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Events and production
Festival insurance is usually a package of public liability, employers' liability, event cancellation and equipment cover for a licensed, often outdoor, event. It matters because one festival concentrates crowd, weather, licensing and contractor risks into a few days.
Part of: Event organisers' insurance
In short
Festival organisers usually need public liability, employers' liability, event cancellation and equipment cover, and sometimes money cover. Most festivals need a premises licence under the Licensing Act 2003; a temporary event notice only suits events of up to 499 people. Insurers expect detailed planning: an event management plan, crowd management, structural sign-off and licensed security. Weather cover is often an extension and restricted. Many festivals are likely to be qualifying events under Martyn's Law once the duties start. Cover is subject to the insurer's acceptance and the policy terms.
A festival is a temporary town: thousands of people, temporary structures, power, food, alcohol, security and traffic, often on a greenfield site. Insurance is usually arranged as a package or a set of linked policies.
| Cover | What it is for | Points to watch |
|---|---|---|
| Public liability | Injury to attendees and the public, and damage to third-party property, including the landowner's land | The limit the landowner and licensing authority expect; hazardous activities declared |
| Employers' liability | Injury to your staff, and often volunteers | How casual workers and volunteers are treated |
| Event cancellation | Irrecoverable costs or lost net income if the festival is cancelled, cut short or moved | Weather, non-appearance of headliners and communicable disease terms |
| Equipment and property | Owned and hired-in staging, power, lighting, fencing and site offices | Theft conditions on an open site and overnight security |
| Money | Cash takings from bars and traders, where cash is still used | Limits in transit and in safes |
Each is subject to the insurer's acceptance and the policy terms. Start early: festival risks are specialist and insurers will want detailed plans.
In England and Wales, the retail sale of alcohol, the provision of regulated entertainment and late night refreshment are licensable activities under the Licensing Act 2003. The Home Office's section 182 guidance sets out the four licensing objectives that every licensing decision must promote: the prevention of crime and disorder, public safety, the prevention of public nuisance and the protection of children from harm.
Most festivals need a premises licence for the site, usually with conditions on capacity, hours, security, noise and welfare. Smaller events can sometimes run under a temporary event notice (TEN). East Suffolk Council's TEN guidance says a TEN event must have no more than 499 people at any one time, including staff and performers, and can last no more than 168 hours. The section 182 guidance says a standard TEN must be given at least ten working days before the event.
Insurers commonly ask whether a licence is in place or applied for, and what conditions it carries. Failing to get a licence in time is usually excluded from cancellation cover.
Crowd safety drives both the licence and the insurance. The Purple Guide, published by the Events Industry Forum, is the industry's main reference on health, safety and welfare at music and other events. Its publisher describes it as guidance rather than law, highlighting legal responsibilities and good practice.
Insurers and licensing authorities commonly want to see:
These documents also matter after an incident. A liability insurer defending a claim will ask for them first.
Outdoor festivals are exposed to wind, heavy rain, lightning and extreme heat. Cancellation policies for outdoor events commonly cover weather only where it makes the event unsafe or impossible, or an authority stops it, and often as a separately priced extension. Reduced attendance because of a poor forecast is usually not covered.
Illustrative: a three-day festival loses its final day after strong winds force the safety team to close the main stage and evacuate the arena. With weather cover on a revenue basis, the organiser might claim the lost net income for that day, less costs saved. Without it, ticket refunds and supplier costs fall on the organiser.
Insurers often ask about wind action plans, ground protection, drainage, and who has authority to stop the show. Non-appearance of headliners and communicable disease terms need separate attention; see event cancellation insurance and parametric weather cover.
Many festivals are likely to fall within the Terrorism (Protection of Premises) Act 2025. The explanatory notes say an event can be a qualifying event if members of the public attend, 800 or more people may reasonably be expected to be present at the same time, and there are checks on entry, such as tickets, passes or payment. Free events with entry checks can qualify, and an entirely open-air event can qualify. An unorganised gathering with no entry checks is outside the Act.
The responsible person is whoever controls the premises for the event, which on a hired field is often the organiser. Responsibility cannot be delegated to contracted services such as a security firm. For qualifying events, the maximum penalty is the greater of £18 million or 5% of qualifying worldwide revenue. The Home Office factsheet says the implementation period will be at least 24 months from Royal Assent on 3 April 2025, and nothing has to be done until the duties are in force. See Martyn's Law explained.
Festivals depend on dozens of contractors and concessions. Each should carry its own public liability, and employers' liability for staff. Collect certificates and check they cover the actual work: a caterer's policy may not cover a fairground ride the same company brings.
Apex arranges insurance for events and film and TV production. A broker reads each enquiry and comes back with options, with no fee for a quote; cover is subject to the insurer's acceptance and the policy terms. To quote we need your business activities, turnover, location and claims history, plus the site, dates, licensed capacity, licence status, budget or forecast income, the line-up and your event management plan.
See also event organisers' insurance, public liability for event organisers and our events sector page.
Usually public liability, employers' liability if you have staff or volunteers, event cancellation, and cover for owned and hired equipment. Many organisers also insure money. The landowner, licensing authority and contractors may set requirements, so check the land agreement and licence conditions before arranging cover.
Most festivals need a premises licence because they sell alcohol or provide regulated entertainment to large numbers. A temporary event notice is limited to events with no more than 499 people present at any one time and lasting up to 168 hours, so it only suits small events.
It can be, usually as an extension to event cancellation cover. Insurers commonly pay only when weather makes the event unsafe or impossible, or an authority stops it, and not for lower attendance. Cover must be bought before the weather threat is known.
Many festivals are likely to be qualifying events: 800 or more people may be present at once, the public attend, and entry is checked by tickets or passes. The responsible person is whoever controls the site for the event. The duties are not yet in force, with an implementation period of at least 24 months.
Often the contractor, but claimants commonly sue the organiser as well. An organiser who chose a competent contractor and checked its work is in a stronger position. Make sure every contractor carries its own liability insurance and that your hire agreements are clear on who is responsible.
Tell us what your business does, your turnover and any claims. A broker reads every enquiry and comes back with options. No fee for a quote. Or call 0117 325 0027.
Start a commercial enquiry Request a callbackApex Insurance Brokers Limited is authorised and regulated by the Financial Conduct Authority. Registered in England and Wales, company number 07014570. This page is general information, not advice on your individual circumstances, and it does not guarantee that cover will be available or on what terms.
