Organizing an Event: Checklist, Permits & Legalities 2026

If you organize an event, you now bear more legal responsibility than you did just a few years ago. New requirements for safety documentation, GDPR obligations regarding participant data, and changes to liability rules mean that event planning has become a task where relying on an outdated checklist can quickly become costly.

By Isolde Van der Knaap
0 min reading
June 13, 2026
July 15, 2026
Organizing an Event: Checklist, Permits & Legalities 2026

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Organizing an Event: The Basics

  • Public events involving a large number of people are subject to a require a permit in Germany: Depending on the state and the type of event, applications must be submitted to the relevant authority at least 12 weeks in advance
  • Since the stricter requirements took effect in 2025/2026, event organizers must actively maintain their safety documentation: In the event of a claim, anyone who cannot provide complete documentation bears the burden of proof, regardless of whether there was any fault
  • The GDPR applies to participant data when organizing an event, and specifically to event photos and video recordings as well: Without explicit consent or a documented exception, substantial fines may be imposed.
  • Event management feature: With PULT, companies can coordinate corporate events, room scheduling, and attendee management all within a single system, directly integrated with Personio, HiBob, MS Teams, and Slack.

What permits do I need before organizing an event?

As soon as you start planning an event in Germany, you’ll encounter a complex web of regulations that vary depending on the state, the type of event, and the number of attendees. The key regulations include the Public Gathering Venues Ordinance, GEMA, and guidelines from the public order office.

  • Your city or town’s Public Order Office: The first point of contact for public events. The Public Order Office generally approves the event and coordinates with other authorities as needed. Private corporate events with a fixed guest list held at an approved venue do not require a separate permit from this office
  • Department of Streets and Green Spaces (also known as the Department of Civil Engineering or the Department of Urban Planning, depending on the city): You can apply here for a special use permit for events on streets, squares, or in parks. The exact name of the agency varies by municipality. The quickest way to find the right contact is to search for “special use permit for events” on your municipality’s city portal. Many municipalities now bundle this application in the Servicekonto Deutschland
  • Business Licensing Office: If you sell food or beverages, you need a temporary permit under the restaurant regulations of the respective state. This is a separate application, independent of the event permit.

Three additional points that often come up too late in the planning process:

  • GEMA: You must register music that includes GEMA-licensed tracks in advance at gema.de, whether performed live or played from a recording. The fees depend on the size of the event and the venue area.
  • Regulation on Public Gathering Places (VStättVO): For events with 200 or more people, the relevant building authority will verify whether the venue is licensed as a public gathering place. Clarify this in advance with the venue’s landlord, because as the organizer, you are jointly liable if the operating permit is missing or has expired
  • Fire Department and Public Health Department: For events featuring stage setups or food service, the Public Order Office often requires a fire safety plan and a hygiene plan. Make sure to get written confirmation that this applies to your event.

For all applications for which your municipality offers an online portal, the following applies: The Servicekonto Deutschland consolidates many of these forms. Start the application process at least 12 weeks before the event.

What has changed for events as a result of new safety regulations and the reversal of the burden of proof?

DGUV 115-002 sets forth safety requirements for event and production technology and applies to all events where technical equipment such as stages, lighting, or sound systems is set up. Starting in 2025/2026, authorities and courts expect event organizers to actively maintain their safety documentation rather than compiling it only upon request.

This means that risk assessments, evacuation plans, protocols for briefing service providers, and participant lists must be fully documented. If you cannot present complete documentation in the event of a claim, the burden of proof falls on you. A structured documentation system in place before the event should therefore be considered a requirement that you must comply with.

How do I comply with the GDPR when organizing an event?

As soon as you register participants, you are processing personal data and therefore need a legal basis under Article 6 of the GDPR. For corporate events, this basis is generally derived from legitimate interest. In this case, the data may not be used for purposes beyond the event and must be deleted after 90 days at the latest. The only exception to the deletion period is tax-related retention requirements.

Things get more complicated when it comes to event photos and video recordings:

  • Portraits and identifiable individuals: Publication is prohibited without express consent, even in the case of seemingly harmless group photos
  • Panoramic photos of large crowds: In such cases, a legitimate interest may apply, provided that individuals are not recognizable.
  • Online events and recordings: If you record events or meetings , you must inform participants in advance and obtain their consent. Starting a recording without prior notice is a violation of the GDPR.

When registering, provide a consent form that explicitly asks for permission to take photos and record videos. The same rules apply to hybrid events—that is, formats in which some participants join remotely—with the addition of recording requirements under data protection law.

Organizing an Event Step by Step: The Checklist

What tools can help with organizing events?

When it comes to organizing your event, three categories of tools cover the most important planning areas: tools for checklists and risk analysis, online portals for submitting official applications, and office management platforms for room scheduling and attendee management.

  • Checklists, AI: Use our event checklist and consult an LLM (Claude, Gemini, ChatGPT, etc.) to research the local and municipal requirements or guidelines specific to your state, as these cannot be summarized in a single, universal list.
  • Online permit portals: The Servicekonto Deutschland and municipal application portals allow users to submit permit applications via browser-based forms. However, availability varies by state.
  • Office management platforms with event features: A direct link between event planning, room management, and attendee management saves you the hassle of back-and-forth coordination.

PULT combines room booking, guest management, and catering into a single platform. You can book rooms, filter by capacity and amenities such as projectors or whiteboards, reserve areas on the interactive office map for your event, and add catering directly during the booking process. 

  • Rooms, catering, parking, and guest workstations—all in one booking.
  • Guests check in at the kiosk, and the host immediately receives a notification in Slack or Microsoft Teams.
  • At the reception desk, guests sign NDAs, photo release forms and receive a visitor badge and privacy notices.
  • In an emergency, PULT generates an Emergency Export of all currently present individuals at the push of a button.
  • The weekly planner shows in advance how many employees will be in the office on the day of the event, so that room planning and space utilization can be coordinated.

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FAQ

Have questions?

What permits do I need for a corporate event with 100 people?

In most federal states, private corporate events with fewer than 200 attendees do not require official approval, provided the venue is approved under building codes. Exceptions apply to events held in public spaces, the serving of alcoholic beverages, or the use of music subject to GEMA licensing. A separate permit is required in each of these cases.

When does DGUV 115-002 take effect for events?

DGUV 115-002 applies to events that involve the use of technical equipment such as stages, lighting, or sound systems. It applies to both professional event productions and corporate events whenever technical services are involved. A risk assessment must then be conducted.

What does the reversal of the burden of proof mean for event organizers?

If you organize an event and are unable to provide complete safety documentation in the event of an accident, you bear the burden of proof that all safety requirements were met. Missing or incomplete documentation can therefore lead to liability claims, regardless of who is actually at fault.

How do I handle GDPR-compliant event photos and video recordings?

Express consent is required for individuals who can be identified in event photos. This consent must be obtained before the event, preferably through the registration form. Panoramic photos of large groups in which individuals cannot be identified may fall under legitimate interest. Online events and recordings always require consent that has been communicated in advance.

How does PULT help with organizing corporate events?

With PULT, you can handle visitor management and reserve rooms, zones, and parking spaces for the event. You can manage attendee lists, order catering, and automatically welcome and inform guests upon their arrival.

About author

Isolde Van der Knaap

Hybrid Work Enthusiast and Account Executive

LinkedIn

At PULT we're designing the future of the hybrid workplace for companies and their employees. Focused on SME and mid market customers in Eruope, I'm working on everything from Customer Discovery to Onboarding. I'm very passionate about new work and moved to Hamburg in 2024 even though I'm originally from France.

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Office Insights

Open-Concept Office: Pros and cons, design, and modern concepts

An open-concept office is an open workspace where many employees work together without partition walls. Noise, a lack of private spaces, and constant interruptions are considered the biggest drawbacks of open-concept offices. However, you can solve these very problems through zoning, well-designed soundproofing, and skillful space planning.

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Open-concept Office: The Most Important Points at a Glance

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An open-concept office refers to an open workspace for multiple teams without fixed partitions and is one of the most common office concepts in companies that adopt a hybrid work model.

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The biggest drawback of open-concept offices is the noise level: noise and acoustic distractions are among the most commonly cited causes of loss of concentration and declining productivity in open-concept offices.

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Zoning, acoustic partitions, and sound-absorbing materials solve the core problems in open-concept offices because they physically separate areas for concentration, communication, and relaxation.

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PULT makes it possible to plan open-concept offices: Through Desk Booking and Office Insights, the software shows which zones are actually being used and provides occupancy data for space planning tailored to actual needs.

What is an open-concept office?

An open-concept office (or open-plan office) is a contiguous office area in which more than ten employees work in an open space without floor-to-ceiling walls. It differs from a cubicle office in its open structure and from purely open-space areas in that it has clearly defined functional zones.

How does an open-concept office differ from a traditional office?

Office types can be classified based on how the space is divided. From cubicle offices with individual rooms to combination offices and open-concept offices, the openness of the space increases gradually.

A modern open-concept office combines open workspaces with activity zones—areas each designed for a specific task. It is precisely this zoning that distinguishes this well-thought-out concept from a simple desk arrangement.

For hybrid teams, an open floor plan makes particular sense. When part of your workforce is working from home, shared workspaces allow for much more efficient use of space than permanently assigned individual offices.

What are the pros and cons of open-concept offices?

Open-concept offices offer short lines of communication and high space efficiency, but their main drawbacks are noise and a lack of private spaces. The balance between these two factors determines whether the space is productive or stressful.

What are the advantages of an open-concept office?

The advantages of an open-concept office lie in collaboration and cost savings. Teams can easily coordinate with one another; these discussions take place without the need to schedule appointments, and new employees are able to integrate more quickly.

Added to this is the financial benefit. An open-concept office with shared workstations significantly reduces per-capita office costs, especially in companies where a high percentage of employees work from home.

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Short lines of communication: Teams coordinate with one another without organizational hurdles.

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Greater space efficiency: Shared workstations reduce costs per employee.

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Greater transparency and visibility: You can immediately see who is present and what people are working on.

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Faster onboarding: New colleagues learn the processes by working closely with the team.

What are the disadvantages of an open-concept office?

The biggest drawback of open-concept offices is the noise level. Conversations, phone calls, and keyboard clicks all blend together, and it is precisely this acoustic distraction that is one of the most common reasons why concentration suffers in an open-concept office.

In a controlled laboratory experiment, a research team at Bond University demonstrated that typical open-concept office noise increases negative mood by 25% and the physical stress response by 34%—as measured by heart rate and skin conductance—after just eight minutes of noise exposure. In real-world office settings, where employees are exposed to these noise levels for hours on end, these effects are correspondingly more pronounced. (Sander et al., Journal of Management & Organization, 2021)

Open-concept office layouts also significantly reduce face-to-face communication. In two field studies conducted with Fortune 500 companies, the volume of face-to-face interaction dropped by about 70% after the transition to an open-concept layout, while email and instant messaging traffic increased sharply. People who are constantly visible to everyone tend to withdraw inwardly and turn to digital channels. (Bernstein & Turban, Philosophical Transactions of the Royal Society B, Harvard Business School, 2018). The availability of private spaces is therefore an important factor in well-being.

How do I design a modern open-concept office?

A productive and employee-friendly open-concept office is created through spatial zoning based on activity, effective soundproofing, and space planning based on actual usage data. However, furniture and rules alone are not enough if the basic layout of the space does not suit the way people work.

How does zoning work in an open-concept office?

Zoning divides the open space into areas for different activities. This principle stems from the activity-based working concept, in which each type of work is assigned its own appropriate space:

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Quiet areas for concentration and quiet, independent work.

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Opportunities for collaboration.

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Customizable project areas for teamwork and time-bound projects.

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Quiet, secluded areas for breaks and relaxation.

This allows employees to choose a workspace that suits their current task and ensures they have the best possible conditions there.

What type of soundproofing is suitable for an open-concept office?

Effective soundproofing in an open-concept office is achieved through sound-absorbing materials and physical barriers. The combination of elements on the ceiling, on the floor, as well as room dividers and large plants reduces the noise level.

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Acoustic partitions between workstations block sound directly at the source.

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Large plants with lush foliage also act as natural sound barriers.

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Upholstered furniture and upholstered room dividers absorb sound.

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Floor-to-ceiling partitions in an open-concept office separate zones from one another both acoustically and visually.

Acoustic panels on the ceiling and walls, sound-absorbing carpeting and rugs, and enclosed phone booths for video calls significantly reduce noise levels.

In cases where noise levels remain high despite these measures, the cause usually lies in the use of the space itself.

How does Desk Booking help optimize space in an open-concept office?

Desk Booking provides the data needed to plan an open-concept office according to actual needs. Rather than relying on assumptions, booking and occupancy data show which areas are regularly in use and which, by contrast, remain empty.

This leads to specific ways to adapt the space that allow for the redistribution and management of its use. For example, if the area designated for quiet work is consistently overbooked while spaces for collaboration remain empty, this is a measurable indicator that the layout needs to be redesigned.

PULT provides the necessary occupancy data: This allows you to analyze the use of your office space, and employees can reserve their seats in the appropriate zone.

How to Turn Your Open-Concept Office Into a Productive Workplace

An open-concept office becomes productive through zoning based on activity, effective soundproofing, and space planning based on actual usage data. The open space is preserved, and its weaknesses are eliminated through the right structure.

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With PULT Office Insights, you can see which areas of your space are actually being used and plan renovations based on real data.

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Your employees can reserve a workspace in the appropriate zone and see where their colleagues are already seated.

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You manage capacity and attendance all in one place.

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Office Insights

Workplace Automation: What does it really mean for your office?

Workplace automation refers to the automation of daily, recurring office tasks, from desk reservations to visitor registration. For companies with a hybrid work model, the question arises as to which processes can be automated and how this can be done in compliance with the GDPR.

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Workplace Automation: The Basics

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Workplace Automation automates recurring office processes—such as room and desk reservations, attendance tracking, and visitor management—based on rules, without requiring employees to manually initiate each step.

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You can identify office processes that are ready for automation by three characteristics: clearly definable rules, a high frequency of repetition, and a measurable susceptibility to errors when processed manually.

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SMEs must ensure compliance with three requirements before launching: GDPR-compliant data storage, involvement of the works council (Section 87 of the Works Constitution Act), and adherence to EU hosting standards to avoid issues related to the Cloud Act.

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PULT is an all-in-one office management platform that automates desk booking, room reservations, office analytics, and visitor management, and integrates fully with MS Teams, Personio, and Slack so your office runs without any manual intervention.

What is workplace automation

Workplace automation encompasses all software-driven office processes in which a defined rule or algorithm determines the next step.

This ranges from automatic booking confirmations to rescheduling meeting rooms when the number of participants does not match the room size. In this way, workplace automation goes beyond mere digitization measures. Digitization converts paper forms into machine-readable data. Automation handles the resulting tasks on its own.

Which office processes can be automated?

Processes that occur daily and always follow the same or a similar pattern are ready for automation.

Area Manual Process Automated version
Space & Workplace Booking meeting rooms, spaces, and workstations by arrangement, via a list, or by email. Self-booking with automatic confirmation
Space & Workplace Identifying and Resolving Duplicate Bookings Automatic detection and rebooking in the event of capacity conflicts
Space & Workplace Send a reminder for your own desk reservation Automatic push notification to the user
Space & Workplace Coordinate Parking Assignments Using a Spreadsheet Automatic assignment of parking spaces based on predefined booking rules
Visitor Management Visitor Registration at the Front Desk Paperless Self-Registration with GDPR-Compliant Data Collection
Visitor Management Notify the host by phone when visitors are arriving Automatic notifications via MS Teams or Slack
Office Evaluation Track Office Utilization Using Handouts Real-Time Analysis of Office Usage
Office Evaluation Compile capacity utilization reports yourself Automatically generated reports based on occupancy data
Human Resources Management Manage Leave Requests via Email Automated approval process with status notifications
Human Resources Management Create and Send Onboarding Checklists Automated task assignment and access granting upon admission
Attendance & Planning Who is in the office and when? Check with them to find out. Real-Time Automatic Attendance Overview
Attendance & Planning Coordinate office days with the team via chat Rule-Based Scheduling with Attendance Thresholds
IT & Access Manually Set Up Access for New Employees Automatic Assignment of Permissions via SSO and HR Integration
IT & Access Access Control by Reception Staff Automated access control via app or badge
Buildings & Facilities Cleaning schedules based on a fixed weekly plan Cleaning Based on Actual Room Usage
Compliance & Security Manually Maintain Attendance Lists for Fire Safety Real-time occupancy data as the basis for evacuation plans

How does automated room and desk booking work?

For example, an automated meeting room management system detects when two people book a conference room that is actually designed to accommodate 20 people. The system identifies the discrepancy and automatically rebooks the reservation into a smaller, suitable room.

This reduces the number of conflicts over available spaces and frees up time for office managers that was previously spent on manual adjustments. Workplace automation via Wi-Fi check-in takes this a step further: As soon as you log in to the office with your device, the system automatically reserves your desk without a single click.

What compliance considerations must a company keep in mind when implementing workplace automation?

Automating office processes always involves processing data. Therefore, three points must be clarified:

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GDPR Compliance: What data does the tool collect, how long is it stored, and who has access to it? Booking data and attendance records are considered personal data.

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Employee Participation: As soon as a tool tracks attendance or workload, Section 87(1)(6) of the Works Constitution Act (BetrVG) applies. You must consult with the works council before implementing it.

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Hosting: EU hosting with a German or European data center circumvents the Cloud Act issues that arise with U.S. providers without an EU branch.

How do I get started with Workplace Automation?

To automate your workplace, start by identifying all the processes that, although they follow a very consistent pattern, are repeatedly carried out manually by employees. Review these processes and provide your team with software to automate them. The more processes a single software solution can handle, the fewer new tools you'll need to burden your team with.

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Identify processes: Which processes take more than 30 minutes each day or regularly produce errors? These are the first candidates.

2

Examine the process: Is the current process already the best option? Or could it be streamlined?

3

Select a tool based on its integration capabilities: EU hosting and integration with existing systems are important selection criteria.

4

Roll out the changes gradually: Start with one feature—such as automatic room booking—and then expand to other areas after receiving positive feedback.

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Review KPIs after 4 weeks: How many booking conflicts remained? How much administrative time was saved? How has office utilization changed?

Here's how PULT puts your office management on autopilot

Your workplace automations work best when they're bundled into a single software solution rather than spread across multiple tools. You can bundle workstation and room reservations, presence detection, occupancy analysis, visitor management, and parking management into PULT:

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Desk booking, room booking, and office analytics are all handled in a single tool, without any integration issues between individual systems.

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Automatic presence detection via your existing Wi-Fi system.

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Office Insights provide data and analyses on office utilization.

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Full integration with MS Teams, Slack, Personio, and HiBob.

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Office Insights

Huddle Meetings: How to make daily team check-ins truly productive

A huddle meeting is a daily or regular team check-in that takes no more than 15 minutes to align priorities and identify roadblocks. The difference from a traditional status meeting lies in its structure and in what you consistently leave out afterward.

Learn More

Huddle Meeting: The Basics

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A huddle meeting is a regular team check-in limited to 10 to 15 minutes, with three set questions: What was completed yesterday? What's on the agenda for today? What's currently holding the team back?

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The Daily Huddle meeting format works whether held in person or virtually, without an agenda document and with a rotating spokesperson. Anything that goes beyond the three core questions should be addressed in follow-up discussions afterward.

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For hybrid teams, team huddle meetings require some ground rules: cameras on, a fixed time zone, a breakout channel for follow-up discussions, and GDPR-compliant policies for recording.

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PULT, the all-in-one software for hybrid office management, shows moderators in real time every day who is in the office and who is working remotely. This provides a reliable information basis for every huddle meeting before it begins.

What is a huddle meeting?

A huddle meeting is a short, structured team discussion of a fixed duration (10 to 15 minutes) that takes place daily. The goal is to coordinate efforts. Discussions should be held in separate follow-up meetings. Each team member answers the same three questions:

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What did I finish yesterday?

2

What do I have to do today?

3

What's holding me back right now?

The concept originates from Scrum, where the daily huddle is known as the daily standup. It is now also used by HR, operations, and sales teams, as well as cross-functional teams that coordinate across locations.

What is the proper format for a huddle meeting?

The huddle meeting format requires three key conditions to be effective: strict adherence to the schedule, the assignment of a facilitator, and a fixed list of participants.

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Duration and Timing. The Daily Huddle Meeting takes place at the same time every day. Exceptions weaken the routine. The maximum duration is 15 minutes. If you regularly go over that time, you should consider whether parts of the content belong in a separate format.

2

Participants. Only individuals who are directly dependent on one another. Larger departments are divided into smaller subgroups.

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Facilitator's Role. A facilitator keeps track of time and consistently directs discussions toward follow-up conversations. Rotating facilitation fosters a sense of personal responsibility within the team.

Element Standard Remote/Hybrid
Duration 10 to 15 min. 10 to 15 min.
Format While standing Camera on
Moderation Rotating Specified
Follow-up meetings Right after that Breakout Channel
Minutes Optional Note Short Chat Log

What changes in the team huddle meeting in a hybrid office?

In teams where some members are in the office and others are working remotely, three issues arise that could undermine the format: remote participants become passive listeners, discussions in the plenary session get out of hand, or technical problems delay or prolong the meeting.

Checklist for Hybrid Team Huddle Meetings:

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Cameras are required for all participants, including office groups sharing a screen.

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Real-time chat in the team chat during the meeting.

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Breakout session or a fixed time slot on the calendar for follow-up meetings immediately afterward.

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A fixed meeting link and time zone in everyone's calendar.

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Facilitating from a remote setting to ensure that remote participants are on an equal footing in terms of structure.

Clear hybrid work policies are essential for this model to work for everyone involved.

What legal considerations must companies keep in mind during their daily huddle meetings?

Daily huddle meetings count as work time and must be documented as part of time tracking. This also applies to brief 10-minute check-ins.

If you record video huddles, you need a GDPR-compliant legal basis and must inform participants in advance. If the huddle format is used for regular performance monitoring, a company agreement may also be required.

How to Make Huddle Meetings a Permanent Part of Your Hybrid Team

A huddle meeting is only effective when time management, structure, and the facilitator's role work together seamlessly. In a hybrid work environment, a fourth factor comes into play: transparency about who is working, when, and from where. Daily check-ins help to improve the employee experience because coordination routines become reliable and transparent for everyone.

Use PULT to see where your colleagues are working

PULT shows you at any time who is in the office and who is working remotely. You can also see your colleagues' scheduled attendance and receive reports on your teams' attendance. Desk booking, room booking, visitor management, and office insights are all integrated into a single platform.

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