Let’s dance! But first, make sure everything is fully compliant with the law. Here’s a look at the official steps for event planning.
It might sound obvious, but this is often the trickiest part of event planning. Pay close attention to every detail to avoid last-minute surprises or legal issues.
Any event held regularly or on specific occasions, open to the public (not private), where the main service is music—either from a DJ or live performance—and no reserved seating is required for attendance.
Indoors: More than 300 attendees
Outdoors: More than 1,000 attendees
Private gatherings: All participants must be known and listed by name
The foundation is the event permit, which must be:
Reviewed by all relevant authorities (fire department, police, building authority, public health office, water management).
Issued by the local municipality clerk, based on the authorities’ preliminary approvals, at least 20 days before the event.
There are two main types of permits:
Permanent venue-based permit: For fixed locations like clubs or event venues.
Temporary permit: For one-off indoor or outdoor events.
Capacity refers to the maximum number of people allowed on the premises at the same time, including staff. It depends on:
Total floor area
Door and entry capacities
Length and layout of escape routes
The building’s fire safety regulations
Your site plan must account for all objects and structures to ensure proper emergency exits. It should include:
Stage placement
Escape routes
All exits
Fencing and barriers
Any additional installations or structures on site
Safety
Ensuring comprehensive safety is an essential part of event planning. It plays a critical role during the event itself, so make it a top priority.
This plan covers every safety measure that may be required for your event, including:
Declaration by the responsible organizer
Statement confirming compliance with capacity limits
Designer’s declaration
Electrical safety requirements for the event
Fire safety regulations for temporary event structures
Fire safety policy and evacuation plan
Evacuation calculations
Entry and exit diagrams
Site plans for evacuation and escape routes in case of accidents, natural disasters, or major disturbances
Detailed venue layout
Providing adequate security staff is a central element of event organization. Key considerations include:
Their number and qualifications must be determined in advance
A team leader is required
They are responsible for enforcing venue capacity limits
They have the right to remove individuals from the event
They can deny entry (face control)
They may call for police assistance if needed
At security checks, only male staff may search men, and only female staff may search women
Exits and restricted areas must always be guarded (event boundaries, stage, service and technical areas)
Medical staff
At the venue, the required medical personnel and equipment must be available at all times. This can include an ambulance, emergency response vehicle, nurse, doctor, and other qualified staff.
In the event of an accident, the following must be ensured:
On-site medical care if needed
Hospital transport (while keeping enough staff and equipment at the venue)
Ambulance dispatch for hospital transfer
The primary responsibility for everything that happens during the event lies with the designated “person in charge”named in the safety plan. Their duties include:
Enforcing the safety plan
Providing the required security staff
Ensuring medical staff are available and equipped
For events exceeding 10,000 attendees, special regulations apply:
The disaster management authority sets up an on-site command center
Only the National Ambulance Service is allowed to provide medical coverage
Because these measures are costly, large-scale events often aim to keep attendance below 10,000 people whenever possible.
Starting the entry process marks the official beginning of the event. During entry, you must check:
Ticket validity
Access rights (e.g., student tickets are valid only with a student ID; personalized tickets require a photo ID)
Items brought in (e.g., no sharp objects, outside food or drinks)
Single-entry tickets: Valid for one entry only. If the attendee leaves the event, they must purchase a new ticket to re-enter. Wristbands are recommended to prevent unauthorized entry.
Multiple-entry tickets: After redeeming the ticket, the attendee can enter and exit freely. Multi-day events always use multiple-entry tickets.
Important:
Ticket redemption and event entry are two separate processes.
The redeemed ticket itself cannot be used as proof of entry.
Solution: use paper or fabric wristbands, and consider adding QR-code wristbands as a supplement.
These events are subject to additional regulations:
Mandatory ID check – all entrants must be identified with a photo ID
Pre-event identification – attendees can be pre-registered, but no earlier than 30 days before the event
Attendance records – a log of everyone on-site must be maintained
Authority access – these records must be made available to authorities upon request
Managing entry is one of the most complex parts of event planning. There are many ways to handle guest access, ranging from traditional methods to advanced technological solutions.
To wrap things up, here’s a list of the most important and useful legal regulations to keep in mind when organizing events:
23/2011. (III. 8.) Government Decree – on improving the safety of music and dance events
5/2006. (II. 7.) Ministry of Health Decree – on emergency services
54/2014. (XII. 5.) Ministry of Interior Decree – on the National Fire Protection Regulations
Act CXXXIII of 2005 – on the rules of private security, asset protection, and private investigation activities
In this article, we gathered the key legal points for event organization to help support you as an organizer. We hope you find this overview useful! If you think something is missing, feel free to reach out to us.
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