply

• Exceptions to the Act include:
• Purposes incidental to religious services or meetings or at places of public religious worship
• Morris dancing or any dancing of a similar nature, or a performance of unamplified live music as an integral part of such dancing
• Incidental music – the performance of live music or the playing of recorded music if it is incidental to some other activity which is not itself regulated entertainment
• Garden fetes or events of a similar nature if not being held for the purposes of private gain
• Film exhibitions for the purposes of advertisement, information, education, etc. or where the film is part of an exhibit at a museum or art gallery
• Use of television or radio receivers under the Broadcasting Act 1990 (however, showing pre-recorded entertainment would require a licence)
• Where the provision of takes places on moving vehicles
• None of these exceptions are allowed if alcohol is to be supplied, or late night refreshment provided
• Village, community and church halls require a licence for the provision of regulated entertainment where applicable but there is an exemption from having to pay the fee associated with that provision unless the licence also authorises the use of the premises for the supply of alcohol or the provision of late night refreshment.

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