Stay Covered: The Legal & Licensing Guide for Charity Gigs

Organising a charity gig is an act of passion, but it is also a legal responsibility. Failing to secure the right licenses or insurance doesn't just put the event at risk—it could lead to personal liability for the organisers. Doing it right from the start ensures you can focus on the music.

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1. Understanding Music Licensing

Even if you aren't making a profit, songwriters and performers are entitled to royalties. In the UK, this usually involves the PRS and PPL organizations.

• PRS for Music: This covers the rights of the songwriters. Most established venues already have a yearly license, but you must confirm this with the manager.
• PPL Licensing: This covers the rights of the performers and record labels. If you are playing recorded music (like a DJ set) between bands, this is essential.
• Charity Rates: Check if you qualify for a "Community and Charity" discount on licensing fees to keep costs low.

2. Public Liability Insurance (PLI)

Accidents happen. If an attendee trips over a cable or a piece of equipment falls, you need to be covered. Many venues will refuse to host you without proof of insurance.

• Organiser's PLI: This protects you against claims of negligence. Single-event policies are often very affordable for charity fundraisers.
• Artist Insurance: Ask your bands if they have their own PLI. Professional musicians often carry it through unions like the MU (Musicians' Union).
• Equipment Cover: Standard PLI often doesn't cover the theft of expensive band gear—ensure your "backstage" area is secure and defined in your policy.

3. Temporary Event Notices (TENs)

If you are hosting a gig in a space that doesn't usually hold a license (like a community hall or a pop-up space), you will likely need a TEN from your local council.

• The 10-Day Rule: You must apply for a TEN at least 10 working days before your event, though "Late TENs" are possible in some circumstances.
• Licensable Activities: This covers the sale of alcohol, late-night refreshments, and "regulated entertainment" (the live music itself).

4. Health & Safety Compliance

A safe gig is a successful gig. Local authorities and venues will expect a basic Risk Assessment to be on file before the doors open.

• Risk Assessment: Identify potential hazards (fire exits, electrical safety, trip hazards) and list the steps you have taken to mitigate them.
• Capacity Limits: Never exceed the legal capacity of the room. It’s not just a rule—it’s a fire safety requirement that could result in an immediate shutdown.

5. Fundraising Regulations

When collecting money for charity, there are strict rules about how that cash is handled to prevent fraud and ensure transparency.

• Sealed Buckets: If you are doing a floor collection, use sealed buckets with the charity's name and registered number clearly visible.
• Raffle Licenses: Small "incidental" lotteries (raffles held during the event) usually don't need a license, but tickets must be sold on-site and the prize value is limited.