Event Planning Legal Requirements in Australia: Start Your Business Right

Event planning might not be a regulated profession, but much of the work requires permits and licenses. While creativity plays a big role in starting your business, event planning legal requirements are something you simply can’t ignore. 

In this guide, we’ll help you build a solid compliance framework from business structure and tax to permits, contracts, insurance, and privacy. The steps below walk you through a compliant legal set-up, so you can hit the ground running. 

Event planning licenses in Australia

Event planning services are generally unregulated, meaning you won’t need a specific “event planner licence” to offer planning or coordination services. 

However, the Australian government regulates many core parts of an event — from using public spaces and roads to playing music, serving alcohol, selling food and selling tickets. This means you’ll need council permits, state-based licences, contracts, and appropriate insurance.​

If you fail to obtain the required approvals, you might face fines, unapproved insurance claims, and even event cancellations. 

To protect your business, follow the steps below and integrate compliance into your processes from day one. 

Step 1 — Choose your event planner business structure

The first step in starting any business is to set up your legal structure. Here are some things to keep in mind. 

Decide between sole trader, partnership, or company

First off, decide which business structure is right for you. Most new event planners start as either a sole trader (one individual) or a company (usually a proprietary limited company). 

• A sole trader is simpler and cheaper to set up, but offers no legal separation between you and the business. 
• A company involves more setup and reporting obligations, but can ring‑fence risk and may look more professional to corporate clients and councils.​

Another option is to launch a partnership, which is ideal if you plan to start the business with someone else. Note that, like a sole trader, partners are generally jointly responsible for debts and liabilities. This means you’ll need a written partnership agreement and clear exit arrangements. 

Register your ABN, business name, and ACN (if a company)

Every Australian event planning business needs an Australian Business Number (ABN) for invoicing, tax and contract purposes. You can apply for an ABN and related registrations through the Australian Government Business Registration Service, or use a service like Lawpath to handle the process.​

If you want to trade under a name other than your personal name (for example, “Spark Events Co”), you must register that business name with ASIC. If you choose a company structure, you’ll also need to register the company and receive an Australian Company Number (ACN).

Register for GST (if turning over more than 75,000)

Like any other Australian business, event planners must register for the Goods and Services Tax (GST) if their turnover exceeds AUD 75,000 in a 12-month period.

You can optionally register for GST earlier, which may help your business appear more established to corporate clients and allow input tax credits on eligible expenses. However, it also adds Business Activity Statement (BAS) reporting and pricing complexity. 

Whatever option you choose, remember that the ATO requires you to register within 21 days of passing the threshold. 

Step 2 — Comply with the legal requirements for event planning business setup

Once your business is set up, you’ll need to plan specific permits and licenses for each event you organise. Here are the key things to consider. 

Council event permits in Australia

Councils regulate events held in public places such as parks, streets, and community venues. You’ll need to apply for event permits or book before proceeding. Common local requirements include:

• Public space bookings for parks, ovals, town halls and other council‑managed venues.​
• Temporary structure approvals for marquees, stages, lighting rigs and inflatables, often linked to building or safety codes.​
• Road closure permissions and traffic management plans for events that impact streets, carparks, or footpaths.​
• Noise management conditions, including maximum noise levels, hours of operation, and restrictions near residential areas.​

Always check the relevant council’s event or outdoor activities page early, because assessment timeframes can stretch from weeks to several months for larger events.​

State-based approvals

State and territory laws apply to high-risk aspects of events, particularly food, alcohol, public gatherings, and security. Depending on your role and event type, you may need to coordinate or confirm:​

• Food handling licences or notifications for on‑site food stalls, food trucks, or catering, aligned with state food safety legislation.​
• Liquor licences or temporary limited licences if alcohol is supplied, as well as responsible service of alcohol (RSA) obligations.​
• Public event approvals, major event declarations, or COVID‑style safety plans for large gatherings, festivals, or sports events.​
• Crowd control requirements, including licensed security guards, fencing, maximum occupancy limits, and emergency egress routes.​

For smaller private events held in commercial venues, some licences may be held by the venue or caterer. However, your contracts should clearly allocate responsibility so that nothing falls through the cracks.​

Music licensing (APRA AMCOS)

If you plan to play or perform music over speakers at events, you’ll first need to obtain the appropriate music license to comply with copyright law. APRA AMCOS and PPCA (via OneMusic Australia) manage these licenses. ​

The specific licence type depends on the event type and the license holder (you or the venue).  As an event planner, clarify in your contracts who is responsible for holding and paying for any APRA AMCOS or OneMusic licence to avoid infringement and last‑minute issues.​

Privacy & data obligations

Event planners often handle sensitive data, including ticketing information, attendee lists, dietary preferences, and marketing databases. These are all subject to regulation under the Privacy Act and Spam Act. 

You should:

• Limit ticketing data to what you really need and store it securely with role‑based access controls.​
• Be transparent about how attendee information is collected, used, shared and retained, typically through an accessible Privacy Policy.​
• Ensure that your email marketing complies with consent and unsubscribe requirements. 

Using reputable ticketing and CRM platforms with built‑in compliance features can make this significantly easier.​

Step 3 — Prepare key contracts and legal documents

Clear written contracts are non-negotiable for event planners because they define the scope, pricing, cancellation rights, risk allocation, and what happens when things go wrong. 

Without them, you are more exposed to disputes about “what was agreed”, scope creep, unpaid invoices and liability for third‑party issues.​

Lawpath provides customisable templates and legal document services that you can easily adapt for event management, venue hire, subcontractors, ticketing terms, and privacy policies. 

Here are some of the key documents you’ll need. 

Event Management Agreement

An Event Management Agreement sets out the relationship between you and your client. It includes: 

• Services
• Timelines
• Fees
• Approvals
• Cancellation rules
• Responsibilities around permits and insurance

A strong agreement helps prevent scope creep by specifying inclusions, exclusions, change request processes and additional fees for extra work or last‑minute changes.​

Venue Hire Agreement

If you control or sub‑hire venues, a Venue Hire Agreement is critical to govern the following: 

• How the space can be used
• What equipment is included
• What happens in case of damage or overruns

Even if a venue provides its own contract, review it carefully so you understand obligations around cleaning, reinstatement, security, noise, capacity and curfews.​

Subcontractor Agreement (florists, caterers, stylists, etc.)

Most event planners rely on external suppliers for catering, florals, styling, AV, staging, photography, and entertainment. A Subcontractor Agreement documents: 

• Supplier goods and/or services
• Deadlines
• Quality standards
• Pricing
• Insurance requirements
• Who is responsible if something goes wrong

Having consistent, written terms with all vendors helps align expectations and reduces your exposure if a supplier’s work causes loss or damage.​

Terms & Conditions (if selling tickets)

If you sell tickets directly, through your own site or a third‑party ticketing platform, clear Terms & Conditions (T&Cs) are essential. T&Cs should set: 

• Refund and transfer rules
• Age restrictions
• Behaviour expectations
• Event changes or postponement procedures
• Liability limitations for circumstances outside your control.

For online sales, ensure that attendees have the opportunity to read and agree to the terms before making a purchase and retain a record of acceptance. 

Privacy Policy

A Privacy Policy explains how you collect, use, disclose, and store personal information from clients, guests and suppliers. Even for smaller businesses, a transparent and easily accessible policy helps build trust and demonstrate best‑practice data handling.​

It should cover: 

• The types of information collected (for example, names, contact details, accessibility needs)
• Purposes (for example, event coordination, marketing)
• Security measures
• Third‑party service providers 
• How people can access or correct their data. 

If you use email marketing, this should also include information on how subscribers can opt out of promotional communications.​

Step 4 — Get essential event planning insurance 

Insurance is not an optional extra in event planning; it is a non‑negotiable layer of protection for you, your clients, venues, and attendees. Councils and venues often make proof of insurance a condition of approval, and going without cover can expose you to significant personal financial risk.​

Public liability insurance (mandatory for most council-approved events)

Public liability insurance covers claims arising from injury to third parties or damage to third‑party property connected with your events. Councils and venue operators commonly require event organisers to hold public liability insurance at a specified minimum limit before issuing permits or confirming bookings.​

Because even small incidents, like a guest tripping on cabling or damage to heritage property, can lead to expensive claims, public liability should be in place before marketing or running any event. 

Professional indemnity

Professional indemnity insurance protects you against claims that your professional advice, planning, or coordination caused a client financial loss. As an event planner, you’ll offer professional services and will often be contractually responsible for logistics, so this cover is highly recommended.​

Equipment insurance

Equipment insurance (sometimes called property or contents cover) helps protect items such as sound and lighting equipment, staging, décor, laptops, and other business tools against theft, accidental damage or certain weather events. 

If you own or hire expensive equipment, this can be critical to avoiding large replacement costs after a single incident.​

Workers’ compensation (if hiring)

If you employ staff, you must comply with state workers’ compensation laws, which generally require taking out workers’ compensation insurance. You’ll also need to meet workplace health and safety standards. 

This insurance supports employees who suffer work‑related injuries or illnesses and is usually mandatory once you hire.​

Step 5 — Set up accounting & tax processes

Now, let’s look at your financial obligations. 

Bookkeeping basics for event planners

Accurate, up‑to‑date bookkeeping is essential for you to track profitability across multiple events, meet tax obligations, and manage cash flow. You can use cloud accounting software combined with a simple chart of accounts to see which event types and services are most profitable.​

Many event planners also tag transactions or use project codes by event, allowing them to analyse each project’s performance and report back to clients where needed. 

Plus, good bookkeeping supports GST reporting, income tax returns, and evidence for any ATO review.​

Managing client deposits, invoices & refunds

Event planning businesses typically work with deposits and staged payments to manage risk and cash flow. Your contracts and invoices should clearly outline deposit percentages, due dates, what is included, and how refunds or credits work in the event of a client cancellation or rescheduling.​

GST on event planning services

If you register for GST, you must charge GST (currently 10%) on taxable supplies. These include event management fees and many on‑charged costs where you act as principal. Your tax invoices must include key details like your ABN, GST amount, and a clear description of what you supplied.​

Remember that you can usually claim GST credits on business purchases, which can offset some of your event planner taxes. 

Claiming business expenses (travel, equipment, venue inspections, insurance)

Event planners incur a wide range of deductible business expenses. This includes: 

• Travel to venues
• Accommodation for out‑of‑town events
• Marketing, insurance
• Software subscriptions
• Equipment 
• Professional advice
• Etc. 

To claim these expenses, they must be genuinely related to your business, and you must maintain accurate records (including receipts, invoices, and logs).​

PAYG and super if employing staff or contractors

If you employ staff, you must withhold Pay As You Go (PAYG) tax from wages, remit it to the ATO, and pay compulsory superannuation at the legislated rate. You will also need to set up Single Touch Payroll (STP) reporting via your payroll or accounting software.​

Step 6 — Get the right tools and software

Beyond legal and tax compliance, a basic operational toolkit will help you run events smoothly and scale your work. 

Common categories include:

• Budgeting tools to track event budgets, quotes, supplier costs and contingencies.​
• Project management platforms (for example, Kanban or Gantt‑style tools) to manage timelines, tasks, checklists and supplier coordination.​
• Customer Relationship Management (CRM) systems to log enquiries, proposals, client preferences and follow‑ups.​
• Ticketing systems for public events, integrating with online payments, QR codes, attendee lists and email confirmations.​

Standard operating procedures (SOPs) for event day runsheets, incident reporting, pack‑down and post‑event reviews will also improve consistency and reduce mistakes.​

Step 7 — Consider the cost to start an event planning business 

Startup costs can vary depending on structure, insurance levels, legal support, and the types of events you plan to run. 

Let’s take a look at some possible figures. 

Item	Typical cost range (AUD)
ABN & business name	ABN free; business name registration via providers such as Lawpath typically from around $145 for 1 year or $219 for 3 years ​
Company registration	Several hundred dollars, including ASIC fees and service provider charges ​
Insurance costs	Starting in the low thousands annually for small operators ​
Legal documents	Low-cost templates (free to a couple of hundred dollars); higher professional fees for lawyer review
Permit fees	Ranges from low hundreds to thousands per event, depending on council, size, and risk ​
Council application fees	Often combined with or in addition to event permit charges ​
Accounting software	$20–$80 per month for small business plans ​
Initial marketing costs	Flexible; may include website, branding, business cards and advertising from a few hundred upwards ​

Step 8 — Follow a compliance checklist for event planning businesses 

Use the following as a working checklist when setting up and before each major event.​

• Register for an ABN
• Register a business name with ASIC (if applicable).
• Obtain relevant licences (food handling, liquor, public event approvals, security, etc.)
• Secure council permits and venue approvals 
• Review and update insurance
• Review and update core contracts 
• Check the Privacy Policy 
• Set up accounting processes

FAQs

Do I need a licence to start an event planning business in Australia?

There is no general “event planner licence” required to operate an event planning business in Australia. However, individual events may require multiple licences and permits, such as council event permits, food and liquor licences, security approvals and music licences.​

Do I need public liability insurance as an event planner?

Yes. Public liability insurance is effectively mandatory for most council‑approved events and is widely required by venues and corporate clients.

What permits do I need for an event?

Permit needs depend on location, size and risk, but commonly include council event permits for public spaces, approvals for temporary structures, road closure permissions, and noise management conditions. State‑based licences may also apply for food service, liquor supply, and crowd control, especially for large public events.​

Do event planners need a contract?

Yes, a contract will protect your and your clients’ interests, ensuring that everyone is on the same page regarding pricing, expectations, and responsibilities. 

Do event planners charge GST?

Event planners must register for and charge GST if their GST turnover exceeds AUD 75,000 in 12 months, or if they expect to reach that threshold in their first year. 

What legal documents should an event planner have?

At a minimum, an event planner should have an Event Management Agreement, Venue Hire Agreement (where relevant), Subcontractor Agreements, ticketing Terms & Conditions (if selling tickets), a Privacy Policy, and any necessary waivers or risk acknowledgements. 

Start an event planning business in Australia with Lawpath 

Compliance is crucial in event planning. While business registration might seem simple, it’s easy to get confused among council permits, insurance requirements, and multi-event bookkeeping. 

Lawpath is here to help! Get in touch with our legal team — we can help you start your business with full compliance and run it with all the legal considerations in check.