Discover the necessary documents for event organization

Regardless of the type of event, it is known that its organization requires several measures. These are actions that need to be executed with attention so that everything goes as planned. This is the case with the necessary documents for its realization.

Everyone must agree that bureaucracy is quite annoying, but we know that it is necessary, especially for the safety of the people involved in the organization and, of course, for the public.

In this post, you will find out which documents cannot be missing when organizing an event and how to obtain them. Follow along!

1. Operating Permit (Alvará de funcionamento)

Many producers consider this document a real headache. But the truth is that it is indispensable, because regardless of the size of the event, it must be issued for its execution.

Mandatory by law, the operating permit provides the organizer with the necessary license for the event to take place in the chosen space. Furthermore, it guarantees the safety of the location, both for the public and for the producers.

To obtain the permit, you must go to the city hall or municipality where the event will take place. To avoid any problems, find out in advance how to obtain the document and the deadline for when it will be ready, as its issuance usually takes a while.

The ideal is to request it at least 40 days in advance for large events and 30 days for smaller ones. It is worth noting that this is an estimate, given that each municipality has its own rules. So, the tip is: inquire at the city hall about the entire process, including the deadlines.

In addition to paying attention to the deadline, it will be necessary to provide the documents to request the permit, which are:

• Technical safety report, issued by the City Fire Department;
• Venue rental agreement, if it is private;
• Contract with the security company and their certificate, containing the measures that will be adopted;
• The venue cleaning measures that will be adopted;
• Copy of the notice made to the Military Police and City Fire Department; and
• Term of responsibility signed by the person responsible for the event.

2. Contract with technical professionals and artists

Another document necessary for organizing events is the contract with technicians and artists in shows and performances. According to Law nº 6.533, it is mandatory that these individuals—whether they are natural persons or legal entities—are registered with the Ministry of Labour. Only then are they allowed to advise and produce events.

3. Proof of ECAD payment

If the event features music—whether live or mechanical—it is mandatory to pay the fee to ECAD (Escritório Central de Arrecadação e Distribuição - Central Office for Collection and Distribution), which is the body responsible for supervising and collecting amounts related to artists' copyrights.

Therefore, look for the agency's office in the city and inquire about the necessity of paying this fee for your event. It is all very simple, and after calculating the fee, you just need to make the payment via bank slip (boleto).

There are many arrangements that must be made before the event takes place. And the documents that cannot be missed are those we presented in this text. So, prepare in advance and don't risk having your event barred.

Now that you know the necessary documentation for event organization, also check out our tips for organizing sporting events.