The ultimate checklist for a legally and professionally sound event

Organising a n event takes more than a great idea and a schedule. There are also legal and organisational requirements to consider – from permits and contracts to privacy laws and proper insurance. In this article, you’ll find a comprehensive legal checklist to help you plan your event smartly and professionally.

1. Permits and regulations

The permits you need depend on the type of event, the location and the expected number of visitors. Key permits include:

• Event permit from the municipality (often required for public or large-scale events).
• Alcohol and catering licence, if serving alcoholic drinks.
• Noise exemption, if music exceeds a certain volume.
• Fire safety certificate, often required for indoor venues or tents.

Municipalities may also impose additional requirements before granting a permit, such as a safety plan, traffic measures or first aid provision. Always contact the relevant local authority early on to understand what’s required and avoid last-minute surprises.

2. Liability and insurance

Accidents happen – someone trips over a cable, something gets damaged, or a supplier holds you liable for damages. As the organiser, you don’t want to bear the cost.

Event insurance can protect you, with coverage including:

• Liability: if people or property are harmed.
• Cancellation: if your event cannot go ahead due to unforeseen circumstances.
• Equipment: damage to or theft of your own or hired items.
• Accidents: medical expenses for injuries sustained by attendees or staff.

Note: most standard business liability insurance policies do not cover events. Tailored event insurance does cover this specific risk.

3. Contracts with suppliers

Clear contracts help avoid misunderstandings and financial risks. Spell out who’s responsible for what – especially when renting equipment or technology. Supplier terms often state that the renter is liable for any damage, even if not at fault. And be aware: the replacement value (which you’d need to pay in case of loss) is usually much higher than the rental cost – often 10x more.

Want to avoid this risk? You can cover it in two ways with event insurance:

• Liability coverage: for damages you’re held responsible for.
• Equipment coverage: for losses no one is at fault for (e.g. due to fire or storm).

Also agree clearly on who is responsible for arranging which insurance – this prevents coverage gaps and arguments later.

4. Attendee rights and privacy

If your event involves collecting personal data (e.g. through registration), you must comply with GDPR. That means:

• Requesting consent for data processing.
• Being transparent about how you use personal information.
• Keeping data secure (both digitally and on paper).

Other elements such as CCTV, post-event marketing or facial recognition may also fall under privacy regulations. If working with external vendors (e.g. for ticketing), define responsibilities clearly.

5. Tools and software

There are many tools that can help you stay organised and legally compliant:

• GDPR-compliant registration platforms (e.g. Eventbrite or Momice).
• Project management tools like Asana or Trello for task tracking.
• Checklists or runbooks via Notion or Google Drive.
• Insurance tools, like No Risk’s application page, which lets you select the coverage you need and instantly see the cost.

Professional and prepared

A well-organised event is not only creative and enjoyable – it’s also legally sound. Thinking ahead about permits, responsibilities and risks helps avoid unwelcome surprises.

Want to be sure your event is properly insured? At No Risk, you can easily build your own event insurance – tailored to your specific needs. Questions? We’re happy to help.