Temporary bar authorisation: the steps for an event in a tent

The service-public.fr page on association bars is clear: an association can open a temporary bar “in certain circumstances only”. The most common setting is an event it organises itself: a fête, fundraiser, meal, show or tournament.

In that case the authorisation comes from the mayor and limits the offer to group 1 and 3 drinks. The cap is five authorisations a year for one association. Does a two-day event need two authorisations? The page does not say: ask the town hall when you draw up your annual calendar.

Temporary drinks outlets do not need a licence: the licences page states that the town hall's authorisation is enough. The operating permit, which requires training of at least 20 hours over at least 3 days, applies to on-site sales in a permanent establishment.

In a sports facility, a non-alcoholic bar is freely allowed. To sell alcohol, a temporary exemption exists, limited to group 3 drinks and 48 hours at most. It is reserved for certain associations: approved sports associations (ten exemptions a year), tourism associations (four) or farming associations (two).

For a fair or exhibition organised by the State, a public authority or an association recognised as serving the public interest, the page mentions the favourable opinion of the commissioner general and a request at least 15 days ahead. Procedure 1494 gives the mayor two months to reply, with silence meaning approval after that: the two deadlines do not match, so ask the town hall.

A bar reserved for members escapes, according to the page, any particular procedure. Do not mix this up: if your tent also welcomes guests who are not members, or the public, you are no longer in that case. When in doubt, ask the town hall rather than assume.

For an event organised by the association, the page sets no deadline. The only deadlines it mentions concern a bar in a sports facility (at least 3 months ahead, or at least 15 days for an exceptional event) and fairs (at least 15 days). To be safe, apply as soon as the date is fixed, well before the event.

The request goes to the town hall of the commune where the event takes place. In Paris it is made online only. The service-public.fr template letter asks for the association's name and address, the dates and start and end times, the place, the occasion (fair, sale or festivity) and the drinks groups to be sold (it writes “groups 1 to 3”, group 2 having been abolished). It is signed by the president, vice-president or secretary.

Procedure 1495 (temporary bar at a fair, sale or public festivity) states that the mayor has two months to reply and that silence means approval after that. Even so, keep a written reply: it is what you will show in case of a check, and it records the drinks and hours accepted.

The pages read for this article cover associations, public festivities and fairs. They do not cover a private wedding or birthday where guests do not pay for their drinks. We therefore draw no rule from them.

If you are organising a private reception with a bar run by a provider, ask two questions: does the provider sell the drinks, or simply serve them? Which authorisation or licence do they hold for what they offer? Have this set out in writing in their quote, and check with the town hall if you have any doubt.

A bar takes up space and uses electricity. The points below are practical advice, not rules: they apply whatever the town hall replies.

Place the counter near a service entrance, away from the dance floor and the main walkway, so queues do not block circulation. Plan the power for refrigeration with your hire company, counting every appliance: the guide on electricity and generators covers the approach. Think also about waste sorting, a water supply if the service needs one, and a clean floor under the counter, a point covered in the flooring guide.

A few oversights come back season after season in associations. Knowing them helps you avoid them.

Once the tent is booked, this timeline avoids last-minute rushing.