Event consulting

Public events are generally subject to registration. However, there are some exceptions.

An event is considered public if

• the attendees have not been personally invited or
• An admission fee is charged or
• an economic benefit (e.g. a profit) is achieved.

Statutory registration deadlines

• Events with up to 1,000 visitors: Registration no later than 4 weeks before the start of the event
• Events with more than 1,000 visitors: Registration no later than 6 weeks before the start of the event

Register your event as early as possible. The event advisory service will help you fill out the registration form required for the official procedure.

For events with more than 1,500 visitors ("major events" as defined in § 6a of the Tyrolean Events Act), the following are also required:

• Safety and rescue concept
• Stewarding service
• Waste management concept

If you wish to hold a major event with more than 1,500 people present at the same time, we recommend that you start planning much earlier than the statutory 6-week period.

A plan of the event site with a scale drawing of all structures is always required as an enclosure to the event registration.

In theService Unit General security - Event consulting you will receive assistance in the run-up to the event registration in order to register your event with the authorities in good time and with complete and meaningful documents. This will help to ensure that the event can actually take place as planned.

With regard to the number of visitors, a distinction must be made between

• the maximum capacity of the venue: this is the maximum number of people for which a venue is permitted, as determined by the authorities.
• The maximum number of people permitted at the venue at any one time: this figure may deviate from the actual maximum capacity due to various circumstances, such as the number of tickets issued, the closure of a stand in a stadium or individual rooms in an event venue, the consideration of the space required for structures such as stages, food and drink stands, toilet containers, etc. This figure serves as the basis for calculating the number of visitors. This figure serves as a basis for assessment for official regulations and may not be exceeded under any circumstances during the event.
• Number of people expected at the event at the same time: this is the maximum number of peopleexpected to be present at the event at the same time, based on objective criteria specified by the organizer. This includes all people present on the event site (visitors, artists, staff, etc.).

For events where more than 1,500 visitors are expected at the same time, a safety and rescue concept must be included with the event registration. The relevant legal regulations are set out in § 6a of the Tyrolean Events Act 2003 ("Major Events").

A safety concept must include

1. Details of the technical safety measures
2. Details of the technical rescue measures
3. written statement from the rescue service
4. written statement from the local fire department
5. precise details of the stewarding service
6. measures planned to prevent emergencies and minimize their effects

The companies commissioned with the creation of security concepts, the implementation of stewarding services and admission controls, the enforcement of access restrictions and, if necessary, the implementation of traffic regulations must have a corresponding trade license ("trade license") and are listed with the Chamber of Commerce under the professional group "security services". You can find more information on this at www.dienstleister.at. You can search for suitable companies in the WKO business directory.

The guidelines for event security published by the Tyrolean Chamber of Commerce are also very useful in this context and can be obtained from the event consulting service.

The consultation and assessment of an event is carried out by Green Events Tirol and funded by the province of Tyrol. The consultation and assessment are free of charge for event organizers.

If your event is to be certified as a Green Event, a number of criteria must be taken into account with regard to the ecological, social, economic and cultural sustainability of your event. The event advisory service will be happy to inform you.

1. AKM levy/austro mechana
   Composers, authors and other rights holders are entitled to fair payment for the public performance of their music. AKM takes care of this. It grants licenses and distributes the income (so-called royalties) to the authors (management of copyrights in accordance with the Collecting Societies Act, Federal Law Gazette 27/2016 as amended). Further information can be found here. Registration with AKM must be made online at www.akm.at/musiknutzende/ or at https://lizenzen.akm-aume.at at least three full working days before the start of the event. Possible reductions can only be checked if registration is submitted on time.
2. Procedural costs for the event notification
   • Entry fee: 21 euros for the event registration
   • Administrative fees:
     • One-off events:
       • up to 1,500 visitors: 50 euros
       • over 1,500 visitors: 200 euros
     • Recurring events:
       • up to 1,500 visitors: 100 euros
       • over 1,500 visitors: 400 euros
   • Commission fee for the approval of the event by the event authority
3. Costs for rescue services and fire safety guards in accordance with the applicable tariff regulations of the respective emergency services organizations
4. Costs for steward service
5. Costs for infrastructure such as water/waste water, electricity, waste disposal
6. Costs for the mandatory organizer's liability insurance

It has proven to be a good idea for local residents to be informed by the organizers in good time before the event about the type, date and duration of the event as well as the expected effects of the event (sound, traffic disruption, etc.).