Understanding Event Licensing & Event Insurance

Planning and hosting an event can be an exciting endeavour, but it can also be a complex one, particularly when it comes to licensing. Whether you're planning a festival, concert, or another type of gathering, you need to have the right licences and permits in place to ensure that your event runs smoothly and legally.

When it comes to licensing, there are two main types of licences that you need to be aware of: A “Premises License” and a “Temporary Event Notice (TEN)”. Both of these licences grant you permission to host “regulated entertainment” (music, dance, boxing/wrestling, and films), as well as the sale of alcohol. 

A Premises License is required if you're planning to hold an event that undertakes the licensable activities and features an attendance of more than 499 persons (including your staff,) or will be held over a period of time greater than 7 days.

On the other hand, a Temporary Event Notice (TEN) is required for events that will take place on a one-off basis, and are typically small in size and straightforward to host. A TEN can only be applied for if your event will be attended by no more than 499 people, including your staff, and takes place across no more than 7 days.

When it comes to applying for a licence, you will need to follow a specific process. For a Premises License, you will need to complete an application form and submit it to your local council. This will need to include details about your event, including the dates, times, and activities that will be taking place. 

You will also need to provide details about how you plan to ensure that the event complies with the four licensing objectives: preventing crime and disorder, public safety, preventing public nuisance, and protecting children from harm. Detailed guidance on how to apply will be available on the Licensing Authority website - this is usually your district or city council. 

A premises licence application must undergo a 28 day notice period, during which anyone can make a representation for or against the application. You should plan to submit your application at least 3 months prior to your event - but in the case of larger or more complex events, a period of 6 - 12 months may be more appropriate. A fee is payable for a premises licence - usually linked to the property tax (council tax/business rates) band of your chosen premise.

If you are planning to apply for a TEN, you will need to give a notice to the local council at least 10 working days before the event is due to take place. This will need to include details about your event, including the dates, times, and activities that will be taking place. You will also need to pay a fee, which will depend on the size of the event and the location.

Throughout the licensing process, there will be various stakeholders involved, including the police, fire service, and environmental health officers. For larger or more complex events, you should expect quite significant scrutiny from these stakeholders - so it’s vital you have a robust Event Safety Management Plan in place. 

If there are objections to your application, you may need to attend a hearing where you will have the opportunity to explain your plans and address any concerns. It is essential to have a good understanding of the guidance and regulations that are in place for licensing, such as the Licensing Act 2003, so that you can ensure that your event complies with all relevant laws and regulations.

A wealth of expert licensing professionals are available to the UK market. Some event organisers may benefit from such experts undertaking the application process on their behalf

In conclusion, licensing is a crucial aspect of planning and hosting an event, and it's essential to understand the different types of licences, the application process, and the licensing objectives. You also need to be aware of the stakeholders involved, the notice periods, objections, and hearings that may arise during the licensing process. By following the guidance and regulations in place, you can ensure that your event runs smoothly and legally, providing a safe and enjoyable experience for everyone involved.

Additionally, to safeguard your event and protect against unforeseen circumstances, considering event insurance through Vento can be a wise decision. Event insurance can provide coverage for various risks, including liability, property damage, cancellation, and other potential issues that may arise during your event. It offers peace of mind and financial protection, allowing you to focus on the success and enjoyment of your gathering without worrying about potential setbacks.

Freddie, co-founder at Vento, interviewed several event organisers at the Event Production Show about the things that can go wrong at their events, as part of a live podcast for 'WHEN SH*T GOES WRONG AT EVENTS'. Here's a snippet that might encourage event organisers to make sure that event insurance is fully accounted for!