Category: Events

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

Get musicians insurance from Protectivity

Bee Ingram

My main focus is managing the blog and product content for the Protectivity website ensuring everything aligns with the brand’s voice and strategy.

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

*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

14:44:42 GMT • 27 November 2024

Bee Ingram

My main focus is managing the blog and product content for the Protectivity website ensuring everything aligns with the brand’s voice and strategy.

How can event organisers manage crowds safely at Christmas events?

Bee Ingram

My main focus is managing the blog and product content for the Protectivity website ensuring everything aligns with the brand’s voice and strategy.

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...

Bee Ingram

My main focus is managing the blog and product content for the Protectivity website ensuring everything aligns with the brand’s voice and strategy.

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

Bee Ingram

My main focus is managing the blog and product content for the Protectivity website ensuring everything aligns with the brand’s voice and strategy.

London Christmas events calendar 2024

Bee Ingram

My main focus is managing the blog and product content for the Protectivity website ensuring everything aligns with the brand’s voice and strategy.

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...

Bee Ingram

My main focus is managing the blog and product content for the Protectivity website ensuring everything aligns with the brand’s voice and strategy.

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

09:40:38 GMT • 11 November 2024

Bee Ingram

My main focus is managing the blog and product content for the Protectivity website ensuring everything aligns with the brand’s voice and strategy.

Budgeting & event organising costs

Bee Ingram

My main focus is managing the blog and product content for the Protectivity website ensuring everything aligns with the brand’s voice and strategy.

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...

Bee Ingram

My main focus is managing the blog and product content for the Protectivity website ensuring everything aligns with the brand’s voice and strategy.

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

09:40:39 GMT • 11 November 2024

Bee Ingram

My main focus is managing the blog and product content for the Protectivity website ensuring everything aligns with the brand’s voice and strategy.

How much do event planners earn?

Bee Ingram

My main focus is managing the blog and product content for the Protectivity website ensuring everything aligns with the brand’s voice and strategy.

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...

Bee Ingram

My main focus is managing the blog and product content for the Protectivity website ensuring everything aligns with the brand’s voice and strategy.

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

Last updated by

09:40:39 GMT • 11 November 2024

Bee Ingram

My main focus is managing the blog and product content for the Protectivity website ensuring everything aligns with the brand’s voice and strategy.

8 Pricing Strategies for Event Planners

Bee Ingram

My main focus is managing the blog and product content for the Protectivity website ensuring everything aligns with the brand’s voice and strategy.

24 May 2023

•

6 mins read

Contributors

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

Bee Ingram

My main focus is managing the blog and product content for the Protectivity website ensuring everything aligns with the brand’s voice and strategy.

If you’re an event planner organising a ticketed occasion, then getting your name out there and converting interest into sales is one of your most important pre-event tasks. Of course, convincing people to part with their hard-earned cash ahead of time can be tricky – but it’s also important to remember that people generally love a bargain or a special deal.

That’s why it’s so important to diversify the way you sell tickets to an event so that you can appeal to different customers with a range of offers that are more likely to pique their interest. In this guide, we’ll explore eight tried-and-tested pricing strategies for event planners, giving you a full variety of options to apply to your future event projects.

About Us

Protectivity provides event cancellation cover for events big and small, indoor and outdoor. Our policies offer public liability, employers’ liability, Event cancellation cover and equipment protection. That way, you can rest assured that you won’t be out of pocket in a worst-case scenario, and can devote your efforts to maximising your ticket sales.

Early bird and time-limited discounts

If you want to build up some initial momentum to your event, or you need to get some cashflow coming in to cover the first bills, then some early-bird offers are the way to go. Giving customers the opportunity to get a ticket at a lower rate, if they buy weeks or months in advance, gives you a solid base from which to work from.

If it’s especially successful, then you can adjust your future strategy to take into account however many tickets you have left. However, you should resist the urge to extend an early-bird offer, as it can come across as desperation or a sign of poor sales thus far.

One-off discounts

In many circles, these are known as ‘flash sales’, and they can be incredibly effective if planned and executed right. Ideally, you want to post on relevant social channels that you’re offering a substantial discount on tickets for a very short period of time (that particular day is normally about right).

Voucher codes

If restaurants and entertainment venues can offer discount codes through websites such as Groupon, then why can’t you follow the same principle? Using voucher codes gives you complete freedom in the level and duration of discount you want to provide, as well as how they’re distributed, making them ideal for targeted or personalised marketing campaigns. And if you’re running a conference or exhibition where some businesses will want to run stands, the same approach can be applied to help generate sales in this area.

Memberships and subscriptions

If you’re running regular events, then selling tickets for a series of them at a more affordable rate is a good way to keep ongoing sales coming through (hence why football teams sell season tickets). But you can also look at the concept of membership in a different way: if organising a trade event, for example, you could put special ticket packages in place for members of affiliated trade bodies or companies. You can enable this by putting different registration options in place for members and non-members, incorporating the different price points.

Group ticketing discounts

Encouraging people to buy tickets for larger groups and get discounts as a result can generate large sales volumes ahead of time. Think of a black-tie awards dinner, for example: a full table of ten people might be priced at the same level of six or seven individual tickets, making them more receptive to bringing more people along. Alternatively, framing the offer messaging in such a way that the ‘buyer gets in free’ can help the person making the purchasing decision feel like they’re getting personally rewarded.

Packages and bundles

If an event is likely to involve multiple purchases by a ticket-buyer, then bundling things together can help them save money, take the stress out of buying things on the day, and improve your advance cashflow. This could include food, drink or merchandise being included with ticket sales; access to car parking, transport or accommodation; or the ability to access the event early or through a priority entrance lane.

VIP offers

If you have particularly loyal and long-standing customers, or some who have invested heavily into your business or event in previous years, then packages that recognise their efforts can encourage them to maintain their commitment in the long-term. The offers in this area don’t necessarily need to be discounts: instead, you can give them levels of exclusivity above and beyond those provided to other ticket-buyers. These can include premium seating, better food and drink packages, the chance to network with other people involved, and more.

Activation discounts

Inspiring action from a participant, in exchange for cheaper tickets, is a great way to get your customers engaged with your event. For example, if you’re running a festival-type event, you might want to offer discounted entry for anyone who comes in fancy dress. It’s the same principle as women being able to get into a nightclub free of charge on a ‘Ladies’ Night’ in years gone by. However, you should be careful to make sure that whatever you offer doesn’t discriminate in favour of, or against, a particular group of people (i.e. by race, gender, disability and so on).

Get event insurance with Protectivity

However many tickets you’re able to sell for your event, the unforeseen can still happen. This is especially the case with outdoor events, which are often at the mercy of the Great British weather. Of course, if your event is disrupted, you’ll still have expenses to cover, which can become extremely costly if you have to refund ticket-holders. And that’s why event insurance is so vitally important.

Get Event Insurance from Protectivity

Last updated by

12:10:44 GMT • 14 November 2024

Bee Ingram

My main focus is managing the blog and product content for the Protectivity website ensuring everything aligns with the brand’s voice and strategy.

How to get into Event Management?

Bee Ingram

My main focus is managing the blog and product content for the Protectivity website ensuring everything aligns with the brand’s voice and strategy.

28 April 2023

•

6 mins read

Contributors

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

Bee Ingram

My main focus is managing the blog and product content for the Protectivity website ensuring everything aligns with the brand’s voice and strategy.

Event management is a popular career choice for people from many walks of life, and it’s easy to see why. The satisfaction of pulling off a complex event and bringing many different elements together for success can be immense, and the best event managers around are highly sought after with high earning potential.

However, if you’re new to the events industry, then it can be difficult to know exactly where to start and how to turn aspiration into reality. To help, we’ve created this guide that covers all the basics of how to get into event management, so that you can stay on the right track as you work towards your goal.

The key steps on how to get into events management

The following six steps are intended as a general guide on how to get into events management as a whole. If you’re looking at specialising in a particular type of event or industry, then there may well be other considerations to take into account. But for most areas of event management, these tips will give you a solid foundation to start from.

Get qualifications and credentials

One of the most common questions people ask when exploring a career in event management is ‘do I need a degree?’. The simplest answer to this question is ‘not necessarily, but it definitely helps’. Businesses looking at hiring event managers will certainly be looking for evidence of degree-level qualifications when assessing CVs. So, studying for a BA in Event Management, International Event Management or Hotel And Event Management will put you in good stead. If you’re unable to commit the time and money needed to get a degree, then there are diploma qualifications and programmes that can give you good-quality certification, instead.

Volunteer for experience

Alongside qualifications, hiring businesses will also be looking for relevant experience of managing events. Of course, that can be a chicken-and-egg situation: how can you get experience of working in event management without getting a job in the first place? The best solution to this is to volunteer at events or to apply for event assistant jobs. They can not only give you real-world experience that can help you expand your skills and knowledge, but it also gives you extra selling points that you can put on your CV. What’s more, showing motivation to volunteer and be proactive will look good to prospective employers.

Develop your contact network

As is the case in most walks of life, having a large, healthy book of contacts is critical. This is especially the case in event management, where work often comes through word of mouth and recommendations. There are three ways to build up your network, and the first is to build a strong presence on LinkedIn: following businesses and people you’d like to work with in the future, and posting on the platform regularly, can help you get noticed in the future.

The second way is to attend trade shows and other relevant networking events, so that you can meet people face-to-face, talk about your and their experiences and become a recognised face in the industry. And finally, you should try and join a recognised event planning association or professional body, many of which run their own networking get-togethers.

Explore your career options

If you’re looking for event management jobs, then it’s important to keep an open mind. You may not be able to find or secure your ideal vacancy at the first attempt, so building up experience with a job in a different area or specialism can at least give you a first foothold in the industry. Make sure you conduct extensive research as to the kinds of jobs and salary offerings that are out there: this can help you craft your CV to suit each vacancy and set realistic earning expectations.

Start your own business

Alternatively, if you want to branch out on your own, you could consider setting up your own event management business. This could be a full-scale operation that provides turnkey packages to businesses and organisations, where you employ a number of other people to help you. Or you could set yourself up as a freelance event manager that is hired by other businesses on an event-by-event basis. In either case, you’ll need to start by working out your target market, and setting up your website and social media channels on that basis.

Build up some confidence

Event management is a people business. You’ll need to deal with all sorts of people while running an event, and you’ll need to talk to people in order to build up your contact network and secure the work you’re looking for. All this takes a healthy amount of self-confidence, and that comes far more easily to some people than it does to others. If you feel that your self-confidence needs some work, then make the effort to take yourself out of your comfort zone. This could be by practising talking to clients over the phone, gaining experience in public speaking, and doing research into your industry so that you feel that you know what you’re talking about.

Get event insurance with Protectivity

One thing you’ll learn as you immerse yourself in the event management world is that you need to be prepared for anything. And when the unforeseen or the worst-case scenario occurs, you need to make sure you have the right response and protection in place, including comprehensive insurance for cancelled events.

For every type of event that you might be involved in running, Protectivity can give you the comprehensive, affordable insurance cover you need. Our policies include Public Liability insurance, cancellation cover, protection for equipment, and Employer’s Liability. So, if someone gets hurt, property gets damaged, or the event has to be cancelled for reasons beyond your control, your business won’t be left out of pocket.

Get Event Insurance from Protectivity

Last updated by

09:40:41 GMT • 11 November 2024

Bee Ingram

My main focus is managing the blog and product content for the Protectivity website ensuring everything aligns with the brand’s voice and strategy.

Top 7 Apps For Event Planners

Bee Ingram

My main focus is managing the blog and product content for the Protectivity website ensuring everything aligns with the brand’s voice and strategy.

20 January 2023

•

4 mins read

Contributors

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

Bee Ingram

My main focus is managing the blog and product content for the Protectivity website ensuring everything aligns with the brand’s voice and strategy.

If you’re already working as an event planner or manager, you’ll know that it’s nowhere near as easy as it looks. There are a million and one things to keep track of, and make sure they all happen in the time and place they’re supposed to happen. It only takes one mistake to derail all that hard work – and you’ll often be the person who has to take the blame.

Thankfully, tech solutions such as apps for event planners are here to minimise the risk of that happening. In this blog, we’ll highlight some of the best event planning apps around.

About us: Event Insurance from Protectivity

Our event cancellation insurance policy offers a range of benefits including public liability, employers’ liability, event cancellation cover and much more.

Why use an event planning app?

Event planning apps come into their own because they can help you bring the vast majority of your functions and to-do lists into one place. From booking catering and arranging table layouts, to coordinating audio-visual systems and organising marketing, they can put all your tasks into the palm of your hand.

Many apps integrate with other platforms and solutions, so work that you do in one will automatically update the other. For example, events you create in some apps can automatically update Facebook or other social media platforms, so that those interested in attending can start to register straight away.

Our favourite apps for event planners

There is a vast range of apps for event planning out there, all of which fill their own specific niches or target market. To help you find one that might suit your own needs, we’ve picked out seven of our favourites:

Asana

Asana is used by many businesses to coordinate work tasks and collaboration, but it can be just as useful for event planning, too. You can easily create tasks, assign them to other people, set due dates, then track progress within schedules to keep on top of everything.

Bizzabo

If planning large events that require substantial marketing duties, then Bizzabo should be your first port of call. Not only does it incorporate task management to keep everything running smoothly, but there’s also the ability to build registration websites, marketing emails and event agendas, all from one place.

Boomset

Guest registration and check-in can be a real headache, especially at larger events with lots of attendees. Boomset enables fast check-in processes, the ability to print customised badges and wristbands, and other innovations that makes check-ins easier for you and your guests.

Localist

If your top priority is getting information about your event to a wider audience, then Localist can help. It’s a relatively simple events calendar that can be made publicly accessible and interactive, so that anyone can see what’s going on, where and when. Localist also connects to Facebook so that attendees can fit your events in with their own plans.

Planning Pod

Planning Pod is the platform that does a little bit of everything. This includes (and isn’t limited to): managing attendees, scheduling and managing tasks, arranging seating, building registration websites, coordinating budgets, managing guest lists, and much, much more. If you feel that you lose a lot of time navigating different platforms day-to-day, then this might well be the app for you.

Social Tables Check-In

This free app is an excellent replacement for organising guest lists through Excel or on paper. It enables guests to be checked in within a matter of seconds, and seating layouts to be designed in either 2D or 3D, so that every attendee gets a seamless, stress-free experience when they arrive.

Decibel Ultra

One area often overlooked in event planning is sound and noise, especially if there are restrictions on volume in a particular place. This free app is ideal for measuring decibel levels in any given area, to make sure that any music, speeches or performances won’t cause any issues on the day.

Last updated by

09:40:41 GMT • 11 November 2024

Bee Ingram

My main focus is managing the blog and product content for the Protectivity website ensuring everything aligns with the brand’s voice and strategy.

What is Event Management?

By Mandy Czyz

Mandy Czyz

Mandy has been with Starpeak Insurance Solutions since 2018, starting in sales in the consumer department and moved to underwriting in early 2022. Prior to this her insurance journey started in 2001 with equine insurance in sales and latterly as a claims assessor. She gained her Cert CII qualification in late 2022.

24 November 2022

•

6 mins read

Contributors

Mandy Czyz

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

Mandy Czyz

Whether you’ve been to a big occasion like a wedding or a concert, or a much smaller affair like a village fete or a street food market, every successful event has organised and coordinated management running behind the scenes. Good control and oversight of an event is vital to make sure everything runs smoothly, attendees get what they expect or what they paid their entry fee for, and to resolve any issues that arise along the way.

Often, event management isn’t as simple as it looks, but it can be incredibly exciting and rewarding whether helping out in your community or pursuing it as a career. In this guide, we’ll look at how it works, the key skills you need, and how everybody benefits from event management done right.

What does event management involve?

Event management relates to a person, or sometimes a small group of people, responsible for making all the key decisions that make an event a success, whether that’s measured in attendance, awareness, profit or other pre-defined goals.

They oversee its initial planning, project management in the build-up, marketing and advertising, troubleshooting at the time of the event, and any take-down and follow-up duties afterwards. Unless it’s a very small event, event managers may not fulfil many or even any of these tasks themselves, but will be responsible for delegating or contracting the work out to others.

Other tasks that event managers may need to fulfil include (and are by no means limited to): securing sponsorship, obtaining permits and insurance, negotiating contracts, hiring temporary staff and security, conducting risk assessments, arranging reports and market research, and holding progress meetings with stakeholders.

Is event management a worthwhile career option?

If you’re not good at self-managing workloads, building relationships with new people, or sometimes working long and unsociable hours, then probably not. But if you thrive on pressure, are committed to attention to detail, and love the achievement of getting a tough job done, then absolutely.

There are many different career options open to budding event managers (the information on the National Careers Service website is a good place to start, and our pick of event manager blogs can give you more inspiration). If you can start off with an organisation that puts on events regularly, then you have the chance to progress towards more senior event management roles, or even go freelance and start your own event management company. The best event managers around are highly sought-after – and are paid accordingly.

What event management courses are useful?

There’s no fixed legal requirement to get qualifications as an event manager, but it can be helpful in building a reputation, and getting a foot in the door when applying for jobs.

A number of universities run specialist degrees in Event Management, but naturally these take a number of years and require a substantial financial commitment. As a shorter and more cost-effective alternative, you can explore CPD-certified and diploma courses that specialise in everything you need to know, and can often be completed online.

What are the benefits of event management?

Because it isn’t necessarily customer-facing, the value of good event management is often overlooked. Indeed, it can be one of those jobs that’s only really appreciated when something goes wrong and an event manager steps in to save the day. But great event management can really make a difference to the success of an event, and the satisfaction of everyone involved, for three reasons in particular:

Stronger reputation

Rightly or wrongly, we live in a world where the opinions and ratings of people on social media, Google or TripAdvisor can make an event a success – or sink it without a trace. The positive or negative public perception that an event builds up also has a serious knock-on impact on the reputation of the organisation running it: a good event can show the business off as competent, professional and customer-focused (or vice versa if it’s bad!). An event manager is the person who can deliver the best chance of an event going off without a hitch, and ensure that as many people as possible think positively about it afterwards.

Smoother operations

An event manager can become the focal point of how an event comes together. If somebody isn’t sure of any details or needs some arrangements to be clarified, then the event manager acts as the main point of contact and can make clear, contextual decisions. They’re also the person who can take charge should the unexpected happen, and ensure that any response is appropriate, rapid and suitable for the nature of the events, attendees and environment.

Happier customers

If people have devoted their precious time and hard-earned money to attend an event, then they naturally have expectations to get the best experience possible – especially if it’s something they’ve been anticipating for a long time. Event managers can ensure that customers get great experiences from the moment they arrive to the moment they leave. Depending on the event, that could include speedy entry and parking, easy access to their seats, plentiful food options, clean and plentiful toilets, a feeling of getting good value for money, and much more.

Get event insurance with Protectivity

Even the very best event managers can’t be 100% certain that everything will go right on the day, because some things just happen that are beyond their control. For that reason and others, protecting the financial standing of an event and its attendees with appropriate insurance cover is an absolute must.

We can provide a range of event insurance options for occasions big and small, incorporating Public Liability insurance, Employer’s Liability, Event Cancellation Cover, Equipment Protection and much more. Find out more on all the competitively priced event cancellation cover we offer.

Get Event Insurance from Protectivity

Last updated by

11:45:14 GMT • 14 January 2025

Bee Ingram

My main focus is managing the blog and product content for the Protectivity website ensuring everything aligns with the brand’s voice and strategy.

How to Ask for Event Sponsorship

By Mandy Czyz

Mandy Czyz

4 October 2022

•

6 mins read

Contributors

Mandy Czyz

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

Mandy Czyz

If you’re planning or hosting an event, have you considered looking for sponsorship? Whether it’s a private, public or commercial event, sponsorship can grow demand, visibility or attendance to support your efforts and make the occasion one to remember.

This guide gives you all the information you need to learn how to: get event sponsorship, identify opportunities for sponsorship and find the right sponsorship for your event.

What is event sponsorship?

Event sponsorship is when an organisation or individual provides financial assistance in return for promotion. Sponsorship comes in several different ways, which can be a direct payment or the supply of goods or services with the aim of enhancing the event’s success.

The sponsor should receive a benefit in return for their support. This could be visibility through signage or branding, free tickets for staff members, access to participants’ data or the opportunity to speak at the event. Whatever the perk for the sponsor, the objective will always be to receive exposure and grow their own business simultaneously.

Why is sponsorship important for events?

Gaining event sponsorship is a brilliant way of attracting investment, visibility and participants to your event, as you will:

– Create partnerships with new companies or business owners

– Receive a healthy contribution towards the budget, so that you can plan and execute the best occasion possible by providing better catering, hiring more staff or marketing your occasion to a wider audience

– Add credibility to your event which would take years to build organically (sponsorship can show that a company believes your occasion is going to be a success)

Through their additional contacts and resources, your sponsor can also use their resources to increase the quality of your event. Your sponsor may be able to deliver professional services or provide their expertise to supply quality goods that can enhance participants’ experience throughout the day.

How to find event sponsorship

One of the key aspects of gaining event sponsorship is finding the right brands to sponsor your event and ones that will provide the right type of sponsorship.

Firstly, you must understand the objective and background of your own event. If you’re planning a small gathering, you’re unlikely to receive sponsorship from a global, well-known company. Instead, you should be realistic and target the right size of sponsor, it will also be beneficial to target sponsors who will have a vested interest in your event. This may be for geographical reasons if it’s a local company, or a businessman who wants to grow their reputation in your community.

You’re also more likely to receive sponsorship from brands that share the same values as the event you’re hosting. For instance, if the aim of your gathering is to promote health and fitness, a local fast-food takeaway is not the best brand to work with to share your message.

A good place to start is to target brands who are open to sponsoring an event. It’ll take a lot less convincing to get them on board as they’re already accustomed to sponsorship, and you may be able to charge more if they have a pre-existing sponsorship budget. As a result, we recommend using dedicated sponsorship websites such as sponsorseeker.co.uk to find your perfect partner before reaching out to businesses.

A great organiser is always able to attract the best sponsorship deals from brands that will have the most benefit to the event. You can find out more about developing your event management skills here.

How to get event sponsorship

The first step of asking for sponsorship is having a clear idea of what you want from your prospective sponsor. The sponsorship package should be a win-win for both sides, so the package should clearly set out what the perks will be for both the organiser and the sponsor.

You should consider incorporating varying price brackets, so that your potential sponsor can choose the level of input they want to commit to. The more expensive the package, the more benefit for the sponsor and while you may have to concede more control over your event the more money they will add to your budget.

To maximise the sponsorship, the package could cover part of the event (for example, one day of a weekend event), or cover multiple days at an increased cost. By having a package that covers a part of the event, this will give you the option to have multiple sponsors across different days. Ensure that you alter the targeting of your sponsorship package for each brand that you are approaching to sponsor you, so that they get more focused and relevant experiences.

If you have a target brand in mind, attempt to identify a specific person from the company such as the sponsorship or marketing manager, or someone higher up if possible. This will allow you to contact the decision-makers who will have more influence over whether they want to sponsor your event or not. Using generic email addresses or contact forms risks your approach reaching the wrong person or being lost amongst spam folders.

Sponsorship examples

If you need some event sponsorship ideas, then branded items can help you activate the marketing spend of your sponsors. These items can help you ensure that your package is unique and innovative and entice brands to choose your occasion to sponsor. Examples of items that can be branded include:

– Photo frames

– Unique Wi-Fi name or password

– Giveaway items

– Charging stations

– Sponsored live stream

– Ticketing or wristbands

Get event insurance with Protectivity

No good event takes place without good insurance cover that protects the health, well-being and interests of organisers, visitors and sponsors alike.

Whether you’re an organiser or a stallholder, get a free, instant quote for Event Insurance and ensure you’re not left out of pocket as a result of any unforeseen circumstances. For larger scale events its also worth considering events cancellation insurance.

Get Event Insurance from Protectivity

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