VILLAGE event organisers have been warned to plan ahead to ensure community carnivals and fetes keep swinging this summer.

The number of village shows has declined in recent years, partly because of health and safety fears and the perceived cost of insurance.

Organisers of occasional oneoff events have a legal obligation to ensure they are protected with suitable insurance.

Costs can be kept down with early planning, according to Darlington- based BiB Insurance Group.

Helen Blenkinsopp, a commercial broker with BIB, says organisers should make insurance a priority at the outset.

She said: "Before you start confirming with equipment suppliers, entertainers and caterers, it is important to have your insurance in place and it is a good idea to have all bookings in writing in case you need to make a claim."

Premiums for one-off events are calculated on the type of event, the limit of liability, the number of visitors expected, and the number of days the event will be held.

Cover for a small village sports day with under 100 people, including £1mworth of public liability insurance, can cost as little as £55.

If licences are needed to hold the event, the local council or the owner of the venue can advise on the amount of public liability cover needed.

Mrs Blenkinsopp said: "Insurers are looking for events which are run efficiently and professionally to ensure the safety of the general public and everyone involved.

"Ways to reduce risk include seeking advice from the police and fire authority, using professionals to put up any seating or staging, having security if the event is being held over several days, and having trained first aid staff on hand during the event."

She said organisers should also choose carefully what kind of attractions they plan to have since all insurance policies will have some exclusions.

She explained: "Activities that fall outside a normal policy will cost extra. For example, cover for animals is not typically included, so you may wish to reconsider having donkey rides. Also sports events or competitive activities where people could get injured are not usually covered under typical, one-off event policies."

For bigger events where staff, volunteers or helpers are being drafted in, employer's liability cover is also required even if the staff are not being paid. This usually costs approximately £100 for 20 people.

Additional insurance can be added to cover property and damage to hired property, such as marquees. Vandalism or theft from unattended sites may not be covered.

Organisers should also consider cancellation cover for the event.

For more information, contact BiB on 01325-353888.