What does effect the costs?
If you're planning an event, you'll almost always need public liability insurance. And if you're new to organising events, it's perfectly normal to wonder why the price of that cover can vary so much.
The good news is that the cost isn't random. Public liability insurance is actually based on a handful of simple factors that influence how risky your event might be from an insurer's point of view. Once you understand these, comparing quotes becomes a lot easier (and a lot less mysterious). Let's break it down.
1. The Type of Event
The type of event you're running is usually the biggest driver of cost, because different events carry different risks.
For example, a quiet indoor book fair or a small networking event is generally considered low-risk because people aren't doing anything particularly dangerous. A large outdoor fair, a food festival, or a community fun day has more moving parts, more people, and more opportunities for things to go sideways.
Then you have activity-based events - things like fitness workshops, dance classes, charity fun runs, or kids' parties with inflatables. These aren't necessarily high-risk, but they're livelier, involve more physical activity, and therefore attract slightly higher premiums.
Insurers try to predict the likelihood of someone getting injured or something being damaged. The livelier or more complex the event, the more likely those mishaps become.
2. Number of Attendees
More people usually means more risk, purely because there are more chances for someone to trip, spill, bump, or break something or themselves.
But this doesn't mean small events are 'safe' and large events are 'dangerous'. A claim at a 20-person craft workshop can be just as costly as a claim at a 2,000-person food festival. The difference is simply that more people create more opportunities for accidents, so insurers factor that in.
The important thing is to give an accurate estimate of your expected attendance when comparing quotes — being honest helps you find the right level of cover.
3. The Venue and Location
Your venue matters more than people realise. Indoor events generally carry fewer weather-related risks, and there tend to be fewer trip hazards from cables, uneven ground or temporary structures.
Outdoor events come with added considerations like wind, rain, equipment setup, and ground conditions. Rural locations can also be trickier for emergency access, while city venues may have stricter requirements and higher footfall around entrances.
It doesn't mean outdoor events will be more expensive, but insurers do factor in the environment your guests will be in.
4. Activities and Equipment
The more you add to an event, the more chances there are for something to go wrong. That includes:
staging or temporary structures
bouncy castles and inflatables
catering areas
pop-up stalls
hired equipment
live demonstrations or performances
interactive activities
Again, if you want to arrange any of this, it's fine - it just might affect how insurers assess the risk. A workshop with scissors, paint, and tools carries more risk than a quiet talk in a seated room. A food festival with hot equipment is riskier than an indoor craft sale.
5. Your Level of Cover
Higher cover limits will cost a little more, but in return they can protect you from very large claims. Many venues require at least £1m or £2m in public liability cover as a condition of hire, while some bigger venues or councils may ask for £5m or £10m.
When comparing quotes, you'll be able to select the coverage amount. It's worth checking what your venue expects before you buy.
So, What Does This All Mean?
Public liability insurance is surprisingly affordable for most events - especially one-off, low-risk gatherings. The final cost comes down to what you're doing, where you're doing it, how many people are involved, and how lively things are likely to get.
Whether you're hosting a family party, running a yoga class, organising a school fair, or putting on a full community festival, it's easy to compare prices and find a policy that fits. A little protection goes a long way, and knowing why the costs vary helps you choose confidently.
