In this article, we briefly explain the most important aspects to consider when planning large-scale events.
1. Creation of a safety concept
7. Insurance to minimise risks
For large events, several event components such as plenary sessions, group rooms, overnight accommodation, evening programme or transfer services often have to be organised. The organiser is responsible for the safety of the participants at an event; the requirements for this are regulated by the Assembly Venue Ordinance of each federal state.
In addition, the organiser must
- Must inform themselves about the official approval of places of assembly.
- Can be held liable in individual cases.
- Is obliged to pay duties and taxes.
1. Creation of a security concept (depending on location and number of participants)
Basic documents:
- Seating plan
- Escape route concept
For events that take place in hotels and event locations, there is usually already an officially approved safety concept including a seating plan. Feel free to request this!
Alternatively, you can have this approved by the local fire brigade yourself.
2. Medical care
Without clear regulation by the assembly regulations. Possible services would be: DRK, ASB, Johanniter, private rescue service providers in the region.
- From 200 participants: 1 first aider with signal warning waistcoat to be placed in the information area.
- From 500 participants: 1 paramedic with first aid rescue equipment.
- From 5000 participants: Placement of an ambulance
3. Security services
Without clear regulation by the assembly regulations. The rule of thumb is: per 100 participants = 1 security service.
Security services ensure compliance with the security concept, e.g. control of entrances and exits and the maximum authorised number of visitors, keeping escape routes clear, making security announcements, carrying out an evacuation.
For optimum preparation, hand over the security concept and seating plans to the selected security company in advance. Please note: The number of security services depends on the conditions of the venue, e.g. number of entrances and exits.
4. Obtain authorisations
- Celebrations and gatherings in public places must be authorised in advance by the relevant authorities (e.g. district administration department, public order office, citizens' office).
- Authorisation and approval for the erection of tents or temporary structures is granted by the local building authority.
- Traffic barriers, car parks and filming permits are issued by the police.
5. Fees and taxes
- When reproducing pieces of music (e.g. playing pieces of music, live band, DJ, background music, jingles) that are not original compositions, the organiser is obliged to pay reproduction fees to GEMA📄.
The playlist must be submitted to GEMA for calculation of the fees before the start of the event.
- A fixed annual percentage of the artist's fee must be paid to the Artists' Social Security Fund (KSK).
- In the case of artists who are predominantly resident abroad, the organiser is obliged to pay the foreigner's tax (15% of the fee) to the tax office. The organiser can be held liable for this.
6. Photo and image rights
Image rights are part of the personal rights of every person. A distinction is made between freedom of panorama for group photos taken in public where faces are not clearly recognisable and photos taken in enclosed spaces.
For photos or videos in enclosed spaces, obtain written permission from the people who are recognisable.
7. Insurance to minimise risk
Organiser's liability insurance: Public liability insurance also includes insurance cover for company employees during an event. Organiser's liability insurance is therefore important to protect external participants against risks. Check whether external guests are attending. Organiser's liability insurance should only be taken out for this group. Many companies have already taken out general organiser's liability insurance.
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