Introduction
Organizing an event is a truly exciting project. But behind the glitz, there is one aspect that should never be overlooked: legality. In France, every event, whether public or private, must comply with a certain number of legal obligations. And it's not just for show: it's primarily a matter of safety, responsibility, and... avoiding unpleasant surprises. So, what documents need to be provided? What steps should be taken? Who to contact? This ultra-comprehensive guide enlightens you on all the legal obligations to organize an event properly.
Summary:
- The essential authorizations
- Participant safety
- Welcoming the public: rules and standards to be followed
- Legal responsibilities and insurance
- Music, rights, and taxation
- Hygiene, catering, and food safety
- Checks and inspections
- The legal checklist
- FAQ
The essential authorizations
The administrative authorization and the prefectural declaration
This is the starting point. Any event gathering the public must be declared to the prefecture, especially if it takes place on public roads or hosts more than 1,500 people. This process allows the State to assess potential risks (public order disturbances, security, traffic flow) and coordinate emergency services if necessary. This declaration is often required to be made at least one month before the scheduled date and must include a complete file: site plan, number of participants, security measures, etc. Without this authorization, no event.
The municipal decree
In addition to the prefecture, the town hall must be informed of any event taking place within the municipality. This can be formalized by a municipal decree that officializes the authorization. It is mandatory, especially if the event impacts public space (square, street, park). The town hall can impose certain additional constraints: closing hours, noise management, or even refusal to organize the event if safety conditions are deemed insufficient.
Temporary beverage sales declaration
Do you plan to serve alcohol at your event? In that case, a temporary beverage sales permit is mandatory. This request must be sent to the town hall at least 15 days before the event. It is essential, even for drinks offered for free in a festive setting.
It is prohibited to sell or serve alcohol without this authorization, even for an association evening or a small private event.
Participant safety
The security plan and the security log
A good security plan is like a GPS: it guides you in case of trouble. This strategic document must anticipate all risks and the measures to address them: fire, crowd movement, accident, etc. It is a requirement, especially in ERP (establishments open to the public). In addition, there is a security register, mandatory and continuously updated. It contains the checks carried out, the installations, the fire extinguishers in place, and the instructions to follow. This register must be presented in case of an inspection.
A poorly prepared event can quickly turn into chaos in the event of an emergency evacuation. That's why an evacuation plan must be posted in strategic areas: at the entrance, backstage, near the stages, etc. It must indicate the exits, assembly points, fire extinguishers, and responsible persons.
The role of the security commissioner and the SSIAP
The security commissioner is a key player in the validation of an event. He is responsible for verifying the compliance of the facilities before opening to the public. He can impose modifications, or even prohibit the event if certain standards are not met. The SSIAP (Fire Safety and Assistance to Persons Service) consists of specialized agents who ensure the safety of the premises throughout the duration of the event. Their presence is mandatory in certain types of ERP.
Planned emergency response and presence of rescuers
No event should take place without on-site medical assistance. Even a simple sprain can turn into a disaster if there is no one to intervene quickly. The emergency response plan (DPS) is there for that. It is a set of human and material resources put in place to provide first aid if needed. The Red Cross, Civil Protection, or other accredited associations can ensure its implementation.
The number of first-aiders depends on the type of event and the number of participants. For a music festival, for example, the presence of a full team is often essential. The DPS can also include a medical tent, a designated doctor, and vehicles suitable for evacuation. These measures reassure the authorities and, above all, the public.
Fire extinguishers, emergency exits, and signage
Did you know that the majority of fires at events come from faulty electrical installations or mobile kitchens? That's why the presence of fire extinguishers is mandatory, well distributed throughout the space, and regularly checked. Their type (CO2, powder, water) must be adapted to the identified risks (greases, electrical equipment, etc.).
Next, let's talk about emergency exits. They must be clearly identifiable, well-marked, unobstructed, and accessible at all times. Lighted signage, mandatory signage, and emergency lighting are essential elements for guiding the public, especially in case of evacuation. Every meter counts when a crowd is trying to escape danger.
The referring doctor
In major events, the appointment of a lead physician is strongly recommended, sometimes required. The latter coordinates emergency care and makes crucial medical decisions. He acts as a liaison between the rescuers, health authorities, and the organization.
Welcoming the public: rules and standards to be followed
ERP: the standards for establishments receiving the public
An ERP (Establishment Receiving the Public) is any structure – temporary or permanent – that welcomes people. It can be a community hall, a marquee, a theatre, or even an open space if arranged. These places must meet very strict standards in terms of safety, accessibility, hygiene, and comfort.
Before any use, an ERP must be subject to an opening authorisation or a review by the safety commission. It must notably comply with evacuation standards, structural resistance, lighting, and ventilation. Non-compliance can lead to the closure of the site, or even endanger the public.
Maximum capacity and access control
Another key point: the maximum capacity. It is the maximum number of people allowed in a place, defined based on the area, available exits, and the nature of the activity. This number must be strictly adhered to, as it determines the effectiveness of rescue operations in case of evacuation.
To ensure this compliance, access control is often implemented: tickets, wristbands, marked queues, security personnel. This rigorous management also helps to prevent overcrowding, theft, or acts of vandalism. In short, it is both a security and comfort measure.
Accessibility for People with Reduced Mobility
Accessibility for PRM (Persons with Reduced Mobility) is now non-negotiable. Each event must provide accommodations to allow people with disabilities to access, move around, and participate under the same conditions as others. Access ramps, adapted toilets, reserved spaces: everything must be planned in advance.
Legal responsibilities and insurance
Liability insurance: essential!
Liability insurance is not only highly recommended but often mandatory. It covers bodily injury, material damage, or immaterial damage caused to third parties during the event: a participant who falls, equipment that falls, a fire caused by electrical installation, etc. This insurance must be taken out by the main organizer, but each service provider or exhibitor may also be invited to present their own insurance.
Electrical compliance
It concerns all technical installations (sound, lighting, stands, food trucks...). A certificate of conformity is required to prove that the equipment complies with current standards. This involves using compliant cables, properly sized circuit breakers, and the absence of unauthorized connections. A negligence here can be dramatic.
Certificate of proper installation of the structures
Each temporary structure (stage, bleachers, tents, marquees) must be accompanied by a certificate of proper assembly, signed by the professional who installed it. This document certifies that the assembly complies with stability, safety, and wind or weather resistance standards. Without this certificate, you risk a refusal to open by the safety commission. And above all, in the event of an accident due to improper installation, the organizer's liability will be directly involved.
Music, rights, and taxation
SACEM Declaration
Whoever says music, says copyright. In France, SACEM (Société des Auteurs, Compositeurs et Éditeurs de Musique) is responsible for collecting royalties as soon as a musical work is publicly broadcast. This applies to a live concert, a DJ playlist, or even a simple soundtrack at a trade show.
Before the event, you must declare the pieces used via the SACEM website, then pay the corresponding rights. The rate varies depending on the size of the event, the ticket prices, the venue size, etc.
Noise standards and public tranquilly
Noisy events (concerts, parties, festivals) must comply with strict noise regulations. Beyond a certain decibel threshold, you risk disturbing the neighbors and committing an offense. Municipalities or prefectures can impose time slots, maximum noise levels, or acoustic insulation devices.
It is essential to take measures to preserve public tranquilly: inform the residents, orient the speakers towards the interior of the site, limit the bass, etc. In case of a complaint, the police can intervene, and the event can be interrupted.
Hygiene, catering, and food safety
HACCP
If your event includes catering, you must strictly adhere to the rules of the HACCP (Hazard Analysis Critical Control Point) plan. It is a method of food risk analysis aimed at ensuring the safety of products served to the public. This involves clear procedures on the cold chain, cooking, storage, surface cleaning, and staff training. Any violation can result in the stand being closed by health services and tarnish the reputation of your event.
Hygiene of the stands
Each food or beverage stand must have a clean, ventilated space with access to potable water, sealed trash bins, and handwashing solutions. Food must be protected from contamination (insects, dust, public).
The staff must wear gloves, hairnets, and handle the products according to the rules. A simple inspection by the DDPP (Departmental Directorate for the Protection of Populations) can cost you the authorization to serve.
Checks and inspections
Visit from the safety commission
Before the opening of an important event, a security commission can visit the site to ensure that all standards are being met. It is composed of representatives from the fire department, the prefecture, the town hall, and the police. They examine, in particular, the emergency exits, electrical installations, fire extinguishers, signage, etc. In case of non-compliance, they can demand immediate adjustments, or even prohibit the opening to the public.
Role of the mayor and law enforcement
The mayor plays a key role in organising events in their municipality. He is the one who signs the municipal order, which can impose specific conditions, or even cancel an event for reasons of safety or public order. He can also mobilise the municipal police to manage the crowds, secure the surroundings, and intervene in case of an incident.
The law enforcement forces (police, gendarmerie) are often involved in major events, particularly to ensure security, prevent disturbances, and intervene in case of overflow. Good coordination with these authorities is essential to avoid unforeseen events.
The legal checklist
The 20 points not to forget before your event
- Prefectural declaration completed
- Municipal authorization obtained
- Civil liability insurance subscribed
- Certificate of proper assembly of structures
- SACEM registration completed
- Compliance with noise standards approved
- Security plan drafted
- Safety register completed
- Electrical inspection completed
- Extinguishers checked and in place
- Emergency response plan in place (first responders, doctor)
- ERP compliant and validated
- Maximum gauge set and respected
- Accessibility for people with reduced mobility ensured
- Mandatory signage installed
- Evacuation plan visible
- Organized access control
- Alcohol sales permitted if necessary
- Food hygiene compliant with HACCP
- Internal regulations drafted
Conclusion
Organizing an event in France is not just a matter of logistics. It is also, and above all, a matter of legal responsibility. Administrative authorizations, participant safety, accessibility, sound management, food hygiene: everything must be thought out in the smallest details so that the public is welcomed in the best conditions.
The good news? By adhering to all these obligations, not only do you avoid trouble, but you also give yourself every chance to succeed in your event. You reassure your partners, inspire confidence, and build a solid reputation. So, don't leave anything to chance. Prepare, check, secure... and above all, enjoy the party!
FAQ
Do I need a permit for a private event?
Yes, if the event is open to the public in a public place or if you are serving alcohol, certain permits may be required even in a private setting.
How far in advance should the procedures be done?
It is advisable to start at least 1 to 2 months in advance, especially for large-scale events or those in public spaces.
What are the risks if we don't have a prefectural declaration?
Without a declaration, the event can be prohibited, cancelled on-site, and the organizer can face fines, or even criminal charges in case of an incident.
Should music be declared even if it is free?
Yes! Even if the entry is free or if you use Spotify, you must declare the music broadcast to SACEM.
Is insurance mandatory for a small event?
Not always legally required, but strongly recommended. It protects you against all unforeseen events that could be costly.
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