A village fête may appear informal, but the moment it includes public access, stalls, food, amplified music, games, alcohol or temporary structures, it becomes an organised public event with legal and safety responsibilities. The first step is to write a short event outline before booking attractions or inviting stallholders.
Record the proposed date, times, location, expected attendance, activities, access arrangements, parking plan, catering arrangements and the names of the people responsible for key tasks. This document does not replace a risk assessment or an application, but it gives the organising team a reliable starting point.
It is useful to appoint one event coordinator with authority to make decisions on the day. Separate leads can manage areas such as first aid, volunteers, stalls, children’s activities, traffic, food and emergency communication. Responsibilities should be written down rather than assumed. A volunteer who is expected to supervise a bouncy castle, for example, needs to know the operating instructions, weather limits and what to do if a problem occurs.
Before advertising, confirm who controls the land. The landowner may impose conditions about insurance, toilets, vehicle access, noise, temporary structures, reinstatement and the time at which the site must be cleared. If the fête is on a village green, recreation ground or land managed by a public body, ask the relevant landowner or managing authority about its booking and event requirements.
Licensing requirements depend on what the fête will provide, where it will take place and how long it will last. Under the Licensing Act 2003, licensable activities can include the sale of alcohol, regulated entertainment and the supply of hot food or drink late at night. Regulated entertainment can include activities such as amplified live or recorded music, dancing and certain performances, although exemptions and specific conditions may apply.
A Temporary Event Notice, commonly called a TEN, is designed for certain small, temporary events. The Licensing Act 2003 sets limits including a maximum attendance of fewer than 500 people at any one time, counting staff and performers, and an event period of no more than 168 hours. There are also limits on the number of TENs connected with an individual premises and with an individual premises user. The exact limits and application procedure should be checked with the licensing authority for the area.
For a fête in Shropshire, the relevant licensing authority is normally Shropshire Council, unless the location falls within another council area. A standard TEN normally has to reach the licensing authority, the police and the environmental health authority at least ten clear working days before the event. A late TEN can be submitted within a shorter period, subject to the statutory conditions and the authority’s process. Public holidays and weekends are not counted as working days, so leaving the application until the last moment creates avoidable risk.
A TEN is not automatically suitable for a large fête, a recurring programme, an event exceeding the statutory limits or an arrangement where the land is already covered by a premises licence. Ask the licensing authority which route applies before making public promises about alcohol or entertainment. If alcohol will be sold, nominate a suitable premises user and ensure the sale is conducted in accordance with the licensing conditions and the law.
Keep a copy of any notice, consent or licence with the event records. The event coordinator and the person responsible for alcohol should know where it is stored and what conditions apply.
Playing recorded music or arranging live music at a public event can involve copyright and performers’ rights. The fact that music is bought, streamed or supplied by a volunteer does not normally mean it is cleared for public performance. Licensing arrangements for music are administered through the relevant copyright and neighbouring rights bodies, including PRS for Music and PPL, depending on the use and the repertoire involved.
Ask the music licensing bodies whether the planned use is covered and retain written confirmation of the position. This applies to a sound system, a live band, a dance performance and music used by an entertainer. A performer may have separate requirements relating to their own recordings or material.
Entertainment should also be considered in the risk assessment. Identify speaker locations, cable routes, electrical supplies, noise impact on nearby homes, weather protection and a safe way to stop the performance. Do not run cables across pedestrian routes without suitable protection, and keep sound equipment away from wet areas unless it is designed and installed for that environment.
Public liability insurance is not a single legal licence for an event, but it is a central part of responsible planning. It can respond to claims that a member of the public has been injured or their property has been damaged because of the event, subject to the policy terms, exclusions and limits. A landowner, local authority or attraction provider may require evidence of a particular level of cover before allowing the fête to proceed.
Request insurance documents from every contractor or independent stallholder whose work could create a specific risk. This may include caterers, inflatables operators, fairground providers, mobile animal experiences, entertainers and electrical contractors. Their cover should relate to the service they are providing, not merely to a different type of business activity.
Insurance needs should be considered separately for the following areas:
Do not describe insurance as proof that an activity is safe. A policy may pay a claim without removing the organiser’s duty to plan, supervise and control hazards. Read conditions about security, professional contractors, temporary structures, alcohol and unattended equipment.
The organiser should prepare a written risk assessment that reflects the actual site and activities. The Health and Safety Executive distinguishes between identifying hazards and controlling risk. A useful assessment names the hazard, explains who could be harmed, records existing controls and identifies further actions, responsible people and deadlines.
Walk around the site at the same time of day as the planned fête. Consider uneven ground, slopes, ponds, streams, livestock, low branches, overhead cables, vehicle movements, temporary fencing, trip hazards, hot cooking equipment, gas cylinders, electrical leads, crowded areas and changing weather. Include risks to volunteers during set-up and dismantling, not just to visitors during opening hours.
Controls should be practical. Examples include:
Use a separate activity sheet for higher-risk attractions. An inflatable operator should provide operating instructions, anchoring arrangements, supervision requirements and wind limits. The organiser should check that the operator is competent and insured, and should not allow volunteers to modify the installation.
Fire precautions should be considered for marquees, stalls, cooking, generators, gas cylinders and electrical equipment. The Regulatory Reform (Fire Safety) Order 2005 applies to many non-domestic premises and places duties on the responsible person. The precise application depends on the site and circumstances, but an event organiser should establish who is responsible for fire safety and how an emergency will be managed.
Keep emergency routes clear and make sure vehicles can reach the site if required. Position cooking, generators and fuel away from public routes and combustible structures. Use suitable extinguishers where a competent person has identified the need, and ensure that volunteers know how to raise the alarm and call 999. Do not rely on a fire extinguisher as a substitute for separation, supervision and safe equipment.
First-aid arrangements should reflect the likely attendance, activities, site layout, travel time for emergency services and the number of trained people available. Identify a first-aid point, display its location and maintain a method of contacting first-aid volunteers. Keep a record of incidents and near misses. For serious injuries, call 999 and avoid moving the injured person unless there is an immediate danger.
Prepare a short emergency plan covering fire, serious injury, missing children, severe weather, a lost vulnerable adult, a power failure and the need to evacuate. Include the site address, the best access point for emergency vehicles and a simple method for communicating with stewards.
Food sellers are responsible for complying with food safety law, but the organiser still needs a system for checking that appropriate arrangements are in place. The Food Standards Agency advises that food businesses generally register with their local authority at least 28 days before starting food operations. Occasional community events and the status of individual sellers can require interpretation, so ask the relevant environmental health team about the specific arrangement.
Request the information needed to manage the event, such as the trader’s food business details where applicable, food safety procedures, allergen information, handwashing arrangements, temperature control and waste arrangements. Food sold loose must be accompanied by accurate allergen information. This is particularly important for common allergens such as cereals containing gluten, milk, eggs, peanuts, nuts, soya, mustard and sulphites.
Provide a sensible layout with space for handwashing, safe storage, waste collection and customer queues. Keep animals away from food preparation areas. Food businesses should have their own documented procedures, but the organiser should know who to contact if a hygiene concern is reported.
If alcohol is sold, licensing requirements apply even when the money is being raised for a good cause. Check whether the event needs a TEN or another authorisation, appoint a responsible person and establish how age checks, refusal of sales and alcohol-related incidents will be managed. A raffle, tombola or other game of chance may also have separate rules depending on how it is organised and where the proceeds go.
If the fête affects a public road, pavement or public right of way, speak to the highways authority well in advance. A road closure may require a temporary traffic regulation order or another formal process. Cones and volunteer marshals do not by themselves give permission to close a public highway.
Contact the relevant highways service to establish the correct application, notice period, signage, diversion and traffic management requirements. Consider whether emergency vehicles, buses, residents, deliveries, pedestrians, cyclists and disabled visitors can still move safely. A closure plan should identify who installs signs, who checks them and who removes them.
For parking on grass or private land, inspect the surface and drainage, mark entrances and exits, and plan for wet weather. Avoid directing vehicles across pedestrian gathering areas. Provide clear information for visitors with mobility needs, including the distance from accessible parking to the main event area and the condition of the route.
A family fête should have clear arrangements for children and adults who may need additional support. Volunteers should know how to respond if a child is separated from their parent or if a safeguarding concern is raised. Use a visible meeting point, avoid taking children away from the public area unless emergency services or safeguarding procedures require it, and record concerns factually.
For activities involving regular or close supervision of children, ask the activity provider how it manages safeguarding, supervision ratios and staff suitability. The organiser should not assume that a general volunteer role is appropriate for every activity.
Accessibility should be addressed during planning rather than treated as an adjustment on the day. Check paths, surfaces, toilets, seating, queue arrangements, hearing access and the positioning of information. Make reasonable adjustments where possible and explain unavoidable limitations clearly.
If the organising team collects names, email addresses, telephone numbers, payment details or photographs, consider data protection responsibilities under the UK General Data Protection Regulation and the Data Protection Act 2018. Collect only what is needed, explain why it is collected, restrict access and establish how long it will be kept. Obtain appropriate permission before using identifiable images for publicity, especially images of children.
| Timing | Planning actions |
|---|---|
| Several months before | Confirm the land, date, event coordinator, budget, activities, insurance requirements and likely attendance. Start discussions about road use, licensing, toilets, waste and contractors. |
| At least several weeks before | Complete the risk assessment, obtain contractor documents, confirm food arrangements, plan accessibility and prepare the emergency procedure. Check whether a premises licence, TEN, music permission or road closure process is needed. |
| Before the statutory deadlines | Submit licensing and highways applications with enough time to correct errors. Do not assume that an informal village event is exempt. |
| One to two weeks before | Brief volunteers, confirm weather arrangements, prepare signage, check first-aid supplies, review the site plan and confirm emergency contacts. |
| On the day | Inspect the site before opening, record changes in conditions, control vehicle access, check temporary structures and keep the event coordinator reachable. |
| After the event | Remove waste and equipment, report incidents, settle permissions and insurance records, and hold a short review while details are fresh. |
A well-organised file makes it easier to demonstrate that the event was planned properly and helps volunteers act consistently. Depending on the fête, keep:
Keep documents accessible to the people who need them, but do not display private contact details publicly. A paper folder can be useful if mobile coverage or battery life is unreliable, with a digital backup stored securely.
No. A TEN is relevant only where the event involves licensable activities covered by the Licensing Act 2003 and meets the statutory conditions. A fête with no licensable activities may not need one, while alcohol sales or certain entertainment may trigger licensing requirements. Confirm the position with the relevant licensing authority.
There is no universal rule requiring every community fête to hold public liability insurance, but landowners, councils, contractors and insurers may impose requirements. The absence of a legal requirement does not remove the organiser’s responsibility to manage foreseeable risks.
Not without the appropriate authority and traffic management arrangements. Contact the relevant highways authority before planning an activity that affects a public highway, pavement or public right of way.
Not necessarily. Each food business may have its own registration and food safety responsibilities. Ask the local environmental health team how the specific event should be handled and keep suitable information from every trader.
The event plan should identify objective reasons to pause, relocate or cancel activities, such as high winds affecting marquees or inflatables, lightning, flooding or extreme heat. The coordinator should have authority to act and a clear way to inform visitors, contractors and volunteers.
