How to choose an events company
An event is a lot of suppliers that all have to show up on the same day. Before you pay deposits, check the licences the event may need, the insurance, and what happens if something goes wrong.
Licences the event may need
- Selling alcohol needs a liquor licence from the provincial liquor authority, including temporary or event licences. Ask who holds it.
- Playing music in public generally needs a music licence, such as one from SAMRO, for the public performance of copyright music.
- Large public events fall under the Safety at Sports and Recreational Events Act, which requires safety planning and approval. An experienced organiser will know whether yours qualifies.
Insurance
Ask the events company, and each key supplier such as a marquee or stage company, for proof of public liability insurance. A guest injured by a collapsing structure is not something you want to sort out after the fact.
The contract
Get a written contract listing every service, the timings for setup and breakdown, the deposit and payment dates, the cancellation and postponement terms, and what happens if the weather turns. Pay deposits into an account in the company's name, and check the company on the CIPC register. For catering, see how to choose a caterer.
Common questions
Do I need a liquor licence for an event in South Africa?
If alcohol is sold at the event, yes: a liquor licence, which can include a temporary or event licence, from the provincial liquor authority. Ask your events company who will hold it.
Do I need a music licence for an event?
Playing copyright music at a public event generally needs a public performance licence, such as one from SAMRO.
What insurance should an events company have?
Public liability insurance, for the company and for key suppliers such as marquee, stage and equipment hire companies. Ask for proof.