Organizing a public event usually requires a police report and permits or notifications to various authorities, such as the rescue service, the municipality, and the environmental authority. The permit requirements depend on the size, nature, and location of the event. Below, we will go over the key issues that every event organizer should be aware of before selling even a single ticket.
What permits are needed to organize a public event?
Organizing a public event typically requires several public event permits and notifications. The most important ones are a police report of the public event, a rescue plan from the rescue service, permission from the landowner or municipality to use the area, and, if necessary, a liquor license and noise notification. Not all permits are always required, but the requirements are determined by the size and content of the event.
Organizing an event from a permits perspective can be summarized in the following list of the most common permits and notifications:
- Police report about a public event (in accordance with the Assembly Act)
- Rescue plan to the rescue service when more than 200 people are expected at the event
- Land use permit from the owner of the area or the municipality
- Liquor license or temporary liquor license Please note if alcohol is served at the event
- Noise notification to the municipal environmental authority
- Food premises declaration or a declaration of a temporary food premises if food is sold at the event
- Road traffic permit or temporary traffic arrangements if the event requires road closures
It is worth clarifying the scope of permits well in advance, as each authority processes applications on its own schedule. For demanding events, the permit process can be surprisingly extensive.
When should the police be notified of a public event?
A public event must be reported to the police whenever it is a public entertainment event, competition, show or other event open to the public, which is organised outdoors or indoors and which involves a wider audience. The notification must be made at least five days before the event begins, but in practice earlier notification is recommended.
The Act on Public Gatherings stipulates that small-scale events, such as private events or minor events, may be exempt from the obligation to report. In practice, however, it is advisable to report all events aimed at a wider audience to the police just to be on the safe side. The report can be made electronically through the police's online service.
The notification must state the event organizer, purpose, location, time, estimated number of participants, and security arrangements. Based on the notification, the police may impose special security requirements on the event.
What other authorities does the event organizer need to take into account?
In addition to a police report, the event organizer often has to contact the rescue service, the municipal environmental and building control authorities, the Regional State Administrative Agency's (Avi) alcohol unit, and copyright organizations such as Teosto and Gramex if music is played at the event. The requirements for organizing an event therefore extend considerably beyond a police report.
Rescue services and safety
A rescue plan is submitted to the rescue service when more than 200 people are expected at an event or when the event involves special risks, such as pyrotechnics or large structures. The rescue plan describes exit routes, first aid arrangements, fire safety and responsible persons.
Municipality and environmental authorities
A noise report is submitted to the municipal environmental authority if the event produces significant noise, especially in outdoor events. In addition, a permit may be required from the building control authority for the erection of temporary structures, such as platforms or tent structures. The food control authority is notified if food is sold or served at the event.
How long does it take to apply for permits?
It is a good idea to apply for permits at least two to four months before the event, preferably more. The minimum time for a police report is five days, but liquor licenses, emergency plans, and municipal permits can take several weeks or even months, including processing times.
Large events in the summer season in particular clog up the authorities' processing queues, so it is worth starting the permit processes for summer events in 2026 early in the year. When applying for a liquor license, Avi recommends submitting the application at least a month before the event, but in more complex cases, the time required may be longer.
Managing the permit process is one of the most demanding aspects of event planning, and underestimating it is one of the most common mistakes made by event planners. Managing the entire process becomes significantly easier when you start applying for permits early and handle all official contacts systematically.
What happens if a public event is organized without permits?
A public event organized without the required permits may be ordered to be suspended by the authorities, and the organizer may be held liable for any damages caused by the event. Violations of the Assembly Act may result in a fine, and in serious cases, liability may also be criminal.
The lack of permits also means in practice that the event does not have a safety plan approved by the authorities. If an accident or incident occurs at the event, the organizer's liability is significantly increased when legal safety arrangements have not been made. Insurance companies may also refuse to compensate for damages if the event is organized without the appropriate permits.
Applying for permits may seem bureaucratic, but it protects both the organizer and the participants. The permitting process also forces you to think carefully about security arrangements, which improves the overall quality of the event.
The permitting process and overall event planning can seem like a complicated whole. At MagnumEvents, we help companies manage the requirements of event planning from start to finish. Contact us and request a quote for your event. We will handle your event either turnkey or as a partial implementation, and we will make sure that everything runs smoothly from the planning table to the authorities.
