Running an event can be a complicated, incredibly involved affair. It\u2019s easy to make mistakes \u2013 easy to overlook minor legal issues here and there. But you cannot afford to do that. You need to do everything in your power to keep your event above board. Here\u2019s how.<\/p>\n
As an event planner, you don\u2019t want to fight the law. It will win. Every time.<\/p>\n
Yet time and again, I see many people in the event management profession\u2014both novices and veterans\u2014overlooking stuff that can land them in huge<\/strong> legal trouble. They fail to account for liability. They neglect the proper permits. They don\u2019t bother with a cancellation policy.<\/p>\n Don\u2019t be like them. Don\u2019t push the potential legal issues of your event to the back of your mind until you receive a summons for a lawsuit. Take care of things beforehand by addressing the following areas of concern.<\/p>\n Get The Proper Licenses and Permits<\/p>\n Will you offer catering services to your attendees? When and where is your event being held? Will you serve liquor at the event? How many people will be attending?<\/p>\n You need to know the answer to these questions and more. Every single one could potentially represent another license or permit you\u2019ll need to acquire in order to keep your event legally above-board. Depending on your venue, certain licenses may not be necessary (for example, if you\u2019re hosting at a bar, they\u2019ve already got a license).<\/p>\n Other considerations include what services you\u2019ll provide, and the scope of those services. Are you going to hire a security contractor, or handle security on your own? Will you organise travel to and from the event? Will you provide room and board for your attendees?<\/p>\n Do some research, and consider speaking with an attorney.<\/p>\n Consider Your Cancellation Policy<\/p>\n One of the most frequent mistakes made by novice event planners involves their cancellation policy. They either don\u2019t think much about how (or if) they\u2019ll refund their clients, or they assume it won\u2019t be an issue. Both approaches can be a recipe for disaster.<\/p>\n Many things can result in an event\u2019s cancellation \u2013 criminal activity, acts of God, a vendor\u2019s failure to live up to their end of a contract; you get the idea. You need to account for the possibility that any of these incidents may occur. And you need to figure out how you\u2019ll approach refunds with both your client and your attendees.<\/p>\n What happens to the customer\u2019s deposit? Will your business still invoice them for out-of-pocket expenses? What about the tickets you\u2019ve sold \u2013 are they refundable?<\/p>\n To cover your bases here, it\u2019s worthwhile to invest in event cancellation insurance. This will provide you with a windfall that protects you from circumstances beyond your control.<\/p>\n In my experience, there are two issues that most frequently end with an event management company being dragged to court. The first is a breach of contract \u2013 which we\u2019ll assume you\u2019re responsible enough to avoid. The second is liability.<\/p>\n As an event planner, you want to include disclaimers and a limited liability clause in every vendor, venue, and client agreement. You do not want to be held responsible if a guest injures themselves on-site at a trade-show, or if someone is allergic to the food you serve at a gala. Nor do you want to be held liable if a keynote speaker doesn\u2019t bother to show up or an event starts late due to technical difficulties.<\/p>\nFigure Out Liability Beforehand<\/h2>\n