Permits & Paperwork: The Unspoken Heroes of Event Planning

Hey there, beautiful planners!

Let’s chat about something that might seem a little yawn-worthy on the surface but is, honestly, the unsung hero of the event world: permits and paperwork. Yeah, I know, it doesn’t sound as glamorous as choosing centerpieces or taste-testing canapés, but believe me, it's just as essential. I mean, who wants to be the planner that forgot a liquor license and left a wedding toast-less?

Picture this: It was early in my career, and I was planning a swanky event in Beverly Hills. Every detail? Perfect. The venue? Dreamy. But come event day, we were almost shut down. Why? Yours truly forgot about the noise permit. Can you imagine? A celebrity-packed party with no music? It’s funny now, but then? Yikes!

So, here's the lowdown. Every event, from the smallest gathering to the grandest gala, might need some type of permit. And it's our job as planners to know which ones, where to get them, and how much they're gonna cost (because no one likes unexpected expenses, right?).

First, let’s chat about venue permits. If you're thinking of holding an event in a public place, like a park or beach, you'll probably need one of these. They let the city or county know you'll be there and ensure you've got the right to use that space. Trust me, you don't wanna be in the middle of an 'I do' moment and have a ranger telling you to vacate the area!

Next up, the infamous liquor license. If your event has alcohol and the venue doesn’t have a permanent license, you gotta get this. And a quick tip? Don't wait till last minute. Some of these permits can take weeks to process.

Food vendors and caterers typically handle their licenses, but it’s always good to double-check. The last thing you want is a health department fiasco on your big day.

And don’t even get me started on entertainment licenses. Whether it's live music, a DJ, or even a fire-dancing troupe, you might need permissions. Remember my Beverly Hills mishap? Lesson learned!

Now, here's the thing: while all this paperwork might seem overwhelming, it's honestly about staying organized and ahead of the game. Create a checklist early on, and tackle it step by step. And hey, if it's not your thing, that's okay too! Delegate it to a trustworthy team member or consult with an expert.

And here's my secret for you: I keep a folder (a cute one, of course!) for each event. It’s got tabs for different permits, vendor contracts, and any other essential paperwork. So, when the big day arrives, everything's in one place. It's saved me more than once, and it might just save you too.

To wrap this up (and I promise, I'll keep this short 'cause I know paperwork isn’t the most exciting topic), think of permits and paperwork as your event’s safety net. They might not be the star of the show, but they sure keep things running smoothly in the background. And who knows, one day, you might have your own almost-shut-down-by-the-cops story to laugh about.

Keep shining, keep planning, and always keep a copy of your permits close by! 😉