Do Event Organizers Need a Permit?

1. Do I need a license to organize an event?

“Do I need a license to organize an event?” is a common question for those who are new to organizing events or preparing to organize a program for their business. The need for a license depends on the type of event, the scale and the location of the event. Not all events require a license, but some forms must be carried out in accordance with legal regulations to avoid being fined or forced to stop the program.

Normally, events involving performing arts, singing, fashion shows, advertising, or programs with large crowds require permission from the authorities. In addition, activities related to trade, product promotion, organizing fairs and exhibitions, etc. must also comply with certain procedures.

Meanwhile, small internal events such as company meetings, internal training, private customer meetings, etc. usually do not require a permit, as long as there are no public promotional activities or artistic performances.

2. Types of events that require a license

To answer more clearly the question "Does an event need a license?", you need to understand the following groups of events:

Performing arts, music, fashion events

Programs with singers, artists, DJs, dancers, actors, stage performances or fashion shows are required to obtain a license from the cultural agency. In addition, the program script must be submitted for content censorship.

Promotional events, product and service introductions

If the event is for advertising, introducing, opening, launching products… and is organized publicly, you need to ask for permission from the Department of Culture & Sports or local authorities. The advertising content must comply with regulations on communication, images, and messages.

Trade fairs, exhibitions, trade promotions

Programs with many booths, attracting a large number of attendees, and trading activities all require a license and are subject to control regarding fire safety, security, order, and advertising.

Events of encroachment on sidewalks, parks, public areas

Whether the event is small or large, as long as it is held in a public space, it is mandatory to obtain permission from the urban management agency, police and relevant departments.

Large-scale events with large crowds

Even if the event does not have an art performance, if the scale is too large, organized outdoors, and has sound and light activities, permission must still be obtained to ensure security, fire prevention, and safety for attendees.

3. Event license application process & notes for newbies

For beginners, the permitting process can be confusing. Here's the standard process and what you need to keep in mind to ensure your event runs smoothly.

Prepare application documents

Typically, the profile includes:

Application for event permission

Detailed program script

Location contract

Information about participating artists

Description of media content, poster, backdrop

Security and fire prevention plan (if necessary)

Depending on the type of event, the management agency will require different specific documents.

Submit application to competent authority

Department of Culture & Sports of province/city

District People's Committee (for small events)

Department of Industry and Trade (for trade fairs and exhibitions)

You should submit your application at least 10-15 days in advance to ensure timely approval.

Check and supplement documents (if necessary)

Authorities may request additional documentation. Have designs and communications ready for quick updates.

Get a license and organize the event properly

Once licensed, you must ensure that the program is carried out in accordance with the registered content. If there are any major changes, you must report them to the authorities for adjustment.

4. Important notes for newbies

Choose the right location

The location directly affects whether or not a permit is required. If the event is held in a public place or outdoors, a permit is almost mandatory.

The clearer the script, the easier it is to get approved.

Make a detailed script: duration, content of each part, who will participate, equipment used… Unclear scripts often require additional work.

Always have a safety plan

Security, health, fire prevention, and crowd control are important factors, especially for crowded or outdoor events.

Comply with sound and light regulations

Some residential areas have noise restrictions. Be aware of these to avoid complaints or cancellations.

Retain the license for the duration of the event

During the event, the authorities may conduct an inspection. Therefore, the license and related documents must always be available in the backstage area.