An event puts a lot of people in a space that was not built for them, for one day, run by people who mostly do something else. Public liability is what answers when somebody is hurt or something is damaged, and the question that causes the most confusion is whose policy responds: the organiser's, the venue's, or the individual trader's. Usually the answer is all three, for different things.
Three policies, three jobs
The venue insures the building and its own staff. The organiser insures the running of the event: the layout, the stewarding, the programme and the decisions taken. Each trader, caterer, performer and contractor insures their own activity, which is why organisers collect certificates. A trader without cover is not covered by the organiser's policy, and an organiser who assumed otherwise finds out at the claim.
The limits that get named
Two million pounds is common for small community events and five million is the usual requirement for public events, markets and anything on local authority land, with ten million appearing for larger or higher risk events. Councils, parks departments and landowners state the figure in the hire agreement, and many require their own interest to be noted on the certificate.
What changes the rating
Attendance numbers, whether the event is ticketed, alcohol, inflatables and fairground equipment, animals, fireworks, water, road closures and whether the public can access work areas. Inflatables and fairground rides are the two that most often need naming specifically. The Health and Safety Executive publishes event safety guidance covering crowd management and the planning an organiser is expected to do, and that planning is what a claim is defended with.
Cancellation is a different policy
Public liability answers for harm to people and property. It does not answer for an event that could not happen: weather, a venue failure, a headline act pulling out or a road closure. Event cancellation cover is separate, is priced on the budget at risk, and has to be arranged early enough to be useful, which usually means before the deposits are paid rather than the week before.
Questions people ask about public liability insurance for events
Who needs public liability for an event?
The organiser for the running of it, and every trader, caterer, performer and contractor for their own activity. The venue's policy covers the venue, not the event, and an organiser's policy does not cover an uninsured trader.
What limit do councils ask for?
Two million pounds is common for small community events and five million for public events, markets and local authority land, with ten million for larger or higher risk events. The hire agreement names it.
Are bouncy castles and fairground rides covered?
Usually only where named. Inflatables and fairground equipment are rated separately and are excluded on many standard event wordings unless declared, along with the inspection regime the operator is expected to follow.
Does it cover the event being cancelled?
No. Public liability answers for injury and damage. Cancellation for weather, venue failure or a withdrawn act is event cancellation cover, which is separate and needs arranging before the money is committed.