Preparation of safety plans for festivals and outdoor performances and preparation of event reporting documents

Procedure

Procedure

1. 01

   1. Finalize the event outline and list the permits that apply — First fix the venue (urban park, private land, performance facility, etc.), the period, the expected number of spectators (peak attendance), structures such as stages, tents and booths, whether food or drinks will be sold, whether fireworks or flammable gas will be used, and whether drones will film the event. Different laws apply to each item, so a single event outline is used to list the reports, permits and responsible agencies. The filing office differs by item, for example the park management department for an urban park, the building department for structures, the sanitation department for food and the culture department for performance safety.

2. 02

   2. Prepare the performance disaster response plan and the local festival safety management plan — A performance outside a performance hall expected to draw 1,000 or more spectators requires a disaster response plan to be reported jointly with the venue operator by 14 days before the performance starts, and changes must be reported by 7 days before the performance. The plan covers the management organization and duties, prevention of crowd crush accidents, safety management when installing and dismantling stage facilities, emergency measures and contacts, fire prevention, the plan for securing and deploying safety personnel, and the performance plan. If a privately organized local festival meets the size criteria, the organizer hears the opinions of the local government, fire station and police in advance and submits a local festival safety management plan by 3 weeks before the opening day, with changes submitted by 7 days before the opening day.

3. 03

   3. Park occupancy permission and temporary building construction report — Installing short-term temporary buildings or temporary structures in an urban park for competitions, gatherings, exhibitions, expos, performances or film shoots requires occupancy permission from the park management authority, and the application must be accompanied by a business plan (including a location map and floor plan), a construction plan and a restoration plan. Temporary entertainment and exhibition venues, tents or lightweight structures for temporary tourism and cultural events in amusement areas and similar places, and outdoor exhibition and filming facilities are subject to a temporary building construction report and may only be installed after the report. The construction report is accompanied by a site plan and floor plan and, for land owned by another person, a land use consent form, and acceptance is notified within 5 days of the report (within 20 days if consultation under other laws is needed).

4. 04

   4. Check food sales and drone filming procedures — A business that has already reported an instant food manufacturing and processing business or a rest restaurant, general restaurant or bakery business may operate temporarily for up to 1 month at a place other than its reported premises by submitting its business report certificate and other documents; a business with no prior report must file a new business report. Even a powered unmanned aircraft with a maximum takeoff weight of 25 kg or less needs flight approval to fly in a control zone or no-fly zone or at an altitude of 150 m or more (measured from the top of the highest nearby obstacle in areas crowded with people or buildings). Flying over a crowd in a way that may endanger people or property and flying at night are prohibited, and night flights and similar operations are only allowed within the scope of a special flight approval.

5. 05

   5. File backward from the deadlines and manage change reports — Schedule backward from the procedures with the earliest deadlines, such as the local festival safety management plan (3 weeks before the opening day) and the performance disaster response plan (14 days before the performance starts), and file the construction report and occupancy permission so that they are completed before installation work. If performers, stage layout or audience size change, submit the changes to the disaster response plan by 7 days before the performance and to the local festival safety management plan by 7 days before the opening day. If the city, county or district requests supplementation, the plan must be supplemented and reported again unless there is a justifiable reason, so time for responding to supplementation requests is also built into the schedule.

Filing route

Filing route

Deadlines & processing notes

Deadlines & processing notes

Fees & official charges

Fees & official charges

Included in the basic fee — Initial document review, required-document guidance, basic form preparation, one filing support and responses to up to two supplement requests.

Conditional success fee — For this service, any conditional success fee may be separately agreed within the lawful service scope and stated in a written engagement agreement. No outcome is guaranteed.

Displayed amounts are starting estimates, not statutory or standard rates. The final fee is confirmed after consultation and document review in the engagement agreement. Government fees and actual expenses may change.

Basic documents

Basic documents

The earliest deadlines are 3 weeks before the opening day for the local festival safety management plan and 14 days before the performance starts for the performance disaster response plan, so the schedule should be set based on the event outline even before the stage contractor and performers are confirmed. Temporary buildings may only be installed after the construction report, so coordinate with the contractor so that stage and tent installation does not start before the report is accepted.