Safety & Permits terms · Event planning encyclopedia

What this category covers

The terms in Safety & Permits are the ones that can stop an event on the day. They cover who may serve alcohol and where, how many people a room may legally hold, how those people get out in an emergency, and what happens when flame, pyrotechnics or alarms are involved. Most planners meet these words in a venue contract or a fire inspector's note, and understanding them early saves money and last-minute changes.

Alcohol rules in Ontario

Alcohol in Ontario is regulated by the AGCO. A licensed venue serves under its own liquor licence, and its staff must hold Smart Serve certification. If you serve alcohol in an unlicensed space, such as a hall, park, office or private property used for a public event, you generally need a Special Occasion Permit. Permits come in different types depending on whether the event is private, public or industry-focused, and each carries conditions on hours, service and supervision. Apply well ahead, read the conditions carefully, and make sure every server is certified. The Special Occasion Permit guide walks through the process in detail.

Capacity, density and exits

Occupancy load is the legal limit posted for a room, and it is a ceiling, not a target. A room's comfortable capacity for your layout is often well below it, because tables, a stage, a dance floor and bars all take space. Crowd density describes how tightly people stand, and it becomes a safety issue at concerts, festivals and anywhere guests surge toward a stage. Egress is the route out: exits must stay unobstructed and clearly marked, which affects where you place bars, photo backdrops and décor.

• Ask the venue for the posted occupancy load of each room you will use.
• Draw the floor plan with exits marked before placing anything else.
• Confirm whether candles, haze, pyro or fire performers need approval.
• Ask whether a fire watch will be required, and who pays for it.

Where to go next

Use the venue capacity calculator to check that your layout fits the room, then record your main hazards in the risk register template. The Academy's legal module covers fire, performers and emergency planning in more depth, starting with crowd management and emergency plans.