Planning a ballroom gala or awards dinner in Las Vegas
A seated dinner, gala or awards night in a hotel ballroom, with a bar and live entertainment.
What it usually needs
Based on a typical ballroom gala or awards dinner. Your size, venue, food, alcohol and entertainment change the list, so open the checklist and adjust the answers. Permits must be confirmed with the issuing agency or venue.
Special event permit
Clark County says indoor events need a special event permit, with a location agreement and a safety and security plan. Several event types also need a bond or certificate of insurance in the packet; check that your business policy covers off-site events. Submissions are by appointment (BLSpecialEvents@ClarkCountyNV.gov, 702-455-4252). Registered charities with a county Certificate of Recognition don't pay this department's permit fees.
ConfirmedClark County Temporary Events teamAbout 8 weeks aheadClark County special events FAQ
Promoter license and music permit for live music
For special events, Clark County requires a music concert promoter license ($300 a year plus a $45 application fee) and a music concert permit ($400) or an outdoor festival permit when there is live music. Ask your venue whether its own licenses already cover entertainment in its rooms.
Not yet confirmedClark County Temporary Events teamAbout 8 weeks aheadClark County special events FAQ
Confirm alcohol service through the venue
When the venue's licensed caterer serves alcohol, it handles the liquor license. Get it in your catering contract.
Not yet confirmedYour venue's catererClark County liquor caterer license and permit
Confirm health permits with your caterer
Temporary food service at events is permitted by the Southern Nevada Health District. Ask your caterer in writing which health permits it holds for your event.
ConfirmedSouthern Nevada Health District, through your venueAbout 4 weeks aheadSouthern Nevada Health District special events
Negotiate room block attrition
Room block contracts usually allow 10 to 20% slippage before you owe for unused rooms. Negotiate it, plus cancellation and force majeure terms, before signing.
ConfirmedHotels and your contract reviewerAbout 26 weeks aheadCAP study guide: RFPs and room block attrition
Publish a scam warning for your attendees
Big shows warn attendees and exhibitors that they don't sell attendee lists and name their only official housing vendor. Scammers target new shows too.
ConfirmedYou, on your event websiteAbout 12 weeks aheadCES customer scam notice