Organizing a successful event requires careful planning and attention to countless details, with documentation being one of the most important aspects. Regardless of the size or nature of the event, ensuring that the documents for events are in order is essential for their legality, safety and good experience for everyone involved.
These documents serve as legal support, ensuring that production complies with all authority requirements and prevents problems such as fines, unexpected interruptions or even last-minute cancellations.
Furthermore, a lack of documentation can compromise the safety of participants and negatively impact the organizer's image. For example, the absence of a permit or technical report can lead to significant disruptions, jeopardizing the continuity of the event. Therefore, understanding which documents are required and how to obtain them is an essential step for any production.
In this article, we will explain in detail the main documents for events (which can be either in-person or in the format of live streams) and the process of obtaining each one.
What are the main documents for events?
Below, we list the types of documents that cannot be missed when organizing your event.
1. Event authorization permit
The permit is a license issued by the city hall that authorizes the holding of events in public or private places. Obtaining it is essential to ensure that the event's audience complies with municipal and safety regulations.
How to obtain:
- advance planning: start the process at least 15 days in advance for smaller events and 40 days for large events, depending on local requirements;
- required documentation:
- term of responsibility;
- descriptive memorial of the event;
- identification documents of the organizers;
- lease agreement for the premises;
- technical safety report with Technical Responsibility Note (ART);
- communications to the Fire Department and the Military Police;
- request: Go to the city hall or the municipal body responsible for licensing events, present the documentation and pay the corresponding fees.
Obtaining a permit is mandatory and ensures that the event is held within legal standards, avoiding penalties and guaranteeing the safety of participants.
2. ECAD fee
The public performance of music at events implies the payment of copyright to the Central Collection and Distribution Office (ECAD). This fee ensures that composers and artists are paid for the use of their works.
How to obtain:
- contact ECAD: before the event, contact the ECAD regional office to inform about the use of copyrighted music;
- required information: provide details such as date, location, estimated audience and type of musical performance (live or mechanical);
- payment of fee: The value is calculated based on criteria such as the size of the event and type of presentation and, after the evaluation, payment must be made as per ECAD's guidelines.
Payment of the fee to ECAD is mandatory for events that use protected music, ensuring compliance with the Copyright Law (Law No. 9.610/98).
3. Fire Department Inspection Report (AVCB)
The AVCB is a document that certifies that the event location complies with fire safety standards, and is essential for holding events with an audience.
How to obtain:
- security project: hire a qualified professional to prepare the fire safety project, in accordance with the requirements of the Fire Department;
- required facilities: Implement the required safety measures, such as emergency exits, fire extinguishers, signage and alarm systems;
- inspection request: after implementation, request an inspection by the Fire Department, which will verify the compliance of the facilities;
- issuance of AVCB: If everything is in order, the AVCB will be issued, allowing the event to take place.
Obtaining the AVCB is essential to guarantee the safety of participants and is a legal requirement for holding events.
4. Health license
For events involving the handling and sale of food and beverages, a health license is required, which ensures that hygiene and public health conditions are met.
How to obtain:
- application: request the license from the local health authority, providing information about the event and the planned food activities;
- documentation:
- food handling plan;
- certificates of good practice courses for handlers;
- water potability reports;
- survey: health surveillance may carry out an on-site inspection to check hygiene and infrastructure conditions;
- issuance of license: After approval, the license will be issued, allowing food activities at the event.
The health license is essential to guarantee the health of participants and avoid legal problems related to health surveillance.
5. Environmental license
Large events or that may cause environmental impact require an environmental license, which ensures that the activities will be carried out in a sustainable manner and in compliance with environmental standards.
How to obtain:
- environmental impact study: depending on the size of the event, it may be necessary to present a study that assesses the possible environmental impacts and mitigating measures;
- request: Submit the request to the competent environmental agency, presenting the study and detailed information about the event;
- analysis and inspection: the environmental agency will evaluate the documentation and may carry out on-site inspections to verify whether the measures proposed in the environmental impact study were implemented correctly;
- issuing of environmental license: If the event meets all environmental requirements and standards, the license will be issued, allowing it to take place in a legal and sustainable manner.
Environmental licensing is especially important for events in sensitive areas, such as natural parks or near bodies of water, ensuring that environmental impact is minimized and that organizers fulfill their environmental responsibility.
6. Security Disclaimer
Events involving temporary structures, such as stages and stands, require the presentation of a security liability term, which attests to the integrity of these facilities.
How to obtain:
- hiring qualified professionals: it is necessary to hire specialized engineers or technicians to design and assemble temporary structures;
- technical reports: the technical manager must issue safety reports, highlighting structural stability and load capacity;
- ART or RRT registration: these reports must be accompanied by the Technical Responsibility Note (ART) or the Technical Responsibility Record (RRT), registered with the respective professional councils (CREA or CAU);
- presentation to the authorities: submit documents to local authorities to obtain necessary approval before the event begins.
The safety liability term is essential to avoid the risk of accidents and ensure the integrity of participants and workers.
7. Civil liability insurance certificate
Civil liability insurance is mandatory for many events, covering material and personal damages that may occur during the event.
How to obtain:
- hiring an insurance company: look for an insurance company that specializes in events and provide details such as number of participants, type of activities and location of the event;
- choice of coverage: evaluate the coverage options offered, such as protection against damage to third parties, accidents involving the public and protection of the property of the site;
- policy issuance: After contracting, the insurer will issue the policy, which must be presented to the authorities or contractors, if requested.
Liability insurance is a way to protect organizers against unforeseen events and ensure a financial solution for potential problems.
8. Driving license
If the event impacts local traffic or requires road closures, it is necessary to obtain a traffic permit issued by the competent authorities.
How to obtain:
- traffic plan: prepare a detailed plan with information on planned closures and diversions, as well as signage and traffic safety measures;
- request to the local authority: submit the plan to the municipal or state traffic authority, along with the required documentation;
- authorization: After analysis and approval, the license will be issued, allowing the event to be carried out as planned.
This license is essential to avoid disruption to the community and ensure the safety of participants and passers-by.
Conclusion
Ensuring that all event documents are in order is one of the most important steps to the success of your event. From permits and licenses to insurance and liability waivers, each document plays a vital role in the safety, legality and sustainability of your event.
Obtaining event documentation can seem like a complex process, but with planning and hiring qualified professionals, it is possible to meet all requirements and avoid setbacks. This not only ensures a positive experience for attendees, but also protects organizers from legal and financial problems.
Therefore, when organizing your next event, do not underestimate the importance of preparing properly and obtaining the necessary authorizations. This way, you will be contributing to a successful, safe and memorable event for everyone involved.
And if your event is corporate, click here to check out the free guide on the subject produced by Netshow.me!
Netshow.me offers live commerce, live streaming, OTT, and corporate streaming solutions.
