Category: Events

09:35:09 GMT • 14 January 2025

Top Tips for Planning a Family Friendly Event

14 June 2019

•

5 mins read

Contributors

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

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Organising a family friendly event can seem like quite a task to undertake but the key to success is in the planning, so follow our top tips to ensure that your event is a big hit with the whole family!

Venue

Select your venue wisely. There are lots of things to consider when picking a venue for a family friendly event. For example, consider the following:

Easy to find and good access – The middle of a forest might be a lovely space, but parents won’t thank you when they have a trek to get to the event itself!

Plenty of parking – Make sure that there is adequate and convenient parking available. You don’t want to have families stressed out because they have had a battle to find anywhere to park before they have even reached the event.

Accessible – When catering for families it is essential that your venue is buggy and wheelchair friendly. Make sure that there are no steps for families to have to negotiate when moving around the event.

Signposting – Whether you are planning an indoor or outdoor event, it is important to make sure that your visitors can navigate their way around. Make sure that rooms, stalls and activities are clearly labelled and that there are signposts to direct people to them if necessary. Some larger events might require a map which can be printed in a programme if you choose to distribute one.

Food

Make sure that you provide a range of options for food at your event, considering all ages. Some parents might object if the only option available is a burger van. Ensure that all the suppliers that you use have all the necessary food hygiene certification to ensure that all food and drink is prepared and stored safely and that they have suitable Stallholder Insurance in place.

Entertainment

Choose an entertainer who will appeal to all ages and make sure that you see them perform before you book them. Putting a family friend on the stage with a microphone might seem like a good idea, but make sure that they are good enough to put in front of a crowd first!

Toilets/Changing facilities

Make sure that you have toilet facilities available for adults and children and baby changing facilities will be a big hit! Consider hiring them if necessary. Facilities should be inspected regularly before, during and after the event to check supplies and cleanliness. Some venues will do this for you.

Flexibility

You might be planning your event with military precision, but families will find it difficult to follow a strict schedule. Ensure that there is plenty to do at your event with flexible opportunities for downtime, whether to sit and get something to eat or watch the entertainment that you have provided.

Weather

As we all know, there is nothing that you can do about the weather! If you are planning an outdoor event, make sure that you have a plan for all possible scenarios. It might be wise to have stall under gazebos – if it’s too hot then this will offer protection from the sun and provides protection from the rain if you get a downpour!

Costs

Make sure that you start with a budget in mind with a contingency budget to cover any unexpected costs that might arise. Should the worst happen, and someone has an accident at the event or the venue cancels at the last minute, the financial losses might be significant. Make sure that you get the necessary event insurance policy in place to make sure that you are protected.

Licenses

Depending on the type of event that you are planning you might need permits or licenses. For example, some locations might require permission from the landowner or council and you might need a licence if you are playing music or selling alcohol. You need to be clear on any restrictions, for example you might only be able to play music until 11pm.

Insurance

The insurance requirements for your event will depend on it’s size and number of people expected amongst other things. Financial losses in the event that someone attending your event makes a claim against you can be significant. So, should someone have an accident during the event or a guest claims that the food gave them food poisoning, make sure that you have a policy in place to protect you. As planning events can also be costly, it’s important to make sure you take a look at cancellation insurance for events too.

Enjoy!

Take time to enjoy the event. You will have worked hard in delivering it so make sure that all of your efforts are rewarded!

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09:34:36 GMT • 14 January 2025

Wedding Dress Insurance: A guide

9 May 2019

•

3 mins read

Contributors

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

Wedding dress insurance: A guide

So, after years, possibly decades, of imagining and secretly planning your wedding day, it has now become a reality. There are many elements to consider when planning the big day, from searching for the perfect place to say ‘I do’, to selecting the people that you want to share your day with.

As well as all the finer details like colours, cake and entertainment that will all contribute to making your day perfect. You may already be visiting venues, planning menus and tasting cake but one of the most significant elements of your big day is likely to be ‘The dress’.

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09:34:21 GMT • 14 January 2025

Do You Need Public Liability Insurance for a Charity Event?

26 March 2019

•

4 mins read

Contributors

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

Get event insurance from Protectivity

When organising a charity fundraising event, paying out extra money for insurance can seem counter-intuitive. After all, the aim of your event is to raise money, rather than spending it. However, a fundraiser without insurance can do the charity efforts more harm than good if things go wrong.

Taking public liability insurance for a one off charity event doesn’t cost much and is well worth the expenditure. There are a number of things that could occur which means claims of thousands of pounds. Without event cancellation insurance in place for your fundraiser this can be devastating.

About us

Protectivity is a specialist in niche commercial, leisure, and lifestyle insurance. We cover thousands of individuals and small to medium size businesses across the UK, offering a range of tailored insurance products such as Event Insurance to protect our customers against unforeseen events.

What could lead to a claim?

There are two main aspects of public liability insurance anyone organising a charity event should be aware of.

Personal injury

The first is the protection it offers against personal injury caused to a third party attending your event. If you’re organising a table-top sale this could be something as seemingly minor as a visitor tripping over a table leg. But it could be as serious as part of the staging or lighting falling onto visitors if you are operating a larger-scale event.

In either of these instances, injuries caused to a visitor could lead to legal action. Despite the fact the event is a charity function, we are living in a no-win no-fee environment where individuals are more willing to put forward a claim.

If this were to happen, having public liability insurance in place for your event will protect you. You will be covered for the legal costs of defending you and your event. This includes any settlement should the accident be deemed your fault. It may also be a good idea to ask anyone selling or exhibiting at your event to have their own Stallholder Insurance in place too.

Property Damage

It’s likely that you’ll be hosting your charity fundraiser at a third-party venue. This could be a council-owned facility or one that is privately owned.

In either case it’s like that the venue owner will require you to hold public liability insurance for your event. As well as injury to attendees, this cover will protect you if property damage is caused on the day.

This could range from marks left on the walls of a village hall when setting up tables, to damage caused to a hired-out field if your event happens to be outside.

Public liability claims could also materialise from damage to smaller items, belonging to both the venue owners and your visitors. From smashed windows, to broken personal items, if the event is deemed to be at fault, legal action could ensue. The only way to ensure that you are fully protected in this instance is by having Event Insurance to protect your fundraiser.

Having charity event insurance in place is more than just public liability cover, with other benefits available. But by making sure the basics are covered you can put your full effort into raising money for good causes.

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09:33:08 GMT • 14 January 2025

Wedding Marquee Insurance

22 March 2019

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3 mins read

Contributors

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

Every year thousands of couples up and down the country will opt to use a marquee at their wedding.

Whether hiring huge structures to hold hundreds of guests, or a smaller tipi or wigwam, it’s important to take out wedding marquee insurance.

The average marquee hire cost is often into four-figures. Therefore the cost of repairing a damaged tent or gazebo can therefore be expensive too. But with the correct wedding insurance in place, you can be covered from these costs.

Most policies designed to cover weddings won’t include your marquee as standard. Many providers, including here at Protectivity, allow you to add on a marquee insurance extension to all policies.

What is covered?

This additional benefit will protect you and your guests from being financially liable for any damage caused. Under our Wedding Insurance policy, we can provide an additional £25,000 of cover in this instance.

So for example, if high winds or storms caused damage to your marquee, you would be covered. Similarly if a guest tripped and fell into the structure causing damage, the repair costs are handled by your insurance.

Naturally, as not many of us own a marquee of our own, this extension includes marquees hired for your wedding. The cover is in place in the whole hired period, but there are some exceptions to be aware of.

Important exemptions

It’s important to ensure that the marquee is erected and dismantled correctly. Often the hire company will take care of this themselves, but if you are required to assemble the structure couples should be aware that damage will not covered during the put-up and take-down of the marquee. There is also an exclusion on our policy which says that any damage that is caused due to the defective erection, use or disablement will also be excluded.

Another thing to consider when choosing your wedding marquee is that there is suitable space for it. It may sound obvious, but couples should check with their venue that there is an area big enough and flat enough for your structure of choice.

You will also need to think about how you will obtain power inside your marquee. Many hire companies will supply a generator but you may be required to source your own. Most wedding insurance policies will exclude claims relating to the generators themselves so remember to be extra careful.

In summary, if you are considering wedding marquee hire, there isn’t much too it. Just ensure the logistics work for your venue, think about the safety of your guests and remember to take out wedding marquee insurance in good time ahead of your big day.

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09:32:23 GMT • 14 January 2025

Insurance Requirements for Event Organisers

11 March 2019

•

4 mins read

Contributors

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

Get event insurance from Protectivity

As an event organiser there are sure to be plenty of things on your to-do list. From choosing the right venue, to selecting suppliers, to picking the best date, there is a lot to consider. One of those things that shouldn’t be forgot is cover for event cancellation.

But knowing exactly how insurance for event organisers protects you can be confusing. We’ve broken down the types of one off event cover and what makes up a typical policy.

Public Liability

This is the main aspect of many insurance policies designed to cover event planners. Public liability insurance for events is designed to cover you should a third-party suffer property damage or accidental injury.

Of course, most events should be set up to ensure the safety of its visitors, but accidents do happen. This could involve someone tripping on wiring and injuring themselves, or some unsecured stage design falling on a visitor.

If something of this kind occurred at your event, that third party may opt to sue you. Having event liability insurance in place will ensure that your defence costs are taken care of by your insurance policy. Should you and your event be found to be liable, the cover will handle the settlement that follows.

Employers’ Liability

As well as the event attendees it is also important to ensure the safety of those working on the day. Should a member of staff suffer an injury and blame it on the negligence of the event organiser, legal proceedings could ensue.

With employers’ liability in place not only will the costs associated with defending you as an organiser be covered, but so too will any compensation payout that is deemed necessary to the staff member.

It’s also important to remember that anyone working on the event, whether they are a paid employee or a volunteer, can take action and it is a legal requirement to have employers’ liability in place. The only exemption in this case is if the workers are bona-fide sub-contractors that hold their own public liability insurance.

Cancellation Cover

The most obvious thing that could see you suffering financial loss is if you have to cancel the day altogether. As organiser, it is likely that you will have paid deposits (or possibly even the full amount) to secure your event; and sometimes this money is non-refundable.

Thankfully, having event cancellation insurance in place will ensure that you are not left out of pocket if your event is cancelled, postponed or abandoned for adverse weather scenarios.

With many events taking place in the notoriously untrustworthy British summertime we can include adverse weather protection in the cancellation section of your policy.

Equipment Cover

The value of equipment used a different events will vary wildly. For example, a local craft fair will usually not need to protect as much equipment as a small music festival. Regardless of the type of event you are organising it is always worth taking out protection for it.

Most insurance policies will protect you against accidental damage, loss and theft of the equipment that is vital to the smooth operation of your event.

And with many events hiring equipment such as sound systems, marquees and other expensive items, having event equipment cover that includes hired equipment is also advised.

Whenever insuring equipment it is vital that event organisers do not under insure their equipment. In the event of loss this could mean you are not able to recoup the full value of your equipment.

How can you get event insurance?

Protectivity’s One Off Event Insurance can include cover for all of the above and is available with instant, competitive quotes. If you’re not the event organiser, but someone selling at an event, then our Stallholder Insurance might be more suitable.

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09:32:05 GMT • 14 January 2025

Does Wedding Insurance Cover Change of Mind?

27 February 2019

•

3 mins read

Contributors

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

Taking out Wedding Insurance for your big day is a vital step in the planning process. Not only will it protect you if you suffer damage to your wedding attire or rings, but it also covers you if you need to cancel your wedding.

The scenarios in which couples cancel their wedding vary dramatically. Some will be out of their control, others will be through their own choice.

So, does wedding insurance cover a couple who decide not to get married? In short, no.

Insurance cover is designed to protect you against unforeseen events beyond your control. A couple simply choosing that they do not want to proceed with their marriage is not one of those events.

Although UK figures are hard to come by, a report in the USA suggested that one in five engagements ended without the couple getting married. That number reiterates the need for wedding insurance for all weddings, though it is worth taking the time to understand what is and what isn’t covered.

Financial matters

Weddings are expensive, there is no getting away from that fact. That’s why it is always advised to keep a an up-to-date budget plan when booking each aspect of your wedding.

Sometimes couples can find themselves going over budget, leading to a realisation that they do not have the money for other aspects, or that by going ahead with the wedding they put themselves in a tricky financial position post-wedding. Neither of these situations will be covered by any wedding insurance policy. The onus is on the couple to ensure that they can afford to pay for their wedding.

One scenario which could allow a valid claim for cancellation is if one of the marrying couple, or someone who is contributing financially to the wedding, is made redundant.

In this instance, so long as the redundancy occurs more than eight weeks after the purchase of insurance, there could be grounds to cancel the wedding.

Cancelling for health reasons

Protectivity’s Wedding Insurance policy states that it covers couples against cancellation due to “the death, injury or sickness of You or your close relative
which would make continuance of the wedding inappropriate”.

No one wants illness to put paid to their dream wedding. This is where having insurance in place can help the majority of couples needing to cancel or rearrange their wedding in the event of sickness.

However, as well as pre-existing medical conditions known about at the time of taking out a policy, there are certain illnesses that won’t be covered.

We appreciate that planning a wedding can be hard work and very stressful. However, choosing not to go through with your big day because of stress or anxiety is not something that will be covered under a wedding insurance policy.

In summary, the simple answer as to whether wedding cover includes a change of mind, is no. There may be occasions when you have to postpone your wedding, but a disinclination to go through with marriage won’t hold much weight in an insurance claim.

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09:31:36 GMT • 14 January 2025

12 Awesome and Unusual Wedding Cake Ideas

By Bee Ingram

19 November 2018

•

5 mins read

Contributors

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

The cutting of the cake symbolises a key part of every couple’s wedding day. Having that cake to remember is likely to be a consideration that everyone will encounter during the planning stages.

Some will opt for a traditional approach of a two or three-tiered sponge or fruit cake for their showstopper. Others though will opt for an alternative approach.

We’ve searched Instagram for 12 of the most unusual wedding cake ideas that really stand out on your big day.

The Compromise Cake

It may be that you and your significant other have very different ideas of what you want for your wedding cake, or you may agree but are undecided on whether to go traditional or wacky.

In that case, this half and half wedding cake is the perfect compromise!

We especially love the creativity of this one, with diagonal splits rather than a straight split down the middle. For the couple wanting some photos of a traditional cake, the split can instead be shown only at the back of the cake.

The Split Flower Cake

The obvious choice for a flower loving couple, the split flower cake trend is popping up on both Instagram and Pinterest feeds with various takes on it.

We loved this pastel coloured version on a two-tier split flower cake. Perfect for when you want your cake to tie in with your wedding flowers in an extra special way!

The “Is-it-really-a-cake?” Cake

Whether it is Harry Potter themed like this one inspired by the memory Cabinet in Dumbledore’s office, or just something significant to you both, there are some wedding cakes out there that make you go “Wow, can we really eat that thing?”.

This example is one of them, obviously from a super skilled baker!

The Cheese Lovers Cake

This trend has been around for a few years now but can be done in so many ways.

Perhaps you’ve had a sweet dessert as part of your dinner and don’t want to give your guests an even bigger sugar rush, or maybe you just love cheese (lets be honest, who doesn’t?).

Decorate with fruits and berries as above or go even more rustic with twigs and mixed nuts.

The Sheep Herder’s Cake

We are not quite sure what to say about this cake.

It obviously requires some serious skills to make this, and I think another element required would be a fun-loving couple who wants a talking point at their wedding.

Maybe the next one will be a horse, or a dog?

The Arty Cake

If we saw this brought out at a wedding, we wouldn’t know if it really was a cake or just a piece of art.

This is fun, unique but also breathtakingly beautiful!

We also love the brave almost royal blue colour which really draws you into this stunning and probably yummy wedding cake!

The Suspended Cake

Another trend that has been growing over the last few years is the suspended wedding cake.

It obviously doesn’t have to be as lavish as the one above, and there are even some suspended upside-down cakes seen out there on the feeds.

It certainly makes for some stunning photos even with a simpler structure, just be careful it doesn’t drop on your feet when you cut it!

The Cinnamon Roll Tower

If you love cinnamon rolls, why not have it as a replacement to your wedding cake?

This mouth-watering creation even set on flames, if that doesn’t call for a WOW from your guests then we don’t know what would.

Make sure to include icing or some chocolate sauce as above to get your guests fighting to be first in line for a piece.

The Cake Pops Tower

If you don’t actually want a traditional cake at all, but you still want the tiered setup, these cake pops that we see everywhere now is a fun and simple idea to replace your cake with.

You can easily tie it in with your wedding theme or colours and can present them in plenty of different ways.

The OTT Cake

The winner in WOW. If there’s any time to go big on a cake it’s at your wedding, right?

So why not have your baker create a magical castle cake twice the size of you. We think it is absolutely amazing, but would you really want to cut the cake?

This masterpiece surely must remain untouched.

The Mini Wedding Cake Tower

Perhaps you still want a cake but not the traditional tiered creation with sugar paste flowers or blingy decoration.

The naked cake first made its appearance a while back, and so did the cupcake towers replacing the full-size wedding cake.

But the above marries the two trends in a new take with semi-naked individual cakes majestically soldiering below the main cake. Clean cut, simple and stunning!

The Donut Wall

Another trend that we have seen increasingly over the last year or two is the donut wall, and who doesn’t love a donut?

Just like with a traditional wedding cake, you’ve got plenty of option here to incorporate wedding theme and colour on the icing and decoration of these delicious soft buns.

And it even makes for a substitute photo booth back drop!

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09:40:43 GMT • 11 November 2024

Ranking 3 all-in-one Wedding Planning Apps

12 November 2018

•

9 mins read

Contributors

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

Has your significant other popped the question and got you all excited, but you have no idea where to start with your wedding planning?

Read on, because in this post we are looking at three different all-in-one wedding planning apps that can help you along the way. We have selected some key features and compared the functionality of the different apps, so you don’t have to do the ground work and can start planning your wedding straight away!

We’ve focused on three of the most renowned apps in the wedding business, Bridebook, Hitched and Wedding Wire. Here’s how they rank each for every aspect of your wedding planning.

Vendor Search

1. Bridebook

By far the most search results of the three top wedding apps, and seemingly the most accurate in sorting the large number of suppliers into their correct group.

However, when looking closer at the results it does appear that Bridebook’s search facility casts it’s net further, with a greater area covered with each query.

That being said, Bridebook still comes out on top, with its filtering options and quick facts on the venue without having to click into each result a nice added touch.

2. Wedding Wire

A good number of results, just not as many as on Bridebook (which might be a relief for those who have a hard time with too many options).

Search results are tailored to your location, giving suppliers local to you more prominence. So if you want to stay local with your professional services, Wedding Wire is your best shot.

It also shows number accommodated and starting prices on each venue result which is helpful.

3. Hitched

The venue and supplier search functions are good, giving you roughly the same number of results as WeddingWire and you can search either by county, town, postcode or name.

As with the others, you can contact suppliers through the app and it also shows useful quick facts about each venue or supplier without having to go onto their websites.

A minus is that it does not show guest numbers they can accommodate in the result screen.

Guestlist

1. Wedding Wire

We’re really big fans of WeddingWire’s guestlist feature. It basically allows you to do your table plan at the same time (if you wish).

You can import guests from your contacts, assign them to groups (Bride’s or groom’s family/friends/colleagues/mutual friends), assign them to tables and add contact details.

It is super easy to move people around from one table to another, so whether you’re doing your complete table layout in the guestlist feature or not, it is a great start to it at least.

You can also set RSVP status and menus, as well as assign gender and age group to then look at analytics for your guests. Perfect if you’re ordering wedding favours and need to know how many males/females or adults/children/babies

2. Bridebook

Bridebook’s guestlist is cleverly designed to let you put in as much information as possible for each guest.

It lets you add guests under both partners’ names, select whether it is an all-day invitation or an evening only (it also has an option for Waitlist if you’re not sure about the invite yet), set RSVP status, add information on whether it is an adult/child/female/male, add a table number and type in any additional notes.

You can also add email addresses, phone numbers and postal addresses for your guests as well as linking them up with each other for Plus 1’s.

3. Hitched

Hitched have got a good Guest Manager section – however it is not easy to navigate to.

For a while we struggled to find a way of adding guests, but the only way you seem to be able to access it is through the task list under “Start your guest list”.

They also mention a Table Planner feature – but there seems to be no way of accessing that either. Although the Guest Manager itself includes most of the features of both WeddingWire’s and Bridebook’s – the simple fact that it is so hard to access puts Hitched at the bottom here.

Task List

1. Bridebook

The Checklist feature is quite extensive, and at times seems a little bit over the top with all the sub-tasks under each entry. On some of them it is useful to have sub-tasks, but on many sections our personal preference would be to keep it a little bit simpler.

This is obviously all up to one’s own preference though, if you love ticking boxes to feel a sense of achievement, this layout is great.

You can also easily delete tasks or sub-tasks if they are not relevant to your wedding.

2. Hitched

Hitched’s ‘To-Do’ list is almost as comprehensive as Bridebook’s, except for the draw-back that you cannot sort it into specific. For example, you can’t filter by tasks soley relating to the photographer or flowers.

The only ways of filtering tasks are by milestone or completed tasks.

You can add and remove tasks, but you cannot amend or delete the milestone ones. In the whole setup the tasks are always sorted by date.

3. Wedding Wire

This task list is very basic on Wedding Wire’s app, with users only able to sort their activities into three groups; ‘To Do’, ‘Done’ and ‘All’.

If you want an easier overview of a single section of tasks, for example cake-related jobs, there seems to be no way of sorting your tasks by category.

There’s not the option to allow you to search for suppliers relating to the task you are currently viewing either.

Budget

1. Hitched

Once you put your planned budget into Hitched it estimates a cost per item, which you can then amend as you go along in your planning process and getting quotes from suppliers.

It also lets you assign each item on the budget to who pays: Bride/Groom/Bride and Groom/Bride’s Family/Groom’s Family/Other.

You can also paste website links in for the supplier you’re using and add additional notes. The breakdown shows you total spend, total budget and the remaining balance.

2. Bridebook

Bridebook also calculates an estimated spend on each item of your budget which you can amend.

It lets you both delete and add entries, which to us, feels like an essential feature.

The breakdown shows you a total estimate, total booked and your target budget plus a little note saying whether you are currently under or over your budget.

You also get suggestions of suppliers by clicking on each item in the budget list.

3. Wedding Wire

This app won’t let you delete entries of their estimated budget calculation, so if you for example have a wedding without children you would just need to keep the “Gifts for children” entry at £0, which seems a bit annoying.

You can still add payments into your budget, if anything is missing.

The actual layout is simple to understand without too many words and sections cluttering the page and the breakdown show you your estimated cost along with final cost split into paid and pending.

Design and Extras

1. Hitched

Although a close call, we personally think that Hitched wins on design and layout from an aesthetical point of view.

The design is simple in a purple colour scheme that anyone who knows of Hitched will recognise.

The accented colours of white and beige complement the purple and create a good overall impression for a serious but beautiful wedding planning app.

2. Wedding Wire

The turquoise, almost Tiffany blue, colour scheme works and the fonts on titles and tasks makes it easy to find what you want when you need it.

The look does not overpower the purpose of the app – helping you in your wedding planning.

A simple home screen including the most essential parts of the planning, as well as listing your supplier team in an easy sliding format is a plus.

3. Bridebook

Bridebook’s app is also beautifully designed with simple fonts and icons to let you focus on the task at hand, and only comes just short of the other two with its slightly more colourful overall look.

A great additional feature is their shortlist option as well as a scrapbook page where you can post notes and photos of things you find along your planning process that you want to collect in one place.

Conclusion

If we were forced to pick the ultimate app for all your wedding planning needs, it may be that Wedding Wire would come out on top, simply thanks to their amazing Guestlist and table planning section. However, it’s probably wisest to break our three apps down further:

If you want the best and largest vendor and supplier search, use Bridebook
If you want the best guestlist feature and to be able to create your own table plan as you go along, use Wedding Wire
If you want the best budget section, where you can amend your entries and assign them to different payees, use Hitched

Regardless of which wedding planning app you use, or if you do it the old school way with a notepad and a pen, you should make sure you are protected with a comprehensive Wedding Insurance.

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09:29:55 GMT • 14 January 2025

The Resources Needed to Organise Your Own Sports Event

24 September 2015

•

4 mins read

Contributors

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

Sports events have the ability to bring together the masses, whether they are record breakers or simply looking to achieve. Often sports events can be used to celebrate, achieve or raise money. Whatever the objective, any sports events require a lot of resources to make it a success.
Here are just some resources that you will need to make your event one to remember. The exact requirements will depend on the size of event, activities that are included and location but these are the basic elements to consider as part of the planning process.

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Venue – ensure that you have all of the necessary permissions to hold an event at the venue you have chosen and that all the relevant authorities have been notified. Contact the local council for details of any licences that might be required.
Advertising – Put in place a strategy to advertise the event. Contact the local paper, use social media and promote through sports clubs to reach as many people as possible.
Insurance – There will be a minimum amount of sports event insurance required to cover any incidents during the event and protect the organising committee in the event of cancellation for reasons beyond your control. Policies can be tailored depending on requirements, visit our Sports Event Insurance page for more details. You will need at least public liability to cover injury or damage.
Staff – don’t underestimate how much support you will need to make your event a success. Depending on the time of the event you are planning, you will need marshalls, first aiders, administrators and security (see below). Ensure that staff you recruit are reliable and hold all of the necessary qualifications (ie. First aiders). Where possible utilise volunteers – get in touch with local schools, universities and sports clubs as these are often a great source of volunteers.
Health and Safety – conduct a full risk assessment to consider any potential issues and how they might be overcome. Advice can be found on the Health and Safety Executive site.
Security – depending on the size of your event and the profile of athletes attending, you might require a security presence to help manage the event. Ensure that you use a reputable agency for this and that they have all of the necessary licences and insurance in place. .

Here are some other great hints and tips to consider too when organising your sports event:

Have a wet weather plan – can the event still go ahead in the event of rain, or even snow?
Invite the local paper – get them to come along and take pictures and get a write up to help raise the profile of the event. This is really helpful for annual events especially as you can drive interest for the next year!
Consider what refreshments you will provide and who will supply them.
Enjoy it! Once all of the planning is over enjoy the event.

So, when you are planning your next sports event, ensure that you have considered the basics and have the right cover in place.

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