Top tips for organising an event on private land

1.       Plan your budget wisely

First things first: budget. Before you start looking into venues, entertainment options and the like, you should have a clear budget with allocated spending allowances for each aspect of your event. Consider all the potential expenses you might have as well as any income sources (ticket sales, sponsorships) to balance out the costs. Some expenses include venue, insurance, security, first aid, equipment, entertainment, licensing fees and advertising. Leaving a bit of wiggle room for contingency to cover any unexpected costs that may crop up is also a good idea. For more information on budget planning, check out our blog How to make a budget plan for an event.

2.       Make sure you understand the legal requirements for an event in the UK

Before holding an event, it’s crucial to know the legal requirements for an event in the UK. Even when using private land, certain rules may still apply. You’ll need to consider factors such as:

• Licensing for alcohol, music or late-night refreshments.
• Noise regulations.
• Health and safety standards.
• Traffic management and parking.

Depending on the size and nature of your event, you may need to notify your local council or even obtain specific licences.

3.       Perform safety and risk assessments

Even though your event is on private land, you are still responsible for ensuring that a comprehensive risk assessment has been carried out and that all safety measures are in place as the event organiser. Document your assessment by identifying potential hazards and putting a plan in action on how you’ll manage them, such as:

• Emergency procedures and first aid.
• Fire safety and electrical risks.
• Crowd control and safe access.
• Trip hazards or slippery surfaces.
• Accessibility for disabled attendees.

After you’ve completed your risk assessment, and before your event takes place, , make sure your team or volunteers are briefed and trained  where necessary so that everyone knows how to respond if something goes wrong.

4.       Arrange public liability insurance

 Public liability insurance helps protect you:

• If any members of the public get injured at your event due to an accident
• If there is accidental damage to third-party property
• For legal costs associated with these claims.

Our team at Event Insurance Services can help you choose the right cover for your event type and size.

5.       Advertise and promote your event

Getting people to attend your event means spreading the word effectively, and there’s many ways to do so! You might want to utilise social media platforms to build excitement and share updates, as well as distributing posters in local shops, libraries and community centres for passersby to see. If this isn’t your first rodeo, using email newsletters to notify previous event attendees can help encourage them to come again, and spreading the news via press release in papers or on radio will help promote your event far and wide. Lastly, don’t underestimate word of mouth – getting people to talk about and share your event can create a buzz of anticipation.

6.       Plan facilities and clean-up

Holding at event on private ground may come with a few benefits such as toilet facilities or water and electricity supply… or it may not. Depending on where you’re hosting the event, you may need to think practically about whether guests and vendors have everything they need on the day. You might need to hire portable toilets, electric generators and provide enough bins for the waste. Planning for these things in advance ensures a comfortable experience for everyone and a clean site afterwards. Leaving the private grounds in the condition you found it in is important!

Frequently asked questions about holding an event on private land

Do I need a permit to host an event on private property?

Depending on the type of event you’re holding, you may need to register for some permits and notify your local council of the event, particularly if:

• You are selling food or alcohol.
• Live music or dancing will be part of the event.
• Temporary structures like marquees or stages are erected.
• The event will impact public roads or infrastructure.

Do I need insurance if my event is on private land?

It is highly recommended – even with the best safety and risk assessments, accidents can still happen, and you could be held legally responsible. Public liability insurance is a vital part of your event planning to ensure that you’re not financially responsible and for peace of mind.

What’s the difference between holding an event on public land vs private land?

Public land usually involves more council oversight and permissions to host events, whereas private land gives you a bit more control. However, it still comes with legal obligations, especially if the public are attending.

Get the right insurance for holding an event on private land

Here at Event Insurance Services, we have public liability insurance policies to suit a wide range of events, all designed to protect you should the worst come to the worst. Our insurance will cover you for:

• Accidental bodily injury to a member of the public
• Accidental death of a member of the public
• Accidental damage to third-party property
• Accidental loss to third-party property

You may also wish to consider the following types of insurance:

• Event equipment - covers accidental damage, loss or theft of any equipment that you’ve hired, leased or owned for the event
• Employers’ liability - covers you if anyone working at the event (paid or unpaid) is injured as a result of your negligence as event organiser
• Event cancellation - covers you if your event on private land cannot go ahead due to reasons outside your control. This includes unforeseen adverse weather conditions (which is always a possibility given the unpredictable British climate!)