Rules, legislation and certificates in events

The event trade does not require a personal license in the same way as, for example, an electrician. But when you gather many people in one place, a whole set of rules come into play, and a large part of your job becomes having control of them. Here you get an overview of what's typically relevant and where the responsibility often lies with the organizer or company—not necessarily with you as an individual.

§Permissions and authority contact

Many events require permits before they can be held at all. This can be permission to use a public area, to arrange events with many participants, to play music and noise or to use temporary structures such as stages and tents. Often the police, municipality and emergency services must be involved in good time. One of your most important tasks as an event coordinator is to know which permits need to be obtained and when.

§Safety, fire and crowd management

When you gather an audience you have responsibility for them being able to safely enter stay and exit. It's about escape routes maximum number of people fire safety and plans for what you do if something goes wrong. Emergency authorities set requirements for larger events and you work with crowd plans and safety plans as a fixed part of preparation.

§Food and alcohol

If food and drink are served at your event food law's rules on hygiene storage and temperatures apply. If alcohol is to be sold or served it normally requires a licence or permission. In the education you learn the basic principles but in practice you often work with suppliers and sub-suppliers who have their own approvals.

§Personal data and marketing

When you handle registrations participant lists tickets and newsletters you process personal information covered by data protection rules. You should only use information for what it was collected for store it safely and not share it improperly. If you send marketing there are also consent rules you must know.

• 01Seek necessary approvals in good time from the municipality, police and emergency services
• 02Keep track of escape routes, maximum number of participants and fire safety
• 03Follow food and alcohol rules when serving
• 04Treat participant information confidentially and only for the purpose

§Contracts and insurance

An event is based on a whole series of agreements — with suppliers, artists, venue hirers and the customer themselves. Being able to read and enter into clear contracts is a core competence in the trade, because this is where responsibility, payment and cancellation terms are established. Many events also require insurance that covers if something goes wrong. On the programme you work with both contracts and the legal framework around events.

§Always check the current rule

Rules and requirements change, and they depend on the size, location and content of the event. Therefore, always use official authorities, your workplace and your school as sources, rather than assuming it is usually done in a certain way.