General News
Event equipment above the public: what media and event businesses should check now
- Nicky Whitson
- 13 August, 2026
Temporary equipment can create serious risk when it is placed above staff, guests or members of the public. For media, event, filming and promotional businesses, the issue is not only whether the equipment works. It is whether the installation has been planned, checked and evidenced.
The Health and Safety Executive announced on 7 July 2026 a company had been fined after a snow machine fell from a window during a public Christmas lights event. The machine hit a light and caused broken glass to injure a child below.
That is a specific case, but the wider lesson is useful for media and event clients. Temporary kit often moves quickly. Lights, cameras, displays, screens, props, rigs, speakers, effects machines and hired-in equipment may be installed for a short job, in a live venue, around the public or under time pressure.
Where this catches people out is the assumption that temporary means simple. In practice, temporary kit often needs more control because the location, people, suppliers and responsibilities change from job to job.
For media businesses, this may involve filming in hired venues, public spaces, shops, schools, offices or outdoor sites. For event suppliers, it may involve installing equipment at height, using unfamiliar buildings or relying on third-party instructions.
The insurance question is not just “is the kit insured?” It is whether the business can show who was responsible for the risk assessment, installation, supervision and public safety checks.
Insurance implications
Media insurance can include equipment, liability and other covers, depending on the arrangement. Public liability, employers’ liability, hired-in equipment, professional indemnity and business interruption may also be relevant, subject to policy wording and circumstances.
A falling object or unsecured installation can create several issues at once. A member of the public may be injured. Equipment may be damaged. A venue may make a claim. A shoot or event may be cancelled. A client may ask who accepted responsibility for the setup.
Cover will depend on the policy wording, the parties involved and the facts. It may also depend on whether the business followed manufacturer instructions, venue rules, health and safety requirements and any policy conditions.
Before using temporary equipment above people, businesses should check:
- Who owns, hires, installs and signs off the equipment.
- Whether manufacturer instructions are available and followed.
- Whether anything is being fixed, suspended or placed at height.
- Whether public areas below the equipment need exclusion zones.
- Whether the venue has its own safety requirements.
- Whether contractors have suitable insurance and competence evidence.
- Whether the risk assessment reflects the actual site, not a generic setup.
- Whether photographs, sign-off sheets and briefing notes are kept.
- Whether hired-in equipment, liability and cancellation exposures match the job.
For small creative businesses, the pressure is often speed. A client wants the setup finished, the venue is open, and the kit needs to look right. That is exactly where clear responsibility matters.
If a claim follows, weak evidence can make the conversation harder. A business may need to explain who installed the item, what instructions were followed and what checks were completed before the public arrived.
Speak To Ratcliffes
If your media or event work involves temporary kit, hired-in equipment or public-facing installations, call Ratcliffes on 01242 544544 to review whether your media insurance and liability arrangements still match the way you work.
Sources
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