Insurance and running events safely

1. Get public liability insurance

Most venues, local authorities and funders require proof of public liability cover before you can book a hall, use a public space, or run an event — this is one of the most common practical blockers groups run into, so arrange it well before you need it, not the week of your first event.

Several insurers offer community/voluntary group policies at reduced rates compared to standard commercial cover — ask other local groups which insurer they use, and shop around rather than accepting the first quote. Check specifically what level of cover (a sum insured of around €6.5 million is a commonly requested minimum, though this varies) your venue or funder actually requires before buying a policy, since over- or under-insuring both cost you either way.

2. Consider whether you need other cover too

Public liability covers claims from members of the public. Depending on your activities, you may also need:

• Employer’s liability, if the group has any paid staff, even part-time
• Personal accident cover for members, particularly relevant for sports clubs
• Equipment or contents insurance, if the group owns anything of significant value
• Directors’ and officers’ (D&O) cover, more relevant to a company limited by guarantee, protecting committee members personally against claims arising from decisions made in their role

3. Do a simple risk assessment

For any event, walk through what could realistically go wrong (trips and falls, weather, traffic and parking, crowd size, food safety if serving food), how likely each is, and what you’ll do to reduce the risk (signage, stewards, barriers, a weather contingency plan). A one-page document is genuinely enough for most small community events — the value is in the committee actually thinking it through together, not in the length of the document. Keep it on file in case a venue, funder or insurer asks for it.

4. Plan for first aid

For larger or higher-risk events, arrange a first aider or formal first-aid cover — the Order of Malta, Civil Defence, or a private first-aid provider are the most common options for Irish community events — rather than relying on there being "someone qualified" informally in the crowd. Note their location and how to reach them in your event plan, and share this with stewards on the day.

5. Check if you need permits or notifications

Larger public events, road closures or road use (parades, fun runs), or use of amplified sound may require notifying or getting approval from your Local Authority or An Garda Síochána in advance — requirements and lead times vary considerably by county and by the nature of the event. Check with your Local Authority’s events office early, ideally several weeks or more before the date, not the week of.

6. Think about accessibility

Consider step-free access, accessible parking, and clear signage as a standard part of event planning rather than an afterthought — this widens who can actually attend and is increasingly expected by funders assessing an event grant application.

7. List the event so people can find it

Once you’re organised, add the event to Community Hub — approved events appear on the site-wide Events page and on your group’s own listing, helping you reach people who wouldn’t otherwise hear about it through word of mouth alone.