Event planning and venues
Events are about details - and the planners and venues that win repeat business are the ones who never miss one. This guide covers starting an event planning business, the approvals events often need, working with suppliers and contracts, and what to check when choosing a venue.
In short
- Choose a niche - weddings, corporate, community, private parties - and build a reliable list of suppliers.
- Events often need approvals, such as council permits for public spaces, liquor licences or permits, and food business requirements.
- Put every booking in writing, with clear deposits, payment dates, cancellation terms and what's included.
- Plan for safety - crowd numbers, access, weather, first aid and emergency procedures.
- When choosing a venue, check capacity, accessibility, what's included, restrictions and the cancellation policy.
Kinds of events businesses
| Business | What you do | Typical clients |
|---|---|---|
| Wedding and private event planning | Plan and coordinate weddings, birthdays, anniversaries | Couples and families |
| Corporate events | Conferences, staff parties, launches, client events | Businesses and associations |
| Community and public events | Festivals, markets, fundraisers, sporting events | Councils, charities, community groups |
| Event styling and hire | Decorations, furniture, marquees, lighting | Planners, venues, the public |
| Venue operation | Run a function centre, hall or outdoor venue | All of the above |
| Day-of coordination | Run the day for clients who’ve planned it themselves | Couples and private clients |
Most new planners start with one niche and a few reliable suppliers, then grow by referral.
Starting an event planning business
- Get experience. Work or volunteer at events, assist an established planner, or start with events for people you know.
- Choose your niche and service levels: full planning, partial planning, day-of coordination, styling only.
- Build a supplier network: venues, caterers, florists, photographers, entertainers, hire companies, transport. Visit them and agree how you’ll work together.
- Set your pricing: a flat fee per package, a percentage of the event budget, or an hourly rate. Be clear about whether you receive commissions from suppliers and disclose them to clients.
- Register your business and check what licences you need. See Registering a business.
- Write your client agreement (see below).
- Build a portfolio: photos (with permission), testimonials and a simple website. See Building a small business website.
Approvals events often need
Requirements depend on the event, the location and the state or territory. Use ABLIS on business.gov.au to find what applies, and contact the council early. Common ones:
- Council permits for events on public land (parks, roads, beaches), temporary structures such as marquees and stages, road closures, amplified noise and signage. Large public events can need many months’ notice.
- Liquor: selling or supplying alcohol usually needs a licence or permit from the state or territory liquor regulator. Some states have specific licences for events and pop-up bars. Venues may already hold a licence that covers your event; check its conditions.
- Food: food businesses need council registration or a licence and must follow the Food Standards Code. Under Standard 3.2.2A, caterers and food service businesses that prepare ready-to-eat food from unpackaged, potentially hazardous food must have a certified food safety supervisor and trained food handlers, and keep records. Make sure caterers and food vendors at your event are registered.
- Trade promotions: if your event includes a prize draw or competition, a permit may be needed depending on the prize value and the state.
- Music: playing recorded music or having live performances at events usually needs a licence. Venues may already hold one.
- Other: fireworks, animals, amusement rides and drones have their own rules.
Contracts and payments
Put every booking in writing. A client agreement typically covers:
- What’s included, and what isn’t
- Fees, deposit and payment schedule
- Who contracts with suppliers: you or the client
- Changes to numbers, dates or scope, and how they’re charged
- Cancellation and postponement terms, by both sides
- What happens if something outside anyone’s control stops the event
- Responsibility for damage, breakages and venue rules
- Photos and use in your marketing
Have a lawyer check your standard agreement. The ACCC’s unfair contract terms rules apply to standard form contracts with consumers and small businesses, so cancellation fees and deposits must be reasonable. If you take payment for an event, you must deliver what was promised, and if something beyond your control stops you, give customers clear and accurate information about the solutions you’ll offer. See Contracts and legal basics.
Pay suppliers on time and keep clear records. Your reputation with suppliers is part of your product.
Safety at events
Event organisers and venues have work health and safety duties to workers, suppliers and guests. Plan for:
- Crowd numbers within the venue’s approved capacity
- Access and exits kept clear, plus accessible access for people with disability
- Weather: shade, water, heat, wind and wet-weather plans for outdoor events
- First aid and an emergency plan, with someone responsible on the day
- Safe set-up and pack-down: lifting, ladders, electrical equipment and temporary structures
- Responsible service of alcohol and safe transport options for guests
- Child safety for events involving children.
Check with your insurer what cover you need for events, and ask suppliers and venues for their certificates. See Workplace health and safety.
Choosing a venue (for planners and businesses)
Whether you’re a planner or a business holding your own event, check:
| Check | Questions to ask |
|---|---|
| Capacity and layout | Seated and standing numbers? Room for stage, bar, dance floor, stands? |
| Location and access | Public transport, parking, accessibility, loading access for suppliers |
| What’s included | Furniture, linen, AV, Wi-Fi, staff, cleaning, security |
| Catering and drinks | In-house only, or can you bring your own caterer? Licence conditions? |
| Restrictions | Noise limits, finish times, decorations, candles, confetti |
| Costs | Hire fee, minimum spend, deposits, surcharges, overtime |
| Cancellation | Notice periods, refunds, wet-weather options |
| Approvals | Does the venue hold the permits and licences your event needs? |
Visit in person, at a similar time of day to your event, and get the quote and conditions in writing.
Getting clients
- Referrals from happy clients and suppliers are the biggest source of work. Ask every client for a review and referral.
- Venue and supplier partnerships: get on preferred supplier lists.
- A portfolio website and social media with real photos of your events (with permission).
- Wedding fairs and expos. See Events marketing.
- Corporate networking for business events. See Networking and referrals.