Category: Events

13:53:06 BST • 1 September 2025

*Disclaimer – This blog has been created as general information and should not be taken as advice. Make sure you have the correct level of insurance for your requirements and always review policy documentation. Information is factually accurate at the time of publishing but may have become out of date.

Last updated by

Chris Trotman

Holding a pop-up event: a useful guide

By Mandy Czyz

21 August 2025

•

7 mins read

Contributors

Mandy Czyz

Mandy has been with Starpeak Insurance Solutions since 2018, starting in sales in the consumer department and mov...

Pop-up events have become one of the most exciting trends in the UK event and retail scene. From temporary shops to brand activations, these one-off experiences are a powerful way to connect with customers, test new products, and create buzz. In this guide, we’ll explore what pop-up events are, where they’re most popular, what’s involved in organising them, and the essential equipment you’ll need.

Whether you’re a small business looking to test the market or a brand seeking a unique marketing strategy, understanding how to hold a pop-up event is crucial.

What is a pop-up event?

A pop-up event is a temporary, short-term experience designed to engage customers in a creative and memorable way. Unlike traditional retail or long-term setups, pop-up events appear for a limited period, ranging from a few hours to several weeks.

Examples include:

Pop-up shops selling exclusive products.
Food and beverage stalls at festivals or shopping centres.
Brand activations with interactive experiences.
Exhibitions or art showcases.

The benefits of pop-up events are considerable. They allow businesses to:

Increase brand exposure without the cost of permanent premises.
Test new products or markets.
Generate excitement and media coverage.
Build direct customer engagement and loyalty.

By creating a sense of urgency and exclusivity, pop-up events can turn ordinary marketing into a memorable experience that resonates long after the event ends.

Popular locations for pop-up events in the UK

Location is one of the most important factors in the success of a pop-up event. The right setting can boost visibility, attract your target audience, and create the right atmosphere for your brand. Pop-ups are typically found in a variety of high-footfall spaces, each offering unique advantages:

Shopping centres – With a steady flow of shoppers already in the mood to browse and buy, shopping centres are ideal for retail pop-ups looking to drive sales. Their central locations also make them highly accessible.
High streets – As the traditional hub of shopping and social activity, high streets provide exposure to a wide demographic and help brands integrate into the local community.
Department stores – Hosting a pop-up within an established store offers instant credibility and access to a loyal customer base, making them perfect for luxury or niche products.
Universities and campuses – With a concentrated audience of young, trend-conscious consumers, campuses are great for tech, fashion, and food pop-ups targeting Gen Z.
Sports grounds and arenas – These venues attract passionate crowds and are ideal for brand activations tied to events, merchandise, or fan experiences.
Markets and cultural districts – Often associated with creativity and discovery, these areas work well for artisan products, food brands, and experiential concepts.

Choosing the right type of location ensures your pop-up aligns with customer expectations, maximises footfall, and strengthens brand perception.

How to hold a pop-up event

Planning a pop-up event involves careful preparation, from budgeting to marketing. Here’s a step-by-step guide:

Step 1: Define your objectives

Start by understanding why you are holding the pop-up event. Objectives may include:

Boosting brand awareness
Launching a new product
Testing a market in a new city
Generating direct sales

Step 2: Budget and permits

Budgeting is critical to a successful pop-up. Consider:

Venue rental costs
Equipment and decor
Staffing and logistics
Marketing and promotion

For detailed guidance on planning your costs, see our guide on Budgeting and event organising costs.

If your pop-up involves selling alcohol or food, you may also need a Temporary Events Notice. Learn more about the requirements here: Temporary Events Notice.

Step 3: Choose the Right Location

Consider foot traffic, accessibility, and your target audience. For example, a high-end brand may perform better in an affluent urban area, while a casual pop-up food stall might thrive in a busy market or festival.

Step 4: Design your pop-up stand

Your pop-up stand is the centrepiece of your event. Ensure it reflects your brand identity, is easy to navigate, and creates an engaging experience for visitors. Key elements include:

Signage and banner
Product displays and shelving
Interactive areas or photo opportunities

Step 5: Staffing and logistics

Having the right staff is vital. Friendly, knowledgeable team members enhance the customer experience and encourage sales. Logistics considerations include:

Deliveries and storage.
Power and lighting.
Health and safety compliance.

Step 6: Marketing and promotion

A well-promoted pop-up event drives traffic and builds excitement. Use a mix of online and offline marketing strategies:

Social media campaigns
Event platforms like Eventbrite
Email newsletters and influencer partnerships
Flyers and posters in local areas

Equipment for pop-up events

Having the right equipment ensures your pop-up event runs smoothly and leaves a lasting impression. Essential items include:

Pop-up tents or booths – quick to assemble and provide shelter
Display tables and shelving – showcase products effectively
Signage and banners – communicate your brand and promotions
Portable lighting – enhances visibility, especially for indoor or evening events
Card readers or mobile payment systems – essential for smooth transactions
Seating or lounge areas – encourage visitors to stay longer

Optional equipment can include: AV setups, portable heating or cooling units, and branded merchandise or giveaways.

Marketing your pop-up event

Marketing is crucial to a successful pop-up event. A strong campaign drives awareness, builds anticipation, and encourages attendance. Consider these strategies:

Online marketing

Social media campaigns across Instagram, Facebook, and TikTok.
Event listings on platforms like Eventbrite or Meetup.
Influencer collaborations to tap into established audiences.

Offline marketing

Flyers and posters in nearby high-traffic areas.
Partnerships with local businesses to cross-promote.
Word-of-mouth campaigns via loyal customers.

Creating FOMO (fear of missing out)

Limited-time offers, exclusive product launches, or interactive experiences make your event feel special and urgent, increasing attendance and engagement.

Tips for a successful pop-up event

To maximise your event’s impact:

Create memorable experiences – incorporate interactive or unique elements that visitors will talk about.
Track performance – monitor sales, social media engagement, and foot traffic to understand what works.
Be flexible – adapt quickly to customer feedback or unexpected challenges.
Focus on branding – consistent visuals and messaging strengthen your brand identity.

Even small adjustments can dramatically improve visitor experience and overall success.

To round up…

Pop-up events are a dynamic and cost-effective way to connect with your audience, showcase products, and build brand awareness. By understanding what a pop-up event is, choosing the right location, planning logistics carefully, using the appropriate equipment, and promoting it effectively, you can create a memorable experience that leaves a lasting impression.

For further guidance on organising and budgeting your temporary events, check out our resources on Budgeting Event Organising Costs and Temporary Events Notices.

With careful planning and creativity, your next pop-up event can be a standout success in the competitive UK market.

Secure Event Insurance for your pop-up event

Planning a pop-up event involves many moving parts, from choosing the right location to arranging equipment and marketing. Alongside these preparations, securing the right insurance is essential to protect your business and ensure your event runs smoothly.

At Protectivity, we provide specialist one off and multi-event insurance designed specifically for pop-up events and other temporary one-off events. Our policies include public liability cover up to £10 million, giving you peace of mind in case of accidents or damage during your event. Standard cover also includes protection for your event equipment and money.

For added security, you can customise your policy with optional extras such as event cancellation insurance or employers’ liability cover, depending on your event’s specific needs.

Getting insured is straightforward – you can learn more about our pop-up event insurance options and request a quote quickly online, helping you focus on creating a successful and memorable event.

Get Event Insurance from Protectivity

16:29:10 BST • 18 August 2025

Last updated by

Mandy Czyz

Event Budgeting – Tips for Event Organisers

19 June 2025

•

8 mins read

Contributors

My main focus is managing the blog and product content for the Protectivity website ensuring everything aligns wi...

For small to mid-scale event organisers, getting the budget right isn’t just about balancing the books – it’s what makes the event possible. A well-managed budget can mean the difference between breaking even, turning a profit, or being left out of pocket. It can also be the key to impressing stakeholders and unlocking future opportunities.

Whether you’re planning a local festival, a networking evening, or a community fundraiser, your costs can vary massively depending on the venue, timing, and scale. That’s why having a clear, flexible budget from the start is essential.

This guide is packed with practical, real-world tips to help you take control of your event finances, so you can focus on delivering a brilliant experience without the stress of financial surprises.

Why a budget is essential for event planning

A well-planned budget acts as your event’s financial blueprint. It tells you what you can afford, where to spend your money, and how to avoid surprises.

Essentially it helps you with these fundamental points:

Make informed decisions
Maintain transparency with stakeholders
Avoid overspending
Measure the event’s success against financial goals
Budgeting isn’t about cutting corners; it’s about spending smarter.

Setting financial goals for your event

Clear goals and objectives are key to running a successful event. While your aims might include creating memorable experiences, raising awareness, or generating positive feedback, there’s almost always a financial driver involved too. Before you touch a spreadsheet, you’ll want to ask yourself:

What’s the purpose of this event financially?
Do you want to break even?
Turn a profit?
Raise money for a cause?
Just cover costs?

Being clear about your financial goal from the get-go will influence your pricing strategy, revenue model, and overall budget structure.

How to start creating an event budget

Review past events

If you’ve run similar events before, your best starting point is historical data. Look back at previous budgets, invoices, and actual spend vs. projected spend. Where did you overspend? What did you underestimate? This insight will help you create a more accurate forecast.

If you’re new to organising events, don’t worry. Reach out to others in your network who have experience and ask if they’d be willing to share examples or tips. Industry forums, Facebook groups, and LinkedIn can also be great sources for connecting with fellow organisers. Even high-level figures can help you start setting realistic expectations.

Define your event scope

Before you can budget properly, you need to be clear on the overall vision for your event. Ask yourself:

What type of event are you organising?
Is it in-person, virtual, or hybrid?
What’s the expected number of attendees?
Will it take place over one day or multiple days?
Where will it be held – and are there location-specific costs?

Having a defined scope means you’re not budgeting for the unknown. It brings focus and ensures your budget is tailored to your specific event plan, rather than a generic template.

Choose a budgeting tool

There’s no right or wrong tool – the best one is the one you’ll actually use and keep updated. Common choices include:

Excel or Google Sheets – Flexible and customisable, great if you’re confident with formulas and want full control.
Budgeting templates – Many event platforms like Eventbrite, Monday.com, or Asana offer downloadable templates designed for event planning.

Make sure your chosen tool allows you to clearly track expenses, update costs as quotes come in, and compare estimated vs. actual spend in real-time.

The 7 steps to good budgeting:

To summarise simply – follow these seven essential steps:

Set clear objectives
Identify income sources
List all expenses
Estimate those costs realistically
Build the full budget
Monitor spending as you go
Review and adjust throughout the process

Key components of an event budget

While the scale and style of your event will affect specific costs, there are some core components that nearly every event will need to budget for. Including these essentials from the start will help ensure nothing important gets overlooked:

Venue hire: Often your biggest cost. Get several quotes.
Catering: Don’t forget dietary requirements and staff meals.
Entertainment/Speakers: Fees, rider requests, travel.
Marketing & Promotion: Paid ads, flyers, social media.
Staffing: Security, event staff, volunteers (expenses, T-shirts, food).
Equipment & Tech: AV, lighting, staging.
Insurance & Permits: Public liability insurance, alcohol licensing.
Travel & Accommodation: For guests, speakers, or team members.
Miscellaneous: Always include a catch-all line item.
Contingency Fund: Budget 5–15% extra for the unexpected (last-minute kit hire, weather-related changes, etc.)

Always get 2–3 quotes for major suppliers to compare value and build negotiating power.

How to estimate costs accurately

Accurate cost estimation is one of the most important steps in building a realistic and reliable event budget. Without it, you risk underfunding key elements or being blindsided by unexpected expenses.

Regional differences, market fluctuations, and supplier availability can all affect pricing, so it pays to do your homework. With thorough research, early outreach, and a cautious approach, you’ll set yourself up for fewer surprises and smoother planning.

Avoid unpleasant surprises:

Use real data from previous events where possible.
Request provisional quotes early from venues and suppliers.
Research current UK market rates. For example, marquee hire in London might be double what it is in Yorkshire.
Build in a buffer for inflation and late changes.
Being too optimistic is one of the most common budgeting mistakes.

Revenue sources for events

When building your budget, it’s just as important to plan where your money will come from as it is to track where it’s going. Identifying reliable revenue streams early on can help you shape your event strategy, set realistic ticket prices, and decide how much you can spend in each area.

In the UK, there are several common ways events generate income, depending on the type, size, and audience of your event, such as:

Ticket sales
Sponsorship deals
Grant funding (especially for community or arts events)
Vendor fees (food trucks, merch stalls)
Merchandise or raffle sales
Bar or refreshment income (if licensed)

These might include direct sales, external funding, or on-the-day income. You may rely on just one of these sources or combine several to hit your financial goals.

A golden rule of budgeting: always underestimate your income and overestimate your expenses. This gives you breathing room and reduces the risk of falling short.

Applying the 50/30/20 budgeting rule to events

If you like working with a clear formula, the 50/30/20 rule – originally used for personal finance – can be a handy framework to adapt for event planning:

50% Essentials: Venue, staffing, security, catering

30% Enhancements: Decor, entertainment, optional experiences

20% Safety Net: Contingency fund, last-minute costs, deposits

It’s a useful way to prioritise spending and keep the budget balanced.

Common mistakes to avoid in event budgeting

Even with the best intentions, it’s easy to slip up when managing an event budget, especially if you’re juggling multiple priorities or working to tight deadlines. Being aware of common pitfalls can help you stay in control and avoid costly oversights. Steer clear of these frequent mistakes:

Underestimating costs (especially setup and teardown)
Forgetting contingency funds
Relying on unconfirmed revenue (e.g. sponsors who haven’t signed contracts)
Not tracking spend against your budget during the event cycle
Ignoring post-event reviews
Skipping quotes or supplier comparisons
Budgeting is a living process – treat it as such.

A few extra tips for event organisers

Always factor in VAT where applicable – it’s an easy one to miss and can significantly affect your totals.
Using international suppliers? Be sure to account for exchange rate fluctuations, especially if paying in a foreign currency.
Check local council requirements early on to avoid last-minute delays or unexpected licence fees.
Don’t forget final-stage costs such as signage, delivery fees, or on-the-day printing, they often slip through the cracks but can add up quickly.

Creating a solid event budget isn’t just about being organised – it’s about protecting your event and your reputation. The more you plan, the fewer surprises you’ll face. And remember: a good budget is flexible, regularly reviewed, and always aligned with your goals.

Secure specialist event insurance with Protectivity

As part of your risk management and contingency budget you’ll want to include event insurance costs. No matter how much you plan you’ll want to protect your event financially, in case things go wrong.

At Protectivity, we offer specialist one-off event insurance tailored specifically for temporary events or multi event cover. Our policies include public liability cover up to £10 million, as well as cover for event equipment and event money as standard.

To give your event even greater protection, you can also add optional extras such as event cancellation insurance and employers’ liability cover, depending on your needs.

You can learn more about our event insurance options and request a quote easily online today.

Get Event Insurance from Protectivity

Last updated by

12:11:35 BST • 17 June 2025

How to Handle Last-Minute Changes in Event Planning

By Chris Trotman

11 June 2025

•

9 mins read

Contributors

Chris Trotman

Chris has been with Starpeak Insurance Solutions for 3 years. Before starting with the company, Chris was involve...

Event planning is all about precision; timelines, logistics, guest lists, and programming must all fall into place. But even the most detailed plan can unravel at the last minute. Whether it’s a speaker cancelling an hour before showtime, a venue falling through, or unpredictable weather, surprises are part of the job.

So, what do you do when plans change last-minute?

This guide offers realistic advice and proven event management tips to help planners tackle last-minute changes confidently. From proactive planning to crisis communication, we’ll walk you through what works and why.

Expect the unexpected

The first step to managing change is accepting it. No matter how experienced you are or how solid your plan seems, something will likely shift. Last-minute changes don’t always mean failure, they just require fast thinking and flexibility.

Consider these common scenarios:

A keynote speaker pulls out due to illness

AV equipment stops working an hour before the show

A weather warning forces your outdoor event inside

Guest attendance suddenly doubles – or halves

Each situation requires a calm, proactive mindset and a set of event change tips that keep your goals intact.

Use the 5 C’s of event planning as your compass

When faced with a sudden change, it’s easy to feel overwhelmed. That’s where the 5 C’s of event planning come in, not just as a framework for organising an event, but as a reliable guide when you’re forced to pivot under pressure.

These five pillars – Concept, Coordination, Control, Culmination, and Closeout – can help you assess the situation holistically and take the right next steps with clarity.

Concept

Revisit the original purpose and theme of your event. Has the last-minute change altered the core goal or tone?

For example, if your keynote speaker cancels and they were central to the event’s branding or message, you may need to adjust your schedule, replace them with someone equally aligned with the theme, or restructure the session entirely. This is the time to reaffirm your “why” and ensure that all changes still support it.

Coordination

A change, no matter how small, ripples across your entire event plans. From suppliers and venues to sponsors and staff, everyone needs to be re-coordinated.

Start with a quick internal meeting or group message to inform your team. Then, reach out to your vendors or partners with any new schedules, logistical shifts, or updated deliverables. Keep communication tight and clear.

Control

This is about staying calm under pressure and knowing where your backups are. Good control comes from strong systems: contingency plans, documented processes, and tools that allow for quick execution.

If something breaks or shifts, refer to your pre-event checklists and “Plan B” strategies. Whether it’s activating a second location, sourcing a last-minute supplier, or updating signage in real time, this is where your groundwork pays off.

Culmination

This refers to the live execution of the event, what your attendees will actually experience. It’s where all planning comes together, and where even minor disruptions can have a big impact if not handled with care.

Ask yourself how the change will affect:

Guest arrivals

Flow of sessions

Catering or accessibility

The overall atmosphere

Make attendee-facing updates as seamless as possible. If you need to change a room, revise signage. If a session runs late, brief your MC or host to manage transitions with ease.

Closeout

Finally, once the event ends, it’s essential to debrief and learn. Closeout isn’t just about packing up, it’s about evaluation.

Document what happened: what went wrong, how you responded, what worked well, and what didn’t. Use this insight to improve your contingency plans for the future and inform your post-event report or client debrief.

Have a contingency plan – not just a “Plan B”

A solid contingency strategy is more than a backup, it’s a system. You can’t predict every hiccup, but you can prepare for the categories of chaos most likely to strike.

Here’s what to consider in advance:

Vendor no-shows: Identify at least one alternate supplier for catering, AV, and transportation

Weather: Always have a rain plan or indoor backup for outdoor events

Speaker cancellations: Prepare a standby speaker or panel format that can adapt quickly

Tech issues: Store presentations on multiple devices and in the cloud

Staffing gaps: Cross-train your team to step into different roles if someone’s unavailable

This foresight won’t eliminate stress, but it can reduce panic and keep you ahead of the curve.

Communication is key

When plans change suddenly, communication becomes your most powerful tool. It’s not just about speed, clarity and tone matter just as much.

Here’s how to handle communication during a change:

Start with your team: They need to know first and clearly understand their new responsibilities.

Loop in vendors and partners: Let them know how changes affect them and what’s expected next.

Update your attendees: Keep it simple and positive. Whether via signage, push notifications, email, or an event app, tell them what’s changed, why, and what to do.

🔊 Example: “Due to weather conditions, the networking lunch will now take place in the West Hall at 1:00 PM. All signage and staff have been updated to help you find your way.”

This kind of calm, controlled messaging builds trust and keeps confusion to a minimum.

Prioritise the right problems

When everything starts shifting at once, don’t try to fix everything immediately. Instead, triage your to-do list by priority.

Focus on:

Critical issues that will impact attendee safety, the overall experience, or the event timeline

Important items that could disrupt flow if not handled quickly

Minor problems that can be adjusted on-site without much notice

Use this moment to empower your team. Delegate fast and clearly, don’t carry it all on your own.

Tap into your network

One of the most underrated event management tips is to maintain strong relationships with your suppliers, freelancers, and peers. When disaster strikes, your contacts are your lifeline.

If a vendor cancels or a piece of equipment breaks down, someone in your circle likely knows a fast solution. Maintain a list of trusted industry contacts who can help in a pinch, ideally sorted by service and location.

Top Tip: Reach out post-event to thank anyone who helped at the last minute. Gratitude keeps your network strong.

Keep the attendee experience at the centre

Ultimately, attendees may not notice every little thing that went off-script, but they will notice how the event made them feel. Even if you had to shift everything around behind the scenes, guests will walk away remembering whether it was smooth, enjoyable, and well-executed.

When making any last-minute adjustments, ask yourself:

Does this change enhance or detract from the attendee experience?

Is the messaging aligned with the event’s tone?

Have we made it easy for guests to adapt?

When in doubt, simplify. Don’t over-explain or apologise too much, just provide clear directions and keep energy high.

After the event: debrief and document

Once the event wraps, take time to analyse what happened. This is where your event cancellation advice and change-management learnings become gold for future planning.

Ask yourself:

What triggered the last-minute change?

Was the response fast and effective?

What should we build into our plan next time?

Create a Last-Minute Response Playbook based on this experience. Include:

A contact list of backup vendors

Drafted communication templates

Notes on what worked and what didn’t

This living document can grow with each event and become your go-to for handling the next challenge.

Event cancellation advice: prepare for the worst, hope for the best

While many last-minute issues can be worked around, some situations may lead to full or partial event cancellations. Whether due to extreme weather, safety concerns, or unavoidable logistical breakdowns, cancellation is sometimes the best or only option.

That’s why event cancellation planning should be part of every planner’s toolkit. Knowing how to respond in these high-stress moments is key to protecting your reputation, your team, and your attendees.

Here’s how to approach it:

Have a clear cancellation policy in place before your event, and communicate it to vendors, sponsors, and ticket holders.

Include cancellation clauses in contracts so everyone understands their obligations and coverage in case of disruption.

Stay transparent in your communication with attendees. If cancellation becomes necessary, inform them clearly, promptly, and with empathy.

Use technology to manage updates, refunds, or rescheduling – and always be prepared to offer alternatives when possible.

Most importantly, protect yourself with the right insurance. For reliable coverage tailored to your event’s needs, explore Protectivity’s Event Cancellation Insurance. It’s designed to reduce financial risk and give you peace of mind when facing the unexpected.

Overall…

So, how do you handle unexpected challenges or last-minute changes in tasks? With preparation, clear communication, and a calm mindset. The best event planners don’t eliminate surprises, they handle them with skill and confidence.

If you’re ever asked, “How do you accommodate last-minute changes?”, you now have a comprehensive strategy – and more importantly, the mindset – to answer with confidence.

Remember, a flawless event isn’t one where nothing changes. It’s one where no one notices when it does.

Protect Your event with Insurance from Protectivity

Even the most experienced event organisers know that not everything goes to plan. Unexpected issues, like severe weather, supplier no-shows, or last-minute cancellations, can disrupt even the most carefully organised events. That’s why having the right insurance is essential.

At Protectivity, we offer flexible event insurance options tailored to events of all sizes. Our policies offer Public Liability, Employer’s Liability, Event Cancellation, Equipment Protection, and more, helping you safeguard your finances and protect your attendees.

Whether you’re planning a small gathering or a large-scale celebration, our competitively priced policies give you peace of mind when it matters most.

Explore our event insurance options today and prepare for the unexpected with confidence.

Get Event Insurance from Protectivity

14:16:54 BST • 29 May 2025

Last updated by

Chris Trotman

When do you need a Temporary Events Notice?

6 June 2025

•

7 mins read

Contributors

My main focus is managing the blog and product content for the Protectivity website ensuring everything aligns wi...

Get one-off event insurance from Protectivity

Planning a small or mid-sized event in the UK, whether it’s a community music night, a food fair, or a pop-up bar, might seem simple on the surface. But without the right paperwork, even the best-intentioned events can quickly run into serious legal and reputational issues.

Local events can also be contentious. Not everyone will support them, and concerns over noise, disruption, or environmental impact can quickly turn into formal objections. In some cases, events may even attract unwanted press attention. For example, Brockwell Park recently made headlines after a local pressure group objected to the volume and scale of events being held there. Publicity like this can have a lasting impact on an organiser’s reputation and may affect your chances of securing permissions in the future.

That’s why it’s essential not only to follow the correct procedures, but also to build trust and support within the community. Securing a Temporary Events Notice (TEN) is a critical part of that process.

So, to help you prepare for your event we’ll explain what a TEN is, why it’s legally required, how to apply for one, and – crucially – how to keep the community on your side to avoid objections that could stop your event altogether.

What is a Temporary Events Notice (TEN)?

A Temporary Event Notice is a legal requirement in England and Wales for events involving:

The sale of alcohol
Provision of entertainment (e.g. music, dancing, films)
Late night refreshments (hot food or drink between 11pm–5am)

It applies if your event is:

Fewer than 500 people at any one time (including staff)
Lasting no more than 168 hours (7 days)

It gives you temporary permission to carry out licensable activities without a full premises licence.

How do you get a TEN?

To apply, you must:

Contact your local council – most have online TEN application forms
Find your local council through the Temporary events notice government information.
Apply at least 10 working days before your event (not including the day of application or event day)
Pay a small fee (usually £21)
Provide details including:
- Date, time, location
- Nature of activities
- Contact information

You can apply for up to 5 TENs per year as an individual, or 50 if you’re a personal licence holder.

Councils can reject or object to TENs, especially if there are concerns around safety, noise, or disruption.

How to work with local councils?

Your local council is more than just the place where you submit your Temporary Event Notice (TEN) — they are a key partner in ensuring your event is safe, legal, and well-managed.

What is a council’s role in local events?

Local councils are responsible for licensing and regulating temporary events. Their duties include:

Processing TEN applications
Consulting with the police and Environmental Health to flag any risks
Assessing event impact on safety, noise, and the local area
Deciding whether to allow, object to, or issue a counter-notice for a TEN
Coordinating with other departments, such as parks, highways, or community engagement teams

In short, they act as a gatekeeper to protect public interest while enabling vibrant, safe local events.

What are councils most concerned about?

When reviewing your TEN, councils (alongside the police and Environmental Health) look at whether your event might undermine the four licensing objectives under the Licensing Act 2003:

Public Safety – Is the venue safe and suitable? Are crowd numbers manageable?
Prevention of Crime and Disorder – Is there a plan for alcohol sales, security, or anti-social behaviour?
Prevention of Public Nuisance – Will there be noise, litter, or traffic disruption affecting residents?
Protection of Children from Harm – Are there age-restricted activities? How will underage access be managed?

Events that fail to address these areas risk having their TEN objected to or revoked.

Tips for working effectively with your council

Engage early: Don’t leave it to the 10-day minimum. Contact your licensing team as early as possible.
Be thorough: Provide clear and accurate information in your TEN — vague or missing details raise red flags.
Pre-empt concerns: If your event includes amplified music, alcohol, or large crowds, submit a basic risk plan or noise management strategy even if not required.
Be open to feedback: Councils may suggest adjustments (e.g. time limits or noise controls) to help get your event over the line.
Keep a record: Save copies of communications, confirmations, and any agreed changes.

Some councils run Safety Advisory Groups (SAGs) for larger or repeat events. If invited to a SAG, treat it as a collaborative opportunity—not a barrier.

Why TENs matter – Legally and locally

Failing to obtain a TEN can lead to:

Fines or prosecution
Immediate shutdown by local authorities
Long-term damage to your reputation as an organiser

But even with a TEN, your event could still face challenges, particularly if residents, the environmental health department or the police object.

Whilst residents can’t object directly, they can contact their local councillor or even the press and with enough backing they can stop an event taking place. That’s where community engagement comes in.

Tackling objections before they arise

Many objections to local events come from a place of not knowing or not being asked. Here’s how to avoid common pitfalls.

Common resident concerns:

Noise (especially in the evenings)
Disruption of public spaces
Traffic and access restrictions
Environmental impact (litter, damage to green spaces)
Feeling excluded from planning

How to head off complaints:

Communicate early and clearly: Drop letters through doors or post on community forums well in advance.

Be transparent: Share event times, sound levels, clean-up plans.

Invite feedback: Offer a way for locals to raise concerns ahead of time.

Make a named contact available: A specific person to answer questions or take complaints.

The benefits of getting it right

With a properly issued TEN and community buy-in, your event can bring huge value to your local area.

Community Benefits:

Boosts to local businesses
Jobs and volunteering opportunities
A platform for local performers and creatives
Fundraising for local causes
Enhanced community pride and connection

How to Promote the Positives:

Share impact stories from past events
Highlight local vendors, artists, or partners
Offer free tickets or early access to local residents
Publicise your event’s contributions post-event (e.g., clean-up efforts, money raised)

Even if an event has legal clearance, failing to engage the community can backfire. A TEN is your licence to operate – but community trust is your licence to return.

Secure One-Off Event Insurance from Protectivity

Following the correct procedures is essential when planning any event. By now, you should have a clearer understanding of how to obtain a Temporary Events Notice (TEN) – a key step in ensuring your event is legally compliant. In addition to securing a TEN, you’ll also need to provide proof of appropriate event insurance to the local authorities to proceed.

At Protectivity, we offer specialist one-off event insurance tailored specifically for temporary events. Our policies include public liability cover up to £10 million, as well as cover for event equipment and event money as standard.

To give your event even greater protection, you can also add optional extras such as event cancellation insurance and employers’ liability cover, depending on your needs.

You can learn more about our event insurance options and request a quote easily online today.

Get One-Off Insurance from Protectivity

Last updated by

11:25:09 BST • 6 June 2025

A checklist for musicians performing at events

26 November 2024

•

9 mins read

Contributors

My main focus is managing the blog and product content for the Protectivity website ensuring everything aligns wi...

Get musicians insurance from Protectivity

Performing at an event is an exciting milestone for any musician, whether you’re a solo artist or part of a band. But beyond the thrill of being on stage, there are a lot of practical details to consider to make sure everything goes smoothly. If you’re new to performing at events, you might find yourself asking questions like: How should I budget for my gig? What should I know about safety at the venue? How do I transport my equipment without damaging it? Or even, Do I need special insurance for my performance?

These are all important questions and answering them can help you feel confident and prepared when the big day arrives. From understanding the layout of the venue to making sure you have the right insurance, planning ahead is key to a smooth, successful show. This guide will walk you through all the essential things to consider — covering safety, cost-saving tips, equipment logistics, and more — so you can focus on what matters most: giving an unforgettable performance.

Preparing for a safe and successful performance

One of the first things to think about is safety — for yourself, your bandmates, and the audience. Preparing well also sets you up for a better performance, helping you feel organised and focused.

Assessing the venue
Before your performance, take time to understand the venue. If you can, visit it in advance or ask for a floor plan. Find out where the stage is, check the load-in areas, and see if there are any potential hazards, like exposed cables or slippery floors. Knowing the space will help you prepare and feel comfortable on the day.

Checking sound and lighting equipment
Make sure the sound and lighting equipment at the venue meets your needs. Check with the event organiser or sound engineer to confirm what’s provided and whether you’ll need to bring any extras. Also, confirm that all equipment is safe and reliable. Faulty equipment can be both a hazard and a headache during your performance.

Communicating with event organisers
Building a good rapport with the event organiser is key. Confirm important details, like your arrival time, set duration, and any requirements you have. Discuss contingency plans too – if there’s a power cut or equipment fails, you’ll want to know the backup options. Clear communication helps everyone stay on the same page and ensures fewer surprises.

Financial planning and budgeting for the event

Performing at events can quickly add up in costs, especially if you’re travelling. Planning your budget in advance will help you avoid unexpected expenses.

Creating a budget for your performance
List out every potential expense: transport, accommodation (if needed), equipment hire, food, and any other essentials. Think about adding a small contingency fund for emergencies, like last-minute equipment rental or repairs.

Exploring cost-saving options
Saving money can be as simple as carpooling with bandmates or renting equipment locally instead of transporting it. If you’re travelling as a group, look into group accommodation rates or try staying with friends or family if you can. Every little saving helps keep more of your gig fee in your pocket.

Negotiating payment terms
Don’t forget to discuss payment terms with the event organiser. Will you be paid upfront, or is it a split payment with some after the show? Also, check if any travel expenses are covered. Knowing exactly when and how much you’ll be paid will help you plan around it and avoid misunderstandings.

Planning for equipment transportation and setup

Transporting your gear safely and getting it set up efficiently is crucial to any performance. A smooth setup allows you to focus on the music, not logistics.

Choosing the right mode of transportation
Consider hiring a van or car with enough space for your instruments, amps, and other equipment. This may be a more cost-effective option than driving multiple vehicles. Make sure you can safely secure all your gear to avoid damage during transport.

Packing and labelling gear efficiently
Use padded cases for all instruments, and label everything clearly with your name and contact information. This makes unpacking and setting up easier and helps if any of your gear gets misplaced.

Arriving early to set up
Arriving at least an hour early gives you time to set up, do a sound check, and resolve any technical issues before the audience arrives. This extra time can be a lifesaver if you’re dealing with unfamiliar equipment or a tricky venue layout.

Ensuring health and safety during the event

Performing can be physically demanding, and it’s easy to overlook your own health and safety in the excitement of a gig. A few small steps can make a big difference.

Protecting your hearing and voice
Long gigs and rehearsals can take a toll on your hearing and voice. Consider using earplugs to protect your hearing and keep your volume levels manageable during practice. For vocalists, warming up and staying hydrated will help you avoid strain.

Being aware of crowd safety
Keep an eye on the crowd and be mindful of anything that could cause an accident. If your setup includes cables on the floor, make sure they’re covered to prevent trips. Also, don’t be afraid to call for security or ask for help if the crowd is getting rowdy. Crowd safety is a shared responsibility between you and the event organiser.

Navigating contracts and legal considerations

Contracts might sound daunting, but they’re there to protect both you and the event organiser. Understanding them will help prevent any issues that could affect your performance.

Reviewing contractual obligations
Read through your contract carefully. Make sure you understand your obligations, such as how long your set is, what time you need to be there, and what’s included in your payment. It’s best to clear up any uncertainties in advance rather than leaving it to chance on the day.

Understanding venue and event rules
Each venue has its own rules, from noise limits to load-in times. Some places have strict policies around alcohol, fire safety, or even what gear you can bring. Knowing these rules helps you avoid issues that could impact your performance.

Planning for cancellations or rescheduling
It’s a good idea to agree on what happens if the event is cancelled or rescheduled. Make sure there’s a clause in your contract outlining what happens in case of bad weather, illness, or other unforeseen events. This helps protect your time and income.

Common challenges faced by musicians at events

Even with careful planning, performing at events comes with its own set of challenges. Being aware of these can help you prepare, adapt, and stay calm if things don’t go perfectly.

Technical difficulties
One of the most common issues is equipment failure, from malfunctioning amps to microphones cutting out mid-performance. To minimise this, always do a thorough sound check and, if possible, bring backup cables, batteries, and adapters. Having a quick fix kit can be a lifesaver for small, fixable issues.

Poor sound quality
Every venue has its unique acoustics, which can sometimes make your music sound quite different from rehearsal. If there’s a sound engineer, work with them to get the best balance. If not, try experimenting with speaker placement and volume settings during the sound check to find the best mix for the space.

Time constraints and schedule changes
Schedules at events can change unexpectedly, and you may find yourself with less time than planned. Be prepared to adjust your setlist if needed, focusing on your strongest songs to make an impact in a shorter set. Flexibility is key when dealing with time changes or delays.

Weather and outdoor conditions
For outdoor events, weather can be a real challenge, especially if conditions are unpredictable. Be prepared with waterproof covers for your equipment and have a plan for managing heat or cold if the event goes on regardless. If there’s any chance of rain, confirm with the organiser whether there will be a covered stage.

Distractions and disruptions
Event settings can come with unexpected distractions, from loud crowd chatter to nearby activities that draw attention away from your performance. Staying focused and keeping your energy up helps maintain the audience’s interest. If disruptions persist, consider addressing the audience briefly to bring their focus back.

Protecting yourself with the right performance insurance

Insurance might not be the most exciting part of performing, but it’s essential for peace of mind. The right coverage will protect you and your gear if anything goes wrong.

Public liability insurance
This covers you if a member of the audience or another person is injured or their property is damaged during your performance. Some venues even require this as a condition for performers, so it’s a good idea to look into it.

Equipment insurance
Your instruments and gear are valuable and transporting them increases the risk of damage or loss. Equipment insurance helps cover the cost of repairs or replacements if anything is damaged, lost, or stolen during an event.

Performance cancellation insurance
Sometimes things happen that make it impossible for you to perform, like illness or an unforeseen family emergency. Performance cancellation insurance can help protect you financially if you’re forced to cancel a gig.

Health and accident insurance
Performing involves some physical risks, so having health and accident insurance is a good safety net. It provides coverage for medical expenses if you get injured or have a health issue before or during the event.

Get Musicians Insurance for Events from Protectivity

Musicians Insurance from Protectivity can help provide essential protection, covering potential claims and losses. You can focus on delivering a memorable performance knowing that you’re covered, without the worry of severe financial repercussions.

Our cover is ideal for those performing at one-off events and can be adapted for a wide range of event types. You will find public liability cover included as well as equipment cover and essential extras, such as event cancellation, can be added depending on your requirements.

Find out more when you get a quote online.

Get Musicians Insurance from Protectivity

Last updated by

14:44:42 GMT • 27 November 2024

How can event organisers manage crowds safely at Christmas events?

21 November 2024

•

9 mins read

Contributors

My main focus is managing the blog and product content for the Protectivity website ensuring everything aligns wi...

Attending a Christmas event is must-do on many people’s festive calendars. As a result, a successful event will often attract large crowds looking to get in on the magic. As an event organiser, whether you’re running Christmas light switch-ons or winter wonderlands, you want to create an enjoyable experience for everyone, but with crowds come risks.

Managing crowds safely should be a top priority to ensure everyone has a safe and fun time. Whether you’re planning a small Christmas market, a carol concert, or a local winter fair, understanding how to assess dangers, mitigate risks, and involve key stakeholders is crucial to the success of your event.

Let’s explore some practical tips for crowd safety at Christmas events, from assessing potential hazards to creating emergency plans.

Assessing the risk

The first step in managing crowds safely is to assess the specific risks associated with your event. Christmas events, especially smaller ones, might not seem high-risk, but there are plenty of hazards to consider.

Understanding your event’s specific risks

Take a good look at the nature of your event. Is it a market with stalls, a festive parade, or a performance? Each type of event brings its own risks. For example, markets might deal with narrow aisles that can become overcrowded, while a parade could cause excitement that leads to crowd surges.

Analysing the venue and surrounding areas

Consider the layout of the venue. Are there clear entrance and exit points? Are there any narrow spaces where crowds might bottleneck? Ensure pathways are wide enough to allow smooth movement, especially if there are attractions or popular stalls that could draw large crowds. You’ll also need to think about the potential impact of winter weather – ice and snow can make movement difficult, and wet floors can lead to slips and falls.

Crowd management for safe movement

Once you’ve assessed the risks, you need a solid plan for managing the movement of people throughout the event. Proper crowd management ensures that attendees can move freely and safely without causing congestion.

Setting capacity limits

It’s essential to understand the capacity of your venue and adhere to it. Overcrowding can quickly lead to dangerous situations, especially if there is an emergency. Set a limit on the number of attendees and consider using pre-registration or ticketing systems to keep track of numbers.

Designing pathways for safe movement

Create clear pathways that direct people to and from key areas. Use signs, barriers, and staff to manage the flow of people and reduce the chances of bottlenecks. For larger events, you may want to consider one-way systems to avoid cross-traffic in crowded areas.

Staffing and volunteers: ensuring effective on-site support

Your team plays a crucial role in managing crowd safety. Both paid staff and volunteers need to be properly trained to handle the specific demands of your event.

Hiring and training crowd management personnel

Security personnel should be well-versed in crowd management techniques, including how to respond to emergencies, control crowd surges, and enforce entry limits. Ensure they understand the layout of the event and where the potential high-risk areas are.

Volunteers and their role in crowd management

Volunteers can be invaluable at smaller Christmas events. Train them to assist with tasks like managing queues, guiding attendees to exits, and offering help in case of minor injuries. They should also know how to contact emergency services if needed.

Managing emergencies and contingency planning

While we hope nothing goes wrong, it’s vital to be prepared for the unexpected. A well-thought-out emergency plan could make all the difference in how quickly and effectively you can respond to an incident.

Creating an emergency response plan

Your emergency plan should include detailed procedures for evacuations, crowd control, and communication. Make sure exits are clearly marked and easily accessible. Work with local authorities to develop a plan that takes into account the nature of the event and any site-specific risks.

Communication with attendees

In the event of an emergency, it’s critical that you can quickly communicate with attendees. Announcements, digital screens, or mobile alerts are all useful tools. Make sure your staff are also equipped with radios or mobile devices to stay in touch.

First aid and medical support

Having medical support on-site is key, especially for events that draw larger crowds or take place over several hours. Ensure that first aid stations are clearly signposted and that medical personnel are trained to deal with common crowd-related injuries.

Collaborating with key stakeholders

A successful Christmas event relies on more than just good organisation – it involves collaboration with various stakeholders who can help ensure the safety of everyone attending.

Working with local authorities and emergency services

It’s essential to liaise with local authorities, including the police, fire brigade, and ambulance services. This helps ensure that you’re compliant with safety regulations and have the necessary permits. Emergency services can also help you refine your safety plans and be on hand in case of an incident.

Engaging stallholders and performers in safety planning

Sellers and performers should be included in your safety briefings. Make sure they understand the layout of the venue, know where emergency exits are, and are aware of safety protocols such as fire hazards, particularly if they’re handling equipment like lights or cooking appliances.

Weather considerations and seasonal challenges

Christmas events are often held outdoors, and winter weather can add a new layer of risk. Make sure you’re prepared for the challenges that the season brings.

Planning for winter weather conditions

Ice, snow, and rain can make your event far more dangerous if not managed properly. Ensure that pathways are de-iced and well-lit. Provide covered areas where people can take shelter from the cold and consider how weather could impact any equipment you’re using, such as sound systems or lights.

Lighting and decorations: safety first

Christmas decorations add to the festive atmosphere, but they can also pose a hazard. Make sure that all electrical decorations are set up safely, with no exposed wires, and that they are checked regularly throughout the event. Avoid placing decorations in areas where they could obstruct movement or create a trip hazard.

Managing queues and reducing wait times

Queues are inevitable at busy Christmas events, but they don’t have to be a headache. Properly managing queues can reduce frustration and ensure crowd safety.

Ticketing systems and pre-registration

Consider using ticketing or pre-registration systems to limit the number of people entering at any one time. This can help you spread attendance throughout the day, reducing the risk of overcrowding at peak times.

Queue management techniques

Use barriers to guide attendees into orderly lines and ensure that queues don’t block key pathways. If possible, create separate waiting areas or stagger entry times to reduce long wait times.

Ensuring inclusivity and accessibility

Your Christmas event should be accessible and enjoyable for everyone, including those with disabilities or specific needs.

Accessibility for people with disabilities
Make sure your event is fully accessible, with ramps, accessible toilets, and clear pathways for wheelchairs. It’s also helpful to have staff available who can assist anyone who needs additional help.

Providing safe spaces for families and vulnerable groups
Create family-friendly zones or quiet areas where parents with young children or elderly attendees can take a break. This can help avoid accidents in busier areas and create a more inclusive atmosphere for all attendees.

Mitigating crowd-related risks: practical solutions

To ensure the smooth running of your event, it’s essential to be proactive about managing specific crowd-related risks.

Security checks and screening

Implement bag checks or security screening at entry points, but make sure these processes are efficient to avoid long queues. Consider how these security measures will impact crowd flow and adjust accordingly.

Preventing overcrowding in high-risk areas

Some areas of your event are likely to draw larger crowds, such as stages, food stalls, or attractions. Use barriers or temporary fencing to create separate zones and assign staff to manage these high-traffic areas to prevent crowd surges.

Having event insurance

However carefully you plan there is always a risk of unexpected incidents disrupting your event. Preparing for these eventualities is a necessary step. As well as contingency planning, having insurance can help protect you if an attendee should get injured as a result of the event, for example, or secure equipment if it is damaged or stolen.

Post-event review and continuous improvement

After the event is over, take the time to review how everything went and where improvements can be made for the future.

Reviewing the event’s safety performance

Gather feedback from staff, volunteers, and security personnel to identify any safety issues that arose. Did the crowd flow as expected? Were there any unexpected bottlenecks or incidents? Use this information to improve your planning for future events.

Gathering feedback from stakeholders

Reach out to sellers, performers, and attendees to get their perspective on how the event went. Their feedback could provide valuable insights into areas for improvement, particularly around crowd management and safety.

Managing crowds at Christmas events can be challenging, but with the right preparation, you can ensure a safe and enjoyable experience for everyone. By assessing potential risks, implementing strong crowd management strategies, and collaborating with key stakeholders, your festive event can go off without a hitch. Remember, safety comes first, and a well-organised event is the best gift you can give to your attendees.

Get Events Insurance from Protectivity

The events industry is fraught with potential issues, and things can go wrong. Mishaps and unforeseen problems can lead to expensive bills, affecting both the event’s profitability and your earnings as an event planner. As a Christmas event organiser incorporating risk assessments and contingency plans into your planning process is essential, and having the right insurance is a crucial part of this strategy.

Protectivity offers a range of event insurance policies tailored to the scale and scope of your events. Our policies include public liability coverage up to £10 million, event equipment cover, and event money cover as standard.

To further safeguard your events, you can opt for additional coverage such as event cancellation insurance and employers’ liability insurance, depending on your specific needs.

Learn more about our event policies and request a quote online today.

Get Event Insurance from Protectivity

Last updated by

14:44:15 GMT • 27 November 2024

London Christmas events calendar 2024

6 November 2024

•

9 mins read

Contributors

My main focus is managing the blog and product content for the Protectivity website ensuring everything aligns wi...

For Christmas events, London is the best place to be. The city transforms, with winter wonderland pop-ups, Christmas markets and the air buzzing with festive energy. Whether you’re planning a holiday trip or looking for inspiration for your own Christmas events, London’s Christmas calendar is packed with enchanting activities, from iconic displays to secret pop-up experiences.

So, before you wander around the city this Christmas, we’ll walk you through the best Christmas events in London for 2024, including light switch-ons, secret festive shows, and even free events. Let’s jump into Christmas in the capital!

Famous Christmas events in London

London does Christmas in style, with some of the most famous festive attractions in the world. These are the landmarks that truly shine during the holiday season:

Winter Wonderland at Hyde Park

21^st Nov 2024 – 5^th Jan 2025

This is arguably the crown jewel of London’s Christmas attractions. Running from mid-November to early January, Winter Wonderland is the perfect family day out, complete with carnival rides, ice skating, and endless Christmas market stalls. For event organisers, this massive attraction is a source of inspiration on how to create large-scale festive experiences that appeal to a wide audience.

Christmas at Kew Gardens

13^th Nov 2024 – 5^th Jan 2025

If you’re looking for something a bit more serene, the annual Christmas at Kew Gardens event is must-see. Picture this: winding pathways lit by glowing installations, a tunnel of lights, and festive food stalls to warm you up. Kew Gardens offers a more intimate, magical experience, ideal for those wanting a quieter, yet equally festive evening.

Best Christmas markets in London

There’s nothing like wandering through a Christmas market with a mulled wine in hand, discovering one-of-a-kind gifts. Here are London’s best Christmas markets for 2024:

Southbank Centre Winter Market

1^st Nov – 26^th Dec 2024

Located along the Thames, the Southbank Winter market offers a vibrant mix of craft stalls, gourmet street food, and festive bars. The riverside setting, combined with the market’s cosy chalets, makes it an atmospheric festive experience. It’s an excellent example of how to combine location and event design to create a memorable seasonal event.

Leicester Square Christmas Market

6^th Nov 2024 – 5^th Jan 2025

Right in the heart of the West End, Leicester Square’s market is small but full of charm. Expect traditional wooden stalls selling handmade crafts and gifts, alongside festive food and drink. There’s also a pop-up cabaret tent hosting Christmas shows, which could inspire organisers to add performance elements to their own markets.

Top Christmas pantomimes in London

It wouldn’t be a British Christmas without a good old-fashioned pantomime! These festive theatre shows are perfect for families, full of slapstick comedy, colourful costumes, and audience participation. If you’re looking for a fun, light-hearted Christmas show, these are some of the best Christmas pantomimes to see.

Robin Hood at the London Palladium

7^th Dec 2024 – 12^th Jan 2025

The London Palladium is famous for hosting one of the most extravagant pantomimes. Expect celebrity appearances, dazzling sets, and all the classic pantomime humour. It’s a perfect example of how to combine entertainment with festive spirit.

Dick Whittington at Hackney Empire

23^rd Nov 2024 – 5^th Jan 2025

Hackney Empire’s pantomime is a beloved annual tradition, known for its high energy and community feel. This year’s performance of Dick Whittington promises magical moments and plenty of laughs for all ages.

Beauty and the Beast at Richmond Theatre

7^th Dec 2024 – 5^th Jan 2025

For a family-friendly panto, Beauty and the Beast at Richmond Theatre is a surefire hit. It features all the classic elements of a pantomime, with plenty of singing, dancing, and the obligatory ‘he’s behind you!’ moments.

Pantomimes offer a great example of how to engage an audience interactively, so whether you’re organising a family event or a Christmas party, consider adding these light-hearted entertainment elements.

Secret Christmas events to look out for

If you’re looking for something a bit off the beaten track, London has plenty of hidden gems to discover. Secret Christmas events are often more intimate and exclusive, making them perfect for those seeking unique experiences.

Pop-up Winter Rooftop Bars

Keep an eye out for pop-up rooftop bars like Queen of Hoxton. These venues transform into winter wonderlands with heated igloos, fire pits, and festive cocktails. For event organisers, the combination of location and atmosphere shows how important setting the scene can be for a memorable Christmas event.

Secret Cinema Christmas Edition

For something truly immersive, Secret Cinema offers a one-of-a-kind Christmas edition. You can watch a classic Christmas movie in a setting that replicates the film’s atmosphere, with actors and interactive experiences to bring the story to life.

Christmas light switch-ons in London 2024

No London Christmas is complete without the famous light displays. The switch-on events are a highlight of the festive calendar, featuring celebrity guests, performances, and, of course, the stunning lights themselves.

Oxford Street

5^th Nov 2024

Carnaby Street

7^th Nov 2024

Covent Garden

12^th Nov 2024

Kew Gardens

13^th Nov 2024

Free Christmas events in London

You don’t have to spend a fortune to enjoy Christmas in London. Here are some of the best free events and activities to look out for this year.

Christmas markets

Many of London’s Christmas markets are free to enter, and even if you’re not buying, wandering around with a mulled wine or hot chocolate in hand is a festive experience.

Christmas light trails

London’s famous streets like Carnaby Street and Seven Dials are known for their quirky and creative Christmas lights, which you can enjoy for free as you stroll through the city.

Christmas carol services

Many churches across London, including St. Paul’s Cathedral, host free carol services during the festive season. These events are steeped in tradition and offer a peaceful moment to reflect on the true spirit of Christmas.

Christmas parties in London

London is the ultimate destination for festive Christmas parties, offering everything from glitzy corporate events to cosy get-togethers with friends.

If you’re tasked with organising a Christmas party or simply looking for the best spots to celebrate the season, here are some of the top Christmas party venues and events in London for 2024:

Christmas Party Cruises on the Thames

For a party with a view, hosting a Christmas party on a Thames riverboat cruise adds an extra special touch. Several operators offer festive packages that include dinner, drinks, live entertainment, and a cruise past London’s iconic landmarks. Whether it’s a private hire for a corporate event or a group booking on a public cruise, this is a unique way to celebrate the season while taking in the city’s Christmas lights.

Alpine themed pop-up

Fancy a Fondue or find out what’s Raclette at Winter Pop-Ups on the South Bank or Somerset House. Try a taste of the mountains with melted cheese and more melted cheese on the menu.

The Natural History Museum’s Hintze Hall

Want to throw a party with a dinosaur? The Hintze Hall at the Natural History Museum, with its grand architecture and iconic blue whale skeleton, is an extraordinary location for a Christmas party. It offers grandeur with a touch of whimsy and is perfect for large-scale festive events. The museum’s in-house events team provides catering and entertainment options, making it easy to host a seamless event.

Bounce Christmas Party

If you’re after something a little more playful, Bounce, the ping pong bar in Farringdon and Old Street, is an ideal choice. They offer festive packages that include endless rounds of ping pong, DJs, festive cocktails, and themed party platters. It’s a casual, fun atmosphere perfect for groups who want to celebrate in a lively, interactive setting.

London offers a vast array of Christmas party options, from elegant and sophisticated venues to quirky and playful experiences. Whether you’re organising a corporate event or a social gathering, London’s party scene is brimming with inspiration and ideas to help make your Christmas celebrations truly memorable.

Other tips to know about Christmas in London

Where is the most Christmassy place in London?

Covent Garden is often regarded as the most Christmassy place in London. With its beautiful decorations, huge Christmas tree, and lively market atmosphere, it truly feels like a winter wonderland.

Is London still decorated for Christmas in January?

Yes, London’s Christmas decorations typically stay up until early January, with most displays lasting until the twelfth night (5th or 6th January). This gives you extra time to enjoy the festive lights even after New Year’s celebrations.

What is the most beautiful Christmas street in London?

Carnaby Street is known for its bold and creative Christmas light displays, offering something different each year. It’s a strong contender for the most beautiful Christmas street, with themes ranging from vibrant rainbows to whimsical designs.

London during Christmas is nothing short of magical. Whether you’re looking for world-famous attractions or hidden festive gems, the city has something for everyone.

For event organisers, London offers plenty of inspiration, from massive markets to intimate pop-ups and dazzling light displays. So, grab your coat, sip on some mulled wine, and dive into the festive fun of London’s Christmas events for 2024.

Get Event Insurance with Protectivity

For event organisers, Christmas brings a variety of events and with this a number of risks and considerations when bringing them together.

To further safeguard your events, you can opt for additional coverage such as event cancellation insurance and employers’ liability insurance, depending on your specific needs.

For specialist Christmas events, we also offer a Christmas lights insurance policy to cover light switch-on events or festive light displays.

Learn more about our event policies and request a quote online today.

Get Event Insurance from Protectivity

Last updated by

13:43:21 GMT • 26 March 2025

Event organising costs

1 August 2024

•

11 mins read

Contributors

My main focus is managing the blog and product content for the Protectivity website ensuring everything aligns wi...

Planning an event is a complex process with multiple components to consider, so understanding the costs involved is imperative to its success. Whether you’re organising a small community gathering or a medium-sized festival, budgeting plays a vital role in ensuring everything runs smoothly.

A well-thought-out budget helps you allocate resources effectively, avoid unexpected financial hiccups, and enhance the overall attendee experience. From securing the perfect venue to providing top-notch entertainment, every detail impacts both the event’s success and the satisfaction of your guests. So, let’s dive into the nitty-gritty of event planning fees and learn how to make your next event not just memorable, but also financially savvy!

Venue Costs

When planning an event, one of the most significant expenses you will encounter is the cost of the venue. The choice of venue can dramatically impact the overall budget and experience of the event. Here’s a breakdown of what to consider regarding venue costs.

Types of events

Events come in all shapes and sizes, each with its unique set of costs. For intimate social gatherings like birthday parties or small weddings, expect to spend between £500 and £5,000, covering venue hire, catering, and basic decorations.

Charity events might run from £1,000 to £10,000, with costs driven by venue hire, promotional efforts, and entertainment.

Large public events like festivals or trade shows can easily exceed £50,000, encompassing extensive permits, large-scale staging, security, and a variety of vendors. Each event type requires careful budgeting to balance quality and cost, ensuring a successful and enjoyable experience for all attendees.

Hire Costs

Flat Fee

Some venues charge a straightforward flat fee for a specific period. This fee typically covers the rental of the space and basic facilities.

Hourly Rates

Other venues may charge by the hour, which can be beneficial for shorter events. However, this can become expensive for longer durations.

Per Person

Especially common in hotels and conference centres, this model charges based on the number of attendees. It often includes additional services like catering.

Minimum Spend

Some venues require a minimum spend on food, beverages, or services, ensuring that a certain revenue is generated from the event.

Hidden Fees

Cleaning Fees

Many venues charge additional fees for post-event cleaning. This cost can vary based on the size and type of event.

Overtime Charges

If the event runs over the agreed time, venues may impose hefty overtime fees.

Service Charges

Extra costs for staff services such as setup, security, and technical support can add up quickly.

Equipment Rentals

Fees for audiovisual equipment, furniture, and other rentals are often not included in the base price.

Marketing and Promotion

Planning an event is only half the battle; the other half is getting the word out and ensuring people show up. Marketing is your friend here, but it can also be a major cost.

Print Media

Flyers and Posters

The old-school method of getting attention. Printing costs can add up, especially if you go for high-quality paper and vibrant colours. Expect to spend anywhere from £150 to £800 depending on the quantity and quality.

Newspaper Ads

Great for reaching a local audience but can be pricey. Rates vary widely, from £40 for a small local paper to several thousand pounds for a larger publication.

Digital Marketing

Flyers and Posters

The old-school method of getting attention. Printing costs can add up, especially if you go for high-quality paper and vibrant colours. Expect to spend anywhere from £150 to £800 depending on the quantity and quality.

Newspaper Ads

Great for reaching a local audience but can be pricey. Rates vary widely, from £40 for a small local paper to several thousand pounds for a larger publication.

Social Media

Targeted ads can cost as little as 70p per click. A typical campaign might run you £150 to £800 depending on reach.

Email Campaigns

Platforms like Mailchimp or Constant Contact: Costs depend on your subscriber list size. Expect to pay £8 to £240 per month.

Press Releases

A polished press release can cost from £150 to £800. It’s an investment in making sure your message is clear and impactful.

Distributing your press release to media outlets and journalists can cost between £240 and £2400, depending on the reach and prominence of the service.

Equipment and Supplies

Getting your event set up involves more than just booking a venue and marketing. You’ll need a host of equipment and supplies to make everything run smoothly and look great. Let’s break down the essentials you’ll need to budget for.

Audio and Sound

A decent PA system can range from £150 for a small setup to over £2000 for a professional-grade system. Don’t forget the cost of microphones and stands, which can add another £50 to £300.

Hiring a sound engineer to manage your audio can cost between £150 to £500 per day. It’s worth it to keep things sounding crisp and clear.

Need extra speakers for a larger venue? Budget around £100 to £400 each, depending on the quality and brand.

Staging

Renting a stage can cost from £300 for a small platform to £5000 for a large, multi-tiered stage. The price depends on the size and complexity.

Custom stage design can add another £200 to £2000, depending on how elaborate you want to get.

Don’t forget safety equipment like railings and steps, which can cost an additional £100 to £500.

Decorations

Simple decorations like balloons, banners, and tablecloths can range from £50 to £300.

Going all out with themed decorations? Budget between £300 to £3000, depending on the scale and detail.

Office Supplies

Pens, paper, clipboards, and other essentials can add up to about £50 to £200.

Printing programmes, signs, and handouts can cost anywhere from £100 to £500, depending on the volume and quality.

Other supplies like name tags, badges, and tape can add another £30 to £150.

Merchandise

Lanyards and Badges

Custom lanyards and badges can range from £1 to £5 per attendee, so budget accordingly.

Goodie Bags

If you’re providing welcome packs, including items like brochures, maps, and freebies, budget around £5 to £15 per pack.

Staffing

When it comes to pulling off a successful event, having the right team in place is just as important as choosing the perfect venue or having top-notch equipment. Let’s break down the various staffing costs you need to consider to keep everything running smoothly.

Event Planners

These folks are the brains behind the operation, ensuring every detail is covered. Hiring an experienced event planner in the UK can set you back anywhere from £500 to £3000, depending on the event’s complexity and duration. Worth every penny to keep things stress-free!

On-the-Day Staff or volunteers

Need help setting up, directing guests, or managing registration? General event staff typically cost between £10 to £15 per hour. You might need them for a full day, so budget accordingly.

Technicians

Audio Technicians

Ensuring the sound is spot on, audio technicians can cost between £150 to £400 per day. They’ll handle everything from setting up microphones to managing the PA system.

Lighting Technicians

These experts make sure your event is well-lit and visually stunning. Their services can range from £150 to £500 per day.

AV Technicians

For those who handle both audio and visual elements, expect to pay between £200 to £600 per day. They’re your go-to for any technical hiccups.

Security Personnel

Depending on the size and nature of your event, you might need professional security. Rates range from £12 to £20 per hour per guard. Peace of mind doesn’t come cheap, but it’s essential.

Clean-Up Crew

Cleaning Staff: Post-event clean-up is crucial and often overlooked. Hiring a cleaning crew can cost from £10 to £15 per hour per person. They’ll make sure you leave the venue spotless.

Catering and Hospitality

Ah, the heart of any great event – the food! Catering can make or break your event, and it’s one area where you don’t want to cut corners.

In the UK, catering costs can vary as much as the British weather. For a basic buffet, you might spend around £10 to £20 per person, but if you’re looking to impress with a three-course meal, expect to fork out £30 to £100 per head.

Don’t forget about the drinks! An open bar can quickly add up, with prices ranging from £15 to £40 per guest. And if you’re thinking about themed menus or gourmet options, well, let’s just say your budget might need a stiff upper lip. But hey, as they say, good food equals good mood, so it’s worth every penny to keep your guests well-fed and happy!

Entertainment and Activities

No event is complete without some top-notch entertainment to keep your guests engaged and buzzing with excitement. Whether it’s a keynote speaker to inspire, a band to get everyone dancing, or interactive activities to break the ice, here’s a breakdown of what to expect in terms of entertainment costs in the UK.

Hiring Entertainers and Speakers

Keynote Speakers

Bringing in a renowned speaker can set the tone for your event. Costs can range from £500 for local experts to upwards of £10,000 for high-profile names. Choose wisely – a great speaker can leave a lasting impression.

Musicians and Bands

From a solo acoustic guitarist (£200-£500) to a full band (£1000-£5000), live music adds a vibrant touch. Remember, the better known the band, the higher the cost. And if you’re thinking of a celebrity performer, be prepared to splurge!

Comedians and Entertainers

Laughter is the best medicine, and hiring a comedian can cost between £300 to £2000 depending on their fame and experience. Magicians, circus acts, and other entertainers fall into a similar price range.

Permits and Licenses

You can’t escape it…the red tape – it’s not the most exciting part of event planning, but it’s crucial to keep everything above board. In the UK, you might need various permits and licences depending on your event.

A Temporary Event Notice (TEN) for serving alcohol or hosting late-night music will set you back around £21. If you’re planning a larger event with more than 499 people, you’ll need a full premises licence, which can cost from £100 to £1900 depending on the scale and location.

Don’t forget about the music licence from PRS for Music and PPL, which can range from £50 to a few hundred pounds based on your event size and duration. It might seem like a lot of hoops to jump through, but it’s all part of making sure your event is a smashing success without any legal hiccups!

Contingency and Unexpected Costs

Let’s face it, even the best-laid plans can go awry. That’s where contingency costs come in – your financial safety net for those “just in case” moments. In the UK, it’s wise to set aside about 10-15% of your total event budget for emergencies and unexpected expenses.

Maybe the weather takes a turn and you need extra marquees, or the sound system decides to take a day off and needs a last-minute replacement. Perhaps the caterer runs out of those mini quiches everyone loves, and you need an urgent top-up.

Whatever the curveball, having a contingency fund ensures you can handle it with grace and keep your event running smoothly. So, consider this your budget’s rainy-day fund – because a little financial cushion can save a lot of stress!

Event Insurance

Event Insurance

This can protect against unforeseen incidents, property damage, personal injuries and cancellations. Costs vary based on the event size and risk factors but are essential for peace of mind.

Liability Insurance

Typically, public liability and employers’ liability are key to include in your policy. Many venues require proof of liability insurance to cover potential damages or injuries during the event. If you hire staff, it’s a legal requirement to have employers’ liability insurance.

Get Event Insurance with Protectivity

For event planners, ensuring the success of an event is always a priority. This includes staying within budget. However, the events industry is fraught with potential issues, and things can go wrong. Mishaps and unforeseen problems can lead to expensive bills, affecting both the event’s profitability and your earnings as an event planner.

Incorporating risk assessments and contingency plans into your planning process is essential, and having the right insurance is a crucial part of this strategy. Protectivity offers a range of event insurance policies tailored to the scale and scope of your events. Our policies include public liability coverage up to £10 million, event equipment cover, and event money cover as standard.

To further safeguard your events, you can opt for additional coverage such as event cancellation insurance and employers’ liability insurance, depending on your specific needs.

Learn more about our event policies and request a quote online today.

Get Event Insurance from Protectivity

Last updated by

11:52:57 BST • 5 June 2025

How much do event planners earn?

3 July 2024

•

11 mins read

Contributors

My main focus is managing the blog and product content for the Protectivity website ensuring everything aligns wi...

The event planning industry is a dynamic and exciting field, known for its creativity, meticulous attention to detail, and the sheer joy of bringing memorable experiences to life. Whether it’s coordinating a grand wedding, orchestrating a corporate conference, or managing a music festival, event planners play a crucial role in ensuring everything runs smoothly.

For aspiring event planners, understanding how much you can earn in this industry is essential for career planning and growth. Salaries can vary widely based on factors such as experience, location, and the specific type of events you specialise in. From wedding planners to corporate event coordinators, each niche offers its own unique rewards and challenges.

Here we’ll look at an overview of the financial landscape of event planning, providing you with valuable insights to help you navigate your career path in this vibrant industry.

What do event planners do?

Event planners are simply the army behind the scenes who make sure everything goes off without a hitch at all kinds of events. They wear a ton of hats. Starting with sitting down with their clients to figure out exactly what they want. Then they’re off to the races – finding the perfect spot for the event, crunching numbers to make sure everything stays on budget, and coordinating with all sorts of vendors to bring the vision to life.

They’ve got a knack for turning a blank canvas into something amazing, whether it’s designing layouts or coming up with cool themes. And let’s not forget about all the nitty-gritty stuff like managing guest lists and making sure everyone shows up where they’re supposed to.

On the big day, they’re running around like crazy, making sure every little detail is just right. It takes a special kind of person to juggle all this – someone who’s super organised, creative, detail-oriented, and great at talking to people. At the end of the day, their job is to make sure the event is a smashing success.

Types of Event Planners

Corporate Event Planners

Corporate event planners are like the Swiss Army knives of the business world. They’re the go-to people when a company needs to pull off anything from a slick product launch to a massive conference or even a team-building retreat. They’re all about making the company look good while keeping employees or clients engaged and impressed.

They’re coordinating with the execs at the top one minute, haggling with caterers the next, and then rushing off to make sure the AV setup isn’t going to crash mid-presentation. They’ve got to have their finger on the pulse of the latest trends to keep things fresh, but also know how to stick to the company’s brand and message.

Wedding Planners

Wedding planners pull together every aspect of a couple’s vision and turn it into a once in a lifetime day. From initial consultation to post-event cleanup, they’re part therapist, part designer, and part miracle worker. One day they’re taste-testing cakes and sipping champagne, the next they’re in the midst of feuding family members or hunting down the perfect shade of periwinkle for napkins.

They’ve got to be ready for anything – rain on the big day, a missing ring, or a supplier failing to show up. Wedding planners are the calm in the storm of all the emotions, making sure that when the couple walks down the aisle, everything’s perfect.

Party Planners

Party planners are the life of the party – before it even starts! These fun-loving pros are all about creating good times, whether it’s a children’s birthday bash or a wild 50th celebration. They’re the ones who know how to turn a boring room into a wonderland or make a backyard barbecue feel like a five-star event.

They’re well versed at reading a crowd and knowing just what will get people mingling, dancing, or having a blast. From picking the perfect playlist to making sure there’s enough ice, they ensure that the only thing guests have to worry about is having too much fun.

Non-Profit Event Planners

Non-profit event planners are the experts at making something out of nothing, all in the name of a good cause. They’re the ones organising charity galas on a shoestring, putting together awareness walks that actually get people walking, and hosting fundraisers that don’t feel like they’re just after your wallet. It’s a tricky balance – they need to create events that are meaningful and impactful without breaking the bank.

How Event Planners Get Paid

Fee Structure

Event planners typically offer several fee structures to clients, depending on the nature and scale of the event. They’ll pick the best fit based on what you’re planning, how much you’re looking to spend, and where your event is happening.

Common models include:

A flat fee – where the planner charges a predetermined amount for their services regardless of the event size.

A percentage of the total event budget – where the fee is calculated based on a percentage of the overall expenses allocated for the event.

An hourly rate – where the planner charges based on the hours spent planning and managing the event.

These are not always set in stone. Good planners are usually up for a bit of negotiation. They’ll work with you to find a price that suits your budget and allows them to deliver the best option.

Commission-Based

Commission-based payments in event planning happens when some event planners get a cut of what you pay to suppliers like venues, caterers, or entertainment. In some ways it’s win-win. The planner gets a little kickback, and the suppliers get more business.

But it can get tricky. Sometimes planners might push clients towards certain suppliers not because they’re the best fit for your event, but because they’re getting a kickback. The tricky part is that this setup can put planners in a tough spot. They might end up recommending a supplier that’s not quite right for you or your budget, just because they’re thinking about their own bottom line.

Salary vs. Freelance

Choosing between working for an event planning company and going freelance offers event planners two unique paths, each with its own perks and things to consider.

As an employee, planners benefit from stability with a steady income, access to resources, and potential opportunities for career advancement within the company. Additionally, employees often receive comprehensive benefits packages, including healthcare cover, retirement plans, and paid leave, which contribute to overall job security. However, this path may constrain flexibility in project selection and limit earning potential compared to independent work.

Freelance event planners, on the other hand, enjoy the freedom to set their own rates, choose clients, and manage their schedules autonomously. This flexibility can lead to potentially higher earnings, especially for experienced planners who can attract premium clients.

Nevertheless, freelancing also presents challenges such as income volatility, uncertainty in project acquisition, and the necessity of managing all aspects of business operations, including marketing, client relations, and financial planning.

Ultimately, the decision between salary-based employment and freelance work depends on individual preferences for stability versus flexibility, career goals, and risk tolerance in the dynamic event planning industry.

Different Levels of Salary and Experience

Entry-Level Event Planners

Entry-level event planners typically start with salaries ranging from £20,000 to £25,000 annually, although this can vary based on factors such as location and specific industry.

These positions serve as foundational opportunities for newcomers to gain practical experience in event coordination, logistics management, client relations, and supplier negotiation. Building a strong portfolio during this stage is crucial as it demonstrates proficiency and showcases successful event outcomes to potential employers or clients.

As entry-level event planners accumulate experience and expand their skill set, they can progressively advance to higher-paying roles within the industry. This early career phase also offers valuable networking opportunities that can lead to mentorship, professional development, and future career growth.

Mid-Career Event Planners

Mid-career event planners typically experience a significant increase in earning potential compared to their entry-level counterparts, with salaries ranging from £25,000 to £35,000 or more annually, depending on expertise, industry, and location.

As event planners gain experience, they often specialise in specific types of events such as corporate conferences, luxury weddings, or nonprofit fundraisers, which can command higher fees and salaries due to the specialist knowledge and skills required.

This phase of their career also presents opportunities for advancement into managerial or senior-level roles within event planning companies or the possibility of establishing their own event planning businesses.

Professional certifications, continued education, and networking play pivotal roles in mid-career event planners’ ability to enhance their earning potential and achieve sustained career growth in the dynamic and competitive event planning industry.

Senior-Level Event Planners

Senior-level event planners occupy leadership positions within the industry, commanding the highest salary ranges that can exceed £50,000 annually, depending on location, specialisation, and organisational scope. These seasoned professionals are entrusted with overseeing complex and high-profile events such as international conferences, large-scale corporate retreats, and exclusive social gatherings.

In addition to their expertise in event logistics and management, senior event planners often assume strategic roles where they collaborate closely with executives, stakeholders, and high-profile clients to align event objectives with broader organisational goals. They may also mentor junior staff, manage teams, and contribute to business development initiatives, leveraging their extensive experience and industry connections to ensure exceptional event execution and client satisfaction.

What is the average salary of an event planner in the UK

According to Indeed the average salary of an event planner in the UK is £30,341.

Factors Influencing Earnings

Location

Geographic location plays a significant role in determining the earnings of event planners. In urban areas with higher costs of living and greater economic activity, such as major cities and towns, event planners often command higher fees and salaries.

This is due to increased demand for professional event services, higher event budgets, and a more competitive market that values specialised expertise and experience. In contrast, event planners in rural or less densely populated areas may face lower demand and thus lower earning potential, as there are typically fewer large-scale events and corporate clients in these regions.

Specialisation

Specialising in a specific niche within the event planning industry can significantly impact earning potential. Event planners who focus on weddings, for example, often cater to clients willing to invest substantially in their special day, leading to higher fees and more lucrative opportunities. Similarly, planners specialising in corporate events benefit from handling larger budgets and more complex logistical challenges, which can translate into higher earnings.

Demand for Specific Skills and Experience

The demand for particular skills and experience in event planning directly influences earning potential. Expertise in areas such as budget management, supplier negotiations, creative design, and crisis management can differentiate event planners in a competitive market.

Planners with certifications, advanced training, or a demonstrated track record in successfully executing high-profile events are often able to attract premium clients willing to pay higher fees for their specialised expertise and reliability.

Client Base

Building a reputable client base is essential for sustaining and increasing earnings as an event planner. Established relationships with corporate clients, high-profile individuals, and reputable organisations can lead to repeat business and referrals, providing a steady income stream and enhancing professional credibility.

Repeat clients not only contribute to income stability but also serve as testimonials to attract new clients seeking reliable and experienced event planners. Word-of-mouth referrals, driven by satisfied clients, further solidify an event planner’s reputation and can lead to lucrative opportunities in the industry.

Get Event Insurance with Protectivity

For event planners, ensuring the success of an event is always a priority. This includes satisfying clients and participants while staying within budget. However, the events industry is fraught with potential issues, and things can go wrong. Mishaps and unforeseen problems can lead to expensive bills, affecting both the event’s profitability and your earnings as an event planner.

To further safeguard your events, you can opt for additional coverage such as event cancellation insurance and employers’ liability insurance, depending on your specific needs.

Learn more about our event policies and request a quote online today.

Get Event Insurance from Protectivity

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