Getting started organising an outdoor event – 7 common questions answered

Can anyone organize an event?

There are many types of events, but if we are talking about public events, they may be organised by a person, organisation or foundation with full powers (Section 12 of the Act on Meetings). Supervision, licensing processes and regulation cover the organisation of the event, the area, security, environmental impact and many other issues. As long as they are properly managed, anyone who complies with that section has the right to organise an event.

What permits do I need?

What permits you need for your event depends on where the event is taking place and what is happening there. As soon as your event is in a public area, you will need to apply for an area use permit. If several hundred people are expected to attend, you will need to report the large public event to the police and the environmental authority in your area. If noise is known to be present, you will have to report the activity that causes noise to the same environmental authority. If the event includes a licensed premises, you will need a licensed premises licence from your local authority. Although some of these are called “notifications”, they are permit applications and you must comply with the conditions of the permit. Different municipalities have different application processes and conditions for permits, so check your municipality’s practices. You also need to be on time with your permit applications: submission deadlines usually vary from 5 working days to 30 days, but you should always submit your application as early as possible so that you have time to make changes to your arrangements if the permit decision requires it. If you are unsure about the permits required for your event, you should contact your local events office, if one exists. Another good source is your local environmental authority, which administers many decisions and is very likely to be able to advise you on permits from other authorities.

Who do I need to hire for my event?

Think about it this way: what do you want to happen at your event? Make sure you factor in all those things. Do you want structures to be set up or sound equipment to be used? You’ll need builders, demolition workers and technicians. Do you want the event to stay tidy and the area to be tidy afterwards? You need people to clean up. Some things are part of the package, so if you hire a large marquee, for example, you’ll get skilled builders to erect and dismantle it. Professional technical equipment is also often not hired without a professional technician. However, there are many tasks that can be carried out by non-professionals, as long as they are well instructed. You can then arrange a contract with a local sports club, which may be happy to take on the work as part of its fundraising efforts. However, please note that tasks such as safety and security require formal qualifications.

What kind of structures etc. are required for the event?

Once you have the content of your event planned, go through each point to see what framework is needed to make it happen. For example, if the programme includes dining, you will obviously need tables and benches or chairs. If there are performances, you may need a stage, sound equipment and, depending on the space, probably lighting. With these, you already know that you will need electricity. Your performers will be able to tell you what their needs are, so ask for these as soon as you arrange the gig. Also, go over everything your guests, performers and staff will be doing during the day and you’ll discover needs from there. Very possibly you will need waste bins and toilets.

What are the compulsory things to take care of, do you have to have some documents for example?

The mandatory permits to be obtained are those from the authorities that apply to your event, as explained above. These then involve various documents that need to be submitted to the authorities as part of the permitting process. Above all, however, these documents are also for your own benefit, to ensure that during the planning and organisation phase of your event that all the issues are taken into account and dealt with. For example, a traffic management plan may be attached to the site use permit if any traffic arrangements are to be made. The notification to the police is accompanied by an emergency and safety plan, and this plan must be sent separately to the emergency services. Both the emergency services and the police may require changes to the plan or may come to inspect it before the event starts. These should definitely be taken as a very positive thing, as it will allow you to work with the authorities to make sure that your event is safe.

Where can I get performances and equipment for my event?

Think about what kind of programming best suits your event, taking into account your target audience, the purpose of the event and, of course, your budget. Once you have a suitable programme in mind, contact the providers. Many comedians and bands, for example, are on the roster of a gig vendor, so the gig is arranged with the vendor, not the performer. Equipment can be hired from companies specialising in event technology or event structures such as marquees. There are many other things to ask them about, including smoke machines, video projectors and electrical expertise, and furniture, fencing and decorations from marquee companies. Waste management companies will hire bins and toilets and empty them for you.

Can you make money from events?

Indeed, events are a great way to raise revenue or funds for an association or team, whatever the sector. Of course, like other forms of marketing, using events to achieve growth objectives requires knowledge, diligence and luck. But it is a tremendously fun and distinctive way to attract and engage customers or members and increase sales.

Good luck and success for your event!