Event Permits & Licenses in Kenya: Complete Guide

Introduction

Organizing an event in Kenya requires more than just planning logistics - you need to ensure your event is legal by obtaining the necessary permits and licenses. Depending on the type, size, and location of your event, you may need various approvals from government authorities.

Failing to obtain required permits can result in your event being shut down, fines, or even arrest. This guide explains what permits you need, where to get them, how much they cost, and how to apply.

Why You Need Event Permits

Legal Reasons:

• Required by law for public events
• Avoid fines or event shutdown
• Protect yourself from liability
• Show you’re operating legally

Safety Reasons:

• Ensure safety standards met
• Emergency planning reviewed
• Security requirements addressed
• Public health concerns considered

Community Reasons:

• Notify neighbors and stakeholders
• Manage traffic and noise
• Respect community standards
• Build good relationships

Types of Events That Need Permits

Always Need Permits

1. Public Gatherings (outdoor or in public spaces)
2. Music Events with live bands or DJs
3. Events Serving Alcohol (outside licensed premises)
4. Large Events (usually 100+ people)
5. Events on Public Land (parks, beaches, streets)
6. Events with Road Closures
7. Late-Night Events (past 10 PM)
8. Festivals and Carnivals
9. Fundraising Events (harambees)
10. Demonstrations or Protests

May Not Need Permits

• Small private events (homes, private venues)
• Events at licensed hotels (hotel handles permits)
• Small meetings (under 50 people, daytime, indoor, private venue)

When in Doubt, Check: Always better to ask authorities than risk illegal event

Essential Permits and Licenses

1. Public Gathering Permit

What It Is: Permission to hold a public event or gathering

Who Issues: County Government (Office of the County Commissioner or County Administration)

When Needed:

• Outdoor public events
• Events in public spaces (parks, beaches, stadiums)
• Large gatherings (typically 100+ people)
• Fundraisers (harambees)
• Concerts and festivals

How to Apply:

1. Visit County Office:

   • County Commissioner’s Office
   • Or County Administration Office
   • In Nairobi: City Hall or sub-county offices

2. Submit Application:

   • Written application letter
   • Details of event (date, time, location, purpose, expected attendance)
   • Copy of your ID
   • Sometimes: sketch map of venue

3. Pay Fee:

   • Varies by county and event size
   • Typically KES 2,000-10,000
   • Larger events may cost more

4. Wait for Approval:

   • Processing: 3-7 days
   • Apply at least 2 weeks before event

5. Collect Permit:

   • Keep original with you during event
   • Display if required

Nairobi Contacts:

• Nairobi City County: 020-2176290
• Visit: City Hall, City Square

Cost: KES 2,000-10,000 (varies)

Timeline: Apply at least 2 weeks ahead

2. Police Clearance / Notification

What It Is: Notifying police about your event for security purposes

Who Issues: Office of the Officer Commanding Police Division (OCPD) or Officer Commanding Station (OCS)

When Needed:

• Large public events
• Events with security concerns
• Often required alongside public gathering permit

How to Apply:

1. Visit Police Station:

   • Local police station serving your area
   • Ask for OCPD or OCS office

2. Submit Notification:

   • Written letter with event details
   • Include: date, time, location, type of event, expected attendance
   • Copy of ID
   • Copy of public gathering permit (if obtained)

3. Meeting:

   • Police may call you for meeting
   • Discuss security arrangements
   • They may assign officers (you may pay for security)

4. Get Clearance:

   • Written clearance or stamp on your letter
   • Keep original for event

Cost:

• Application: Often free or small fee (KES 500-1,000)
• Police security: KES 2,000-5,000 per officer per event (if required)

Timeline: Apply 1-2 weeks before event

Note: This is NOT a bribe situation - official fees with receipts

3. Liquor License (Temporary)

What It Is: Permission to sell or serve alcohol at your event

Who Issues: County Licensing Office

When Needed:

• Events serving or selling alcohol
• Events not held at already-licensed premises (hotels/bars)
• Examples: weddings in gardens, festivals, outdoor parties

Types:

• Temporary Liquor License: For single event
• Special Occasions License: For specific celebration

How to Apply:

1. Visit County Licensing Office:

   • County Government headquarters
   • In Nairobi: Nairobi City County offices

2. Submit Application:

   • Application form (get at office)
   • Copy of ID
   • Public gathering permit (if applicable)
   • Venue details
   • Security plan

3. Pay Fee:

   • Temporary license: KES 5,000-15,000 (varies by county)
   • Nairobi typically KES 10,000-15,000

4. Wait for Approval:

   • Processing: 5-10 days
   • May include inspection

5. Collect License:

   • Display at event
   • Keep copy

Cost: KES 5,000-15,000

Timeline: Apply at least 2 weeks ahead

Note: License valid for specific date/event only

4. NEMA Noise Permit

What It Is: Permission to generate noise beyond acceptable levels

Who Issues: National Environment Management Authority (NEMA)

When Needed:

• Events with loud music
• Late-night events (past 10 PM)
• Outdoor concerts
• Festivals
• Events in residential areas

How to Apply:

1. Visit NEMA Office:

   • NEMA headquarters (Nairobi: Popo Road, off Mombasa Road)
   • Or county NEMA office

2. Submit Application:

   • Application form
   • Event details
   • Venue location and map
   • Type of noise (music, PA system, etc.)
   • Noise mitigation measures

3. Pay Fee:

   • Application fee: KES 3,000-10,000
   • Varies by event size

4. Wait for Approval:

   • Processing: 5-7 days
   • May include site visit

5. Collect Permit:

   • Keep at event venue

NEMA Contacts:

• Phone: 020-2664488/2731531
• Email: dgnema@nema.go.ke
• Website: www.nema.go.ke

Cost: KES 3,000-10,000

Timeline: Apply 2-3 weeks ahead

Tip: Notify neighbors in writing about your event - reduces complaints

5. Food Handling Permit

What It Is: Permission to prepare and serve food at event

Who Issues: County Public Health Office

When Needed:

• Events serving food to public
• Food stalls at festivals
• Catering at large events
• Selling food

Requirements:

• Food handlers with valid medical certificates
• Proper food preparation area
• Hygiene standards met

How to Apply:

1. Visit County Public Health Office

2. Submit Application:

   • Application letter
   • Food handling plan
   • Medical certificates of food handlers

3. Inspection:

   • Health officers may inspect your setup

4. Pay Fee:

   • Varies: KES 1,000-5,000

5. Get Permit:

   • Valid for specific event

For Small Private Events: Usually not required if not selling to public

6. Fire Safety Certificate

What It Is: Confirmation that venue meets fire safety standards

Who Issues: County Fire Department

When Needed:

• Large indoor events
• Events in enclosed spaces
• Venues with limited exits
• Events with large crowds

How to Apply:

1. Contact County Fire Department

2. Request Inspection:

   • They visit venue
   • Check exits, fire extinguishers, safety measures

3. Get Certificate (if compliant)

4. Cost: Varies, often KES 2,000-5,000

Note: Many established venues already have valid certificates

7. Entertainment Tax License

What It Is: Tax on entertainment events

Who Issues: Kenya Revenue Authority (KRA)

When Needed:

• Paid entertainment events
• Concerts with ticket sales
• Shows
• Exhibitions charging entry

How to Apply:

1. Register with KRA (if not already)

2. Notify KRA of Event:

   • Submit notice with event details
   • Ticket prices
   • Expected attendance

3. Pay Tax:

   • 15% of gross revenue from tickets
   • Or negotiate daily rate

4. Issue KRA-Compliant Tickets:

   • Tickets should be KRA-approved or system-generated

KRA Contacts:

• Call Center: 020-4999999, 0711-099999
• Website: www.kra.go.ke

Note: Consult tax advisor for compliance

8. Copyright License (MCSK)

What It Is: License to play copyrighted music

Who Issues: Music Copyright Society of Kenya (MCSK)

When Needed:

• Playing recorded music publicly
• Live performances of copyrighted songs
• DJ events
• Concerts
• Background music at events

How to Apply:

1. Contact MCSK:

   • Phone: 020-2210022
   • Email: info@musicsocietykenya.org
   • Office: Nairobi (Utalii House)

2. Submit Application:

   • Event details
   • Music usage type

3. Pay License Fee:

   • One-time event: KES 3,000-20,000 (depends on size)
   • Negotiable based on event

4. Get License

Cost: KES 3,000-20,000+ for events

Timeline: Apply 1-2 weeks ahead

Important: Playing music without license is copyright infringement (illegal)

9. Road Closure Permit

What It Is: Permission to close or use roads for event

Who Issues: County Government and Police

When Needed:

• Marathons, races
• Street festivals
• Parades
• Events blocking roads

How to Apply:

1. Submit Request to County:

   • County Engineer’s Office
   • Detailed plan of road usage

2. Get Police Approval:

   • Traffic police must approve

3. Public Notice:

   • Notify public via newspapers (usually required)

4. Pay Fees: Varies widely

Timeline: Apply 1-2 months ahead (road closures complex)

10. Fundraising Permit (Harambee)

What It Is: Permission to conduct public fundraiser

Who Issues: Office of the County Commissioner

When Needed:

• Public fundraising events (harambees)
• Soliciting donations from public

How to Apply:

1. Submit Application:

   • County Commissioner’s Office
   • Details of cause, amount target, date

2. Approval:

   • Official letter of approval

3. Cost: KES 2,000-5,000

Note: Must account for funds raised (transparency required)

Application Process: Step by Step

1. Determine What You Need

• Review your event details
• Check list above
• When in doubt, visit County offices and ask

2. Prepare Documents

Common Documents Needed:

• Copy of National ID
• Event proposal (written details)
• Venue agreement or permission letter
• Sketch map of venue
• Expected attendance
• Event program/schedule
• Sometimes: organization registration documents

3. Start Early

• Begin applications 3-4 weeks before event
• Some permits depend on others (get public gathering permit first)
• Allow time for inspections and processing

4. Visit Offices in Person

• Online application not always available
• Go in person to relevant offices
• Bring all documents
• Ask questions

5. Follow Up

• Check application status
• Provide additional information if requested
• Be responsive

6. Pay Fees Officially

• Get official receipts
• Avoid unofficial payments
• Report corruption (EACC hotline: 0800-221-721)

7. Collect Permits

• Pick up all approved permits
• Make copies
• Keep originals at event

County-Specific Information

Nairobi City County

Key Offices:

• City Hall (City Square): Public gathering permits, liquor licenses
• Sub-County Offices: Various permits
• Public Health: Food handling permits

Contact: 020-2176290

Mombasa County

Key Offices:

• County Commissioner’s Office: Public gathering permits
• County Licensing Office: Liquor licenses

Kisumu County

Contacts: Visit County headquarters for permits

Nakuru County

Contacts: County offices at Nakuru Town

Note: Each county has slightly different processes - visit or call county offices for specific information

Cost Summary

Total for Medium Event: KES 15,000-60,000 (depending on what’s needed)

Tips for Successful Applications

Be Organized

• Keep all documents in folder
• Make copies of everything
• Track application dates and follow-ups

Be Honest

• Accurate event details
• Don’t understate attendance (safety issue)
• Transparency builds trust

Be Professional

• Dress neatly when visiting offices
• Polite and respectful to officials
• Written applications should be formal

Build Relationships

• If you organize events regularly, build relationships with officials
• They can guide you and expedite processes

Plan for Inspections

• Be ready for site inspections
• Ensure venue meets requirements
• Have someone available to show officials around

Keep Receipts

• All payments should have official receipts
• Keep for your records
• Shows legitimacy

What Happens Without Permits?

Event Shutdown

• Authorities can shut down your event mid-event
• Embarrassing and financially damaging

Fines

• Significant fines for operating without licenses
• Can be KES 50,000-500,000+ depending on violation

Arrest

• In serious cases, organizers can be arrested
• Criminal record

Liability

• If something goes wrong (accident, injury), lack of permits complicates matters
• You may be held liable
• Insurance may not cover

Reputation Damage

• Future events may be denied permits
• Community and vendor trust lost

Bottom Line: Not worth the risk - get proper permits

Common Challenges and Solutions

Challenge: Too Expensive

Solution:

• Budget for permits from the start
• Consider smaller event (fewer permits needed)
• Partner with licensed venue (they handle some permits)
• Fundraise or find sponsors to cover costs

Challenge: Too Complicated

Solution:

• Hire event management company (they handle permits)
• Ask for help from experienced organizers
• Visit offices early and ask for guidance

Challenge: Takes Too Long

Solution:

• Start applications 4+ weeks early
• Follow up regularly
• Be responsive to requests for information
• Build buffer time into planning

Challenge: Don’t Know What’s Needed

Solution:

• Visit County offices and ask
• Call relevant authorities
• Learn from similar past events

Resources and Contacts

National

NEMA (Noise Permits):

• Phone: 020-2664488
• Website: www.nema.go.ke

KRA (Entertainment Tax):

• Phone: 020-4999999
• Website: www.kra.go.ke

MCSK (Music Copyright):

• Phone: 020-2210022
• Email: info@musicsocietykenya.org

EACC (Report Corruption):

• Hotline: 0800-221-721

Nairobi

Nairobi City County:

• Phone: 020-2176290
• City Hall, City Square

Police

• Visit your local police station (OCS/OCPD office)

County Offices

• Visit your County Government headquarters for:
  • Public gathering permits
  • Liquor licenses
  • Food handling permits
  • Fire safety certificates

Conclusion

Obtaining event permits and licenses in Kenya is essential for legal, safe, and successful events. While the process can seem complex and costly, it protects you, your guests, and the community.

Start your permit applications early (3-4 weeks before your event), prepare all necessary documents, visit the relevant offices in person, pay official fees, and keep copies of all permits. The most commonly needed are public gathering permits, police clearance, liquor licenses, and noise permits.

Though it requires time and money, proper permitting ensures your event runs smoothly without risk of shutdown, fines, or legal trouble. Build these costs into your event budget from the start, and consider working with experienced event organizers if the process feels overwhelming.

With the right permits in place, you can focus on making your event a memorable success!