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: 14.30 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.).

If your event is to take place on private property, you require the consent of the landowner or the person authorized to dispose of the property.

If your event is to be held on municipal property, the consent of the City of Innsbruck is required. We will be happy to put you in touch with the relevant municipal departments. Please note that these departments will also need time to assess your event, bring about the necessary resolutions in political committees and draw up the agreement with you on the transfer of municipal land for the event.

If you have any questions in this regard, please first contact Service Unit General security - Event consulting You should contact the Service Unit Economy and tourism at least two - preferably three - months before the start of the event in order to obtain a municipal plot of land.

For events with a high level of public interest, it is important to consider whether it is sensible or even necessary for safety reasons to direct the flow of visitors before the start and after the end of the event. The type of transport visitors are likely to use to get to and from the event (private car, public transport, bicycle or on foot) and the parking facilities available should also be included in these considerations.

• Stage(s), grandstand(s) and tents: for larger stages and grandstands and for tents with a floor area of 100^m2 or more, approval by a structural engineer is required before the start of the event
• Pyrotechnics: approval is granted by the Provincial Police Directorate Tyrol - Security Administration
• Lasers: approval by authorized experts for laser technology required before the start of the demonstration; demonstration only by laser safety officers or persons who have been demonstrably instructed by the laser safety officer
• Flame jets: Inspection by authorized experts required before the start of the event
• Smoke/fog effects: Check for any problems with existing fire alarm systems
• Cables and lines: must be covered with cable bridges to ensure accessibility

For all questions in this regard, please first contact the Service Unit General security - Event consulting

The competent authority for the assessment of structural and fire protection-relevant conditions is Service Unit Structural engineering, fire protection and building physics The City Department Professional fire department acts as the expert with regard to fire protection.

In addition to the technical fire protection conditions and accessibility, the Service Unit Structural engineering, fire protection and building physics also closely examines the escape route situation (sufficient number and width of escape routes, doors that open outwards, lighting of escape routes, emergency exits and the entire event area that is independent of the general power supply).

The event advisory service will assist you in contacting the responsible organizations in Innsbruck (Red Cross, Innsbruck fire department).

The authority must obtain an opinion from the Tyrolean State Police Directorate on the safety concept to be submitted by the organizer and, if necessary, consult the fire department again to determine further fire protection measures.

Do not forget to inform the service providers required for your event (e.g. catering, drinks suppliers, steward service, etc.) and trades (e.g. stage builders, lighting and sound technicians, electrical engineers, etc.) about your planned event in good time and commission them.

Any rescue service that may be required must be commissioned by the organizer. This can be, for example, one of the legally recognized rescue organizations based in Innsbruck, such as the Red Cross, Johanniter Unfallhilfe, Arbeiter-Samariter-Bund or Malteser Hospitaldienst.

Traffic measures such as stopping restrictions, road closures or traffic detour may be necessary for the organization of events. The traffic measures deemed necessary for the event and also the required duration of the traffic measures (do not forget times for set-up and dismantling work) must be listed in detail on the registration form provided for event registration . This can be found on the website of the event authority.

The event registration must also include a plan of the event site with a scale drawing of all structures such as stage, catering and merchandising stands, toilet containers, tents, installations, etc.

A traffic concept must be submitted for the assessment of extensive, event-related traffic measures by traffic experts.

For access to and from the event site, exemptions from existing traffic restrictions may also be required for vehicles used for set-up and dismantling work or deliveries to the event, e.g. for driving in a pedestrian zone or exemptions from existing access restrictions.

If events are held on public roads, paths or squares, a permit under road traffic law for the use of roads for non-traffic purposes is also required in most cases.

On March 8, 2000, the City Senate of the City of Innsbruck decided that event organizers must submit a waste management concept with regard to the legally prescribed separation and proper disposal of waste.

Due to a further resolution of the city senate, it is also necessary to use a reusable cup system for serving drinks at events. A sufficient number of toilet facilities must also be provided.