If possible get a list of the activities that are planned, what they involve then consider any potential hazards and the risk this may pose to those participating as well as those watching as well [i.e. flying debris for example] then define any control measures necessary [exclusion zone for bystanders etc]. Having a clear chain of command for each activity helps i.e. Mr Bloggs will run this event and ensure any safety measure has been implemented. Means there is no "headless chicken" moment if something unexpected does happen and ensure this person is fully briefed about accident procedure. Can't help with liability insurance side of things I'm afraid.

Think about setting up a local committe for the event and then assign people with jobs or roles that they can then be responsible for, it can include fundraising, insurance, licences, publicity etc. There may be someone in the local community who works in insurance or H&S (!) who can give you some advice or other people with 'specialisms' that you can use. Try and work with some local companies who may sponsor the event or help by providing non monetary things including expert advice. Target companies who have specialisms you need. Have you tried contacting other community groups who organise events who can give you some help and guidance? I would suggest you write an 'event managment plan' that includes topics such as: expected numbers, access and egress, parking, public transport links, adverse weather, toilets, food and drinks vendors, stewarding, security, advertising, insurance, licences from the Council, informing the local police, road closures, emergency arrangements, communication. Even if you don't think you need these things, writing them down and thinking about them and writing down whether these things are needed or not can help pull it together and shows you gave it some thought. If you are allowing outside businesses to participate ask to see copies of their public liability insurance for your records. Also allow plenty of time on the planning of the event and also do a de-brief after to note what went well and what needs improving. Check out the HSE website as well. If you PM me your e mail address I have a template you can use for the planning side.

As regards insurance - some statements of the obvious: EL:- You won't need this since I doubt there will any employees e.g. of the committee or whoever is running event Property Insurance: I doubt you will have any property of your own so insurance against theft, loss or damage by fire etc will not be needed Public Liability: This is what you will need - protects against eventuality that members of public are injured or their property is damaged and they then sue you! Pluvius: This is essentially cancellation cover - can provide some cash to cover expenses/initial outlay in the event that the whole thing has to be called off. Maybe worth considering although can be expensive Contractors/Suppliers etc: You MUST ensure that any firm that delivers anything into the event - from catering to temporary stands/seating, from PA system to barriers has their own PL cover. You should ask for confirmation of their cover. Broker: You should get in touch with a broker who specialises in such insurance. They can help you determine exactly what level of cover is needed and help you find a suitable insurer. You can contact the brokers trade body (BIBA) for guidance, telephone numbers etc. Bit better than using Yellow Pages or web search! Phil

Re: Professional Indemnity cover: My view is "No". PI cover is relevant to situations where a professionals e.g. an architect, solictor, Chatered Accont or simialr offers advice "for a fee". The person receiving that advice generally acts upon that advice - and if it were to be wrong then they mght suffer a loss - usually financial. Where a person offers advice within the context of their employement e.g. an engineer offering his employer technical advice regarding some aspect of a production line issue then PI is not relevant. Similarly an engineer who offers advice to his employer's customers does not need PI cover since the advice is being given in connection with the sale/supply of a product. It is my opinion that the giving of advice in connection with the planning and organising of a charity/social event such as you describe does not require that you have PI cover. But ask your friendly broker for a second opinion. Phil

Phil your insurance undestanding has been most helpful and possibly saved me alot of money Kieran as an ex officer no comment! I must look into the cognitive ergonomics it sounds interesting