How to Start an Event Planning Business in Ontario

TABLE OF CONTENTS

1. Introduction
2. Basics to Getting Started
3. Regulations
4. Taxation
5. Financing
6. Managing Your Operation
7. Associations
8. Next Steps

1. Introduction

An event planning business organizes events such as conventions, meetings, seminars, and trade shows. Event planners may also plan social events such as weddings and parties. Some event planning businesses specialize in one type of event, and others offer a wide range of services.

As an event planner, your duties may include:

• Meeting with sponsors and organizing committees to plan the event
• Co-ordinating services, such as accommodation, transportation, catering and special needs requirements
• Organizing registration, preparing programs and promotional material
• Planning entertainment

(Source: The National Occupational Classification, developed by Human Resources and Skills Development Canada)

Event planners are usually responsible for handling the details of an event. You may need to work evenings, weekends and holidays to meet your client’s needs. If you specialize in a type of event, like holiday parties, you will also be busier at certain times of the year.

2. Basics to Getting Started

Before starting a business in Ontario, there are several issues to consider, such as regulations, financing, and taxation. Read our start-up guide to learn the basics.

Read online:
Business Start-Up Guide

3. Regulations

Your business may need licences and permits from the federal, provincial, and municipal levels of government.

In addition to the information you will find in this guide, you can use BizPaL—an online search tool—to find licences and regulations that may affect your business. You can also contact the Business Info Line to speak to someone about starting your Bed and Breakfast.

Use online:
BizPaL

Licences, permits and regulations that may apply to your event planning business include:

Selling and Serving Alcohol

• Liquor Licence
  If you plan on selling or serving alcoholic beverages, you will need a liquor licence for your business.
  
  Contact the Alcohol and Gaming Commission of Ontario (AGCO):
  1-800-522-2876
  Alcohol Licensing
   
• Bring Your Own Wine (BYOW)
  The BYOW endorsement allows customers of your licensed establishment to bring unfinished wine home. If you are interested in getting a BYOW endorsement for your business, contact the AGCO.
  
  Contact AGCO:
  1-800-522-2876
  Licence Endorsments
   
• Catering Endorsement
  Your business can get a catering endorsement from the AGCO if you wish to sell and serve liquor at catered events in an unlicensed area other than a licensed establishment.
  
  Contact AGCO:
  1-800-522-2876
  Licence Endorsments
   
• Special Occasions Permit
  You will need a permit to serve alcohol at special events such as weddings or charity fundraisers. Special Occasions Permits cannot be issued for a private residence.
  
  Contact LCBO:
  1-800-ONT-LCBO (668-5226)
  LCBO - Special Occasion Permits
   
• Liquor Liability
  When you serve alcohol at events, your business is legally liable for guests and participants. Visit the Insurance Bureau of Canada’s website to read about the responsibilities that may apply to your business.
  
  Read online:
  Liquor Liability

Music License

When you use recorded music at an event or as part of your business, you are responsible for obtaining the right licence(s). The Copyright Board of Canada works with individual copyright collective societies who provide music licensing. Contact the following two organizations for more information.

• Society of Composers, Authors and Music Publishers of Canada (SOCAN) Music Licence
  SOCAN is a not-for-profit organization that represents the performance rights of music creators and music publishers. They can help you learn about your obligations and obtaining the required license(s).
  
  Contact SOCAN:
  1-800-557-6226
  Society of Composers, Authors and Music Publishers of Canada 
   
• Re: Sound Music Licensing Company
  Re:Sound is the Canadian not-for-profit organization that represents the performance rights of artists and record companies, and provides the legally required license(s) for businesses. You can get help determining what licence(s) will be required, what the licensing process will be and how much it will cost.
  
  Contact Re:Sound:
  1-877-309-5770
  Re:Sound

Attendees with Special Needs

When planning an event, make sure you know how to make your business and events accessible to guests with special needs. The following websites provide information to help you ensure your event is accessible.

• Accessibility Standards
  Learn more about the Ontario Ministry of Community and Social Services’ accessibility standards that your business and event will need to meet.
  
  Read online:
  Making Ontario Accessible 
   
• Accessibility Checklist 
  You can use the checklist on the Ontario Human Rights Commission website to help you determine if your business or event is accessible.
  
  Use online:
  Dining Out Accessibly - Accessibility Checklist

Security Staff

If you hire security workers (for example, security guards, bodyguards, bouncers), they need to be licensed by Private Security and Investigative Services (PSIS). Any business that hires in-house security personnel, but does not sell security services, is required to register with PSIS.

Note: If you employ security staff from a licensed security business you do not need to register.

Contact PSIS:
1-866-767-7454 
Private Security & Investigative Services – Ministry of Community Safety and Correctional Services

If you have legal questions, contact a lawyer who deals with business regulations. The Law Society of Upper Canada's Lawyer Referral Service may be able to assist you in finding a lawyer, based on your needs.

Contact the Law Society of Upper Canada:
1-800-268-8326
Law Society of Upper Canada's Lawyer Referral Service

4. Taxation

Depending on your location and the type of products or services being offered, federal, provincial and/or municipal business taxes may apply.

Read online:
Taxation Guide

If you sell goods and services in Ontario, you may need a business number to charge and remit the Harmonized Sales Tax (HST). You can speak with the Canada Revenue Agency (CRA) for more information.

Contact CRA:
1-800-959-5525
Canada Revenue Agency – Business

5. Financing

There are many different ways to finance your business. Canada Business can help you find government financing available for starting a business.

Contact us through the Business Info Line:
1-888-745-8888

Search online:
Find Government Grants, Loans and Financing

6. Managing Your Operation

Certification

As an event planner, recognized certification may help set you apart from your competition. Certification shows clients that you have the skills to meet the standards set by the industry.

You can also take courses on event management, public relations, tourism, business management, or hospitality administration from many colleges, universities and private schools throughout Ontario.

Use online:
Find a School

Insurance

Having the correct business insurance can provide peace of mind. Contact an insurance agent to discuss your business insurance options, or to develop a plan that is right for your business.

You may also wish to contact your local chamber of commerce or industry association, as some organizations offer members lower rates on their business insurance.

The following list is included to remind you not to overlook the complex areas of business insurance. It is best, however, to discuss your specific requirements with your insurance agent.

Basic insurance:

• Fire insurance (extended coverage on buildings and contents)
• Liability insurance
• Burglary protection (theft coverage)
• Dishonesty insurance (covers thefts by employees)

Read online:
Insurance for Your Small Business

Marketing/Advertising

Marketing can help you determine the value of your product or service and communicate that information to customers. Depending on your market and its size, you can consider using flyers, business cards, brochures, newspapers, radio, TV, the phone book or the Internet. Keep in mind, a satisfied customer or a positive referral is often the best form of advertising.

Read online:  
Developing a Marketing Plan 
Marketing and Sales

When preparing your marketing and/or advertising material, there are regulations to follow. When you promote a product or service, your customers need to have enough information to make informed choices. You can get more information on advertising requirements from the Competition Bureau.

Contact the Competition Bureau:
1-800-348-5358 
Misleading Advertising and Labelling

Professional Services

The use of business support services can be essential to the success of a small business. Professionals can provide knowledge and expertise to ensure your business is operating efficiently.

As an entrepreneur, there are several types of professional business services you can consult:

• Lawyers
• Real estate agents
• Insurance brokers
• Bookkeepers
• Accountants

Hiring Support Services

As an event planner, you may be in charge of providing food, drinks, entertainment, security or cleaning services. Some venues or caterers will have their own staff for you to work with. Others will provide the facilities and require you to provide the support staff. You may have to hire:

• Caterers, waiters and bartenders
• Performers, musicians and disc jockeys
• Cleaners

Consult local phone directories, trade magazines, newspapers, the Internet and networking contacts to find the help you need.

Furnishings and Equipment

Your business will need equipment and furniture, and it's important to decide what you need and how much you want to spend.  Some common ways to save money on furnishings and equipment are:

• Buying used equipment - Consider buying used equipment as a cost-saving measure. Sources of used equipment could be a pet business that is closing or a second-hand equipment store. Keep in mind the cost of maintenance and repair in the overall costs when buying used equipment.
   
• Leasing equipment - Another alternative is to lease equipment to help keep start-up costs down. If you choose to lease equipment remember to include interest in your overall cost.

Contracts

A contract is a legal agreement between two or more parties. Your contracts will vary based on the nature and the complexity of your projects. They can help you outline the terms of payment, ensure understanding of the project and protect you in case of disagreements. When dealing with legal documents like contracts, you may also want to speak with a qualified lawyer for advice.

Read online:
Contracts

Writing a Proposal

Whether you are responding to a call for proposals from the public, the private or the non-profit sector, there will be a process to follow. The process can vary from one organization to the next, so gather all the required information before submitting your proposal.

Read online:
How to prepare a bid

Setting the Right Price

Setting the right price is important in ensuring the success of your business. Here are a few questions you may want to consider:

• What is the current price for your range of accommodations in the industry?
• What is the total cost of running your bed and breakfast?
• What is the minimum acceptable profit you need to generate from your business?
• Is there a case to be made for offering seasonally varied prices in order to attract customers all year round?

In the end, the right price for the service is the price that the constomer is willing to pay. Correct pricing decisions are often key to successful business management.

Read online:
Pricing

7. Associations

There are many associations that may be of interest to an event planning business. It is not necessary to join an association, but some of the advantages include:

• Promoting and exchanging marketing and promotional ideas among members
• Establishing and encouraging high standards of quality and professionalism

Examples of associations for an event planning business include:

• International Special Events Society (ISES) of Canada 
  You can access certification, education, networking and promotional opportunities for the special events industry as a member of ISES.
  
  Contact ISES of Canada:
  1-866-729-4737 
  International Special Events Society (ISES)   
   
• Meeting Professionals International (MPI) 
  As a member of MPI, you can network with other event professional from around the world, obtain industry certification and access a variety of resources for event planners. 
  
  Contact MPI:
  1-905-286-4807
  Meeting Professionals Internationa (MPI)  
   
• Canadian Society of Professional Event Planners (CanSPEP) 
  Join CanSPEP to exchange ideas with other event planners and participate in  events for professional development and business growth.
  
  Contact CanSPEP: 
  1-866-467-2299 
  Canadian Society of Professional Event Planners (CanSPEP)  
   
• Professional Convention Management Association (PCMA)  
  Network with members of PCMA, including event planners, suppliers, faculty and students.
  
  Contact PCMA:
  1-905-934-3029  
  Professional Convention Management Association (PCMA)

8. Next Steps

For other information that relates to starting your own business, you can also read the following Canada Business guides:

• Business Planning
• Market Research and Statistics
• Starting Your Business
• Grants and Financing
• Taxation Guide
• Employment Regulations Guide 

Additional resources which may help event planners include:

• City of Toronto: Events Support Unit
• City of Toronto: Special Events Planning Guide (PDF)
• Working in Canada: Conference and Event Planners

You can also find books, magazines and other relevant print material at business service organizations in your community. To locate a Canada Business Ontario (CBO) community partner, contact us through the Business Info Line at 1-888-745-8888.

Need more information?

Click: Canada Business
Call: The Business Info Line, a collaboration between ServiceOntario and Industry Canada, at 1-888-745-8888
Visit: Find a Community Partner Location near you

DISCLAIMERS

Information contained in this document is of a general nature only and is not intended to constitute advice for any specific situation. Users concerned about the reliability of the information should consult directly with the source, or seek legal counsel.

Some of the organizations listed above are not subject to the federal Official Languages Act or the French Language Services Act of Ontario. Their services may not be available in both official languages.