Like any other company that carries out a specific business activity, the first step for starting an event management company is incorporation.
This involves choosing a name for the company, confirming availability, and submitting the relevant documents to the Companies Registry.
Hong Kong is the venue for countless high-profile events hosted every year.
Right from hosting corporate events to assisting on individual ones, an event planning and management company has a special place in the booming economy of Hong Kong.
With life slowly coming back to normal after months of lockdown due to the pandemic, Hong Kong is once again on its way to becoming a popular venue for events across the industry.
With the number of event companies in Hong Kong picking up, there is no better time than the present to learn the exact procedure for opening and operating an event management company.
Since Hong Kong is a spot for numerous major events, there's no better time than the present to be the best event management company.
This guide will walk you through the exact procedure for opening and operating an event management company in Hong Kong.
What Are the Activities Performed by an Event Management Company?
An event management company is involved in managing and marketing a host of events, including a corporate event, public events, sports events, or even private events hosted by individuals.
- Overseeing event's success, concept, and theme development.
- Coordinating logistics and vendor management.
- Handling event production aspects (venue setup, lighting, etc.)
These events can range from conferences, corporate parties, concerts, festivals, hybrid events, or conventions.
The primary job of event specialists is to manage all the moving parts of any event to ensure that it is a successful one.
As a result, these companies are involved right from conceptualizing the theme, lining up logistical support on the day of the event, and hiring various service providers such as caterers, photographers, performers, etc.
Some companies also operate as marketing agencies.
They also promote an event through social media, press releases, or other channels.
Starting an Event Management Company in Hong Kong
Like any other company that carries out a specific business activity, the first step for starting an event management company is incorporation.
This involves choosing a name for the company, confirming availability, and submitting the relevant documents to the Companies Registry.
For more details, you can check out our comprehensive guide on registering a company in Hong Kong
Once you receive the Certificate of Incorporation and Business Registration Certificate, you will need to apply for a specialized business license depending on the kind of events you intend to organize.
Here's a quick summary:
Corporate Events
The following documents need to be submitted to the Food and Environmental Hygiene Department (FEHD) for obtaining a Place of Public Entertainment License:
- Certificate of incorporation and articles of association of the company
- Business Registration Certificate
- Address of the Registered Office
- Copies of the recent annual returns
- Notice of Acceptance of Authorization, signed by an authorized representative of the company. This should be supported by a resolution from the Board of Directors authorizing such a person.
You also need to submit a compliance report to the FEHD certifying that you fulfill all the criteria.
After that, FEHD conducts an inspection of the premise and issue you the license.
The validity period of such a license varies from 1 month to 12 months, and you will need to pay the license fee accordingly.
You can also be issued a Temporary Place of Public Entertainment License, which is valid for less than one month.
Conducting Lotteries On-Premise
A Lottery License is required by event management companies planning to host lotteries at their events in Hong Kong.
According to the Gambling Ordinance, a raffle or game that involves giving away prizes based on chance is defined as a lottery.
The application for a Lottery License should be submitted to the Home Affairs Department (HAD) along with the following documents:
- A copy of your Hong Kong Identity Card
- A copy of the sample ticket for playing the lottery
- Articles of Association of the Company and certificate of incorporation
- A copy of the Business Registration Certificate
- A copy of the registered office address
- Copies of the recent annual returns
- Notice of Acceptance of Authorization, signed by an authorized representative of the company. This should be supported by a resolution from the Board of Directors authorizing such a person.
Trade Promotion Events
Event management services in Hong Kong, including those offering services to promote businesses or products through lucky draws, must obtain a Trade Promotion Competition (TPC) License.
The application for a TPC License is submitted to the Office of the Licensing Authority (OLA) of the HAD:
- A copy of your Hong Kong Identity Card
- A copy of the sample ticket for playing the lottery
- Articles of Association of the Company and certificate of incorporation
- A copy of the Business Registration Certificate
- A copy of the registered office address
- Copies of the recent annual returns
- Notice of Acceptance of Authorization, signed by an authorized representative of the company. This should be supported by a resolution from the Board of Directors authorizing such a person.
Usually, TPC grants the license within 7 working days.
Organizing Amusement Games
If your event marketing and management company plans to organize amusement games such as fetes, funfairs, or bazaars, you need an Amusement with Prizes License.
Depending on how big and what kind of event you're planning, you might need to get a separate Place of Public Entertainment (OPE) License.
OLA of the HAD issues the Amusement with Prizes License.
You need to submit the following documents, along with the list of types of prizes and a brief description of the games that your event agency intend to host.
- A copy of your Hong Kong Identity Card
- Articles of Association of the Company and certificate of incorporation
- A copy of the Business Registration Certificate
- A copy of the registered office address
- Copies of the recent annual returns
- Notice of Acceptance of Authorization, signed by an authorized representative of the company. This should be supported by a resolution from the Board of Directors authorizing such a person.
Packaged Food for Sale Event
If your event management company is engaged in such businesses, you will need a Food Factory license from the FEHD.
You can download the Food Factory License application form from the FEHD website or get one from any FEHD Licensing Office or District Environmental Hygiene Office.
You need to submit the application form along with the following documents:
- Certified true copies of the scaled metric layout plans of the premise.
- Certificate of incorporation and articles of association of the company
- Business Registration Certificate
- Address of the Registered Office
- Copies of the recent annual returns
- Notice of Acceptance of Authorization, signed by an authorized representative of the company. This should be supported by a resolution from the Board of Directors authorizing such a person.
You also need to submit a compliance report to the FEHD for verification as the FEHD inspects the premises.
After processing the application and any inspections, the FEHD will issue the license.
The license fee will depend on the gross floor area of the premises.
Pre-Cooked Food for Sale
If you are planning to sell pre-cooked food as part of the activities of your event management company, you will need a Temporary Food Factory License issued by FEHD.
Take note that you can only sell pre-cooked food from licensed factories or other lawful sources.
The application form, along with the layout of the premises, should be submitted along with the following documents:
- Certified true copies of the scaled metric layout plans of the premise.
- Certificate of incorporation and articles of association of the company
- Business Registration Certificate
- Address of the Registered Office
- Copies of the recent annual returns
- Notice of Acceptance of Authorization, signed by an authorized representative of the company. This should be supported by a resolution from the Board of Directors authorizing such a person.
The temporary license is usually valid for 1 week.
Events in Public Places
In case your event management company is hosting events such as operas, musicals, bazaars, contests, exhibitions, etc., in public areas, you need to obtain a Place of Public Entertainment License from FEHD.
You need to submit the following documents to the department:
- Layout plans of the premises and the details of the adjacent buildings, lots, and public thoroughfares.
- Details of the Fire Service Installations.
- Diagrams of any structure that involves lighting, cooling, electrical, ventilation, or mechanical apparatus.
These documents should be submitted at least 42 days before the event.
In addition to the above, your event management company also needs specific licenses for certain activities.
These are:
- Displaying advertising materials of films – Certificate for Advertising Materials which is issued by the Office for Film, Newspaper and Article Administration (OFNAA)
- Public screening of a movie – Certificate of Approval/Exemption issued by the Film Censorship Authority (FCA)
- Selling alcohol for consumption in the premises where the event is held – Liquor License issued by the Liquor Licensing Board (LLB)
- Using or operating portable transceivers during your event – Private Mobile Radio Systems License from the Telecommunications Department
- Organizing lion or dragon dance at the event – Lion Dance Permit or Dragon Dance Permit from the Hong Kong Police Force
- Organizing any pyrotechnics or non-pyrotechnics special effects during the events – Special Effects License or Discharge Permit from the Film Services Office (FSO)
Need More?
Given the various licenses and paperwork involved in setting up an event management company in Hong Kong can feel challenging.
To save time and resources, you should hire the services of a professional company such as Air Corporate.
Our team of experts can handle the incorporation process and help you secure the relevant licenses.
Incorporate your event management company in Hong Kong in less than 48 hours with Air Corporate today.
Focus on your business. We take care of the rest.
