Event Planning Chapter
Main Topics
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Permits, Licenses and Insurance
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Permits, licenses and insurance are often overlooked until too close to
the actual event, when bureaucratic timelines can make it very difficult
to get the necessary paperwork in place. One disorganized event chair forgot
to apply for a liquor permit. Unfortunately, she was coordinating a charitable
wine tasting, and the event had to be cancelled. Directly, her forgetfulness
cost the charity
money because of necessary cash outlay, along with the lost revenue (even
though many ticket purchasers kindly refused a refund). Long term, the relationship
between the sponsoring wine company and the charity
was damaged. All because a $50 permit did not make it onto the check list.
Many venues (and some permit issuing governments)
will refuse to book an event, unless it has event-specific insurance,
designed to cover guest safety and, in some cases, damage to the venue
and injury to its staff.
Permits and Licenses
- Permits/licenses may be issued by the state, province, county or municipality
the event takes place in. Permits may come from several different levels
of government.
The higher the government level, the longer it usually takes to get
a permit
- For example, hosting an event in San Diego might involve the County
Health Department (food), the State Alcohol Beverage Control (liquor),
The Port of San Diego (location), the California Coastal Commission
(location), the City of San Diego (location), etc.
- When planning
a wedding, check to see if there is a waiting period involved after
the license is issued ? Some cities may require letters of support from
recognized community groups and businesses, depending on the impact
the event will have on the area
- Liquor
and catering
permits create the most common problems, but there are often ordinances
that deal with noise levels, event parking, use of public facilities
such as parks and waterways, etc.
- Some municipalities require disability access before issuing permits
or licenses ? The venue contact should be able to inform the coordinator
about various licenses and permits. Please remember to add this as in
item to discuss with the venue contact--they may even do it from their
end. When a host company is working with a charity, the
charity can often apply for the permits at a reduced cost and with
greater leeway
- The appropriate departments and application forms can increasingly
be found online, although a wise organizer will allow for a slower
response time than is common in the business world
- The event’s
organizer is legally responsible for getting rights and permits for
the use of any intellectual property at the event, including music,
video, resource materials, software, etc.
- Remember to include permit and licensing fees in the budget
Insurance
- Make sure there is enough insurance to protect the host company,
the venue, staff, volunteers, and participants
- Insurance can be tailored to the event variables. Wedding insurance,
for example, can be purchased to cover a change of mind, catering
mishaps, uncooperative weather, and more
- Insurance is available for one-off events; costs vary depending on
the risk levels of the activities involved. The host corporation’s
insurer may be willing to give a preferred rate
- Some reward/incentive events (like a golfing or a beach day for staff)
will require a signed waiver from each participant
- Read any insurance contract carefully to ensure that the terms of
agreement are not inadvertently voided
| Ottawa Conventions.com
Event Planning 101
Chapter 1: Planning an Event
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