Host Your Event in Bogota
Guide to Organizing World-Class Events in Bogota
Access a practical guide with everything you need to plan your event in the city. Find key information on operating models through agents or direct arrangements, foreign exchange considerations for international transfers, essential legal matters, and more.
1. Event Organization
How can a non-resident or foreign individual participate in organizing a MICE event in Colombia?
Contenido del acordeón
Contracts in Colombia can be executed under Colombian law, allowing foreign individuals to engage in commercial activities without the need for a legal presence in the country. These include:
- The collaboration agreement, where parties join forces to conduct a project or activity without forming a new company.
- The mandate agreement, under which an agent performs business acts on behalf of the principal in exchange for a fee.
- The service provision agreement, where the contractor conducts activities independently in exchange for payment.
A foreign company can operate in Colombia temporarily through individual contracts or establish a permanent presence by forming a company, choosing the appropriate legal structure based on its needs. Options include:
- The Simplified Joint Stock Company (S.A.S.), offering flexibility with limited liability and no cap on the number of shareholders.
- The Limited Liability Company, ideal for small groups with up to 25 shareholders and liability limited to contributed capital.
- The Corporation (S.A.), suitable for large operations, requiring at least five shareholders.
Companies incorporated in Colombia must comply with various tax obligations, including a 35% income tax on taxable income. They are also subject to withholding tax depending on the type of service contracted (e.g., 4% for general services), the general 19% VAT on services—with exceptions and reduced rates for specific activities—and the Industry and Commerce Tax (ICA), which applies to income generated in each municipality where services are provided, with rates ranging between 0.2% and 1% depending on the municipality or district.
Conventional venues: Suitable for formal events, such as convention centers, hotels with meeting rooms, university auditoriums, and event centers.
Non-conventional venues: Spaces like museums, botanical gardens, stadiums, parks, and theaters are ideal for cultural and sporting events seeking a unique setting.
Private venues: These are rented through a lease or rental agreement and usually include staff and services (e.g., security, catering, technical equipment).
Public venues: Holding events in public spaces requires specific permits from local authorities. These permits depend on the type and complexity of the event and are managed through:
- Sistema Único de Gestión (SUGA): Classifies events by complexity (high, medium, low) to determine requirements related to safety, health, and logistics.
- Administrative Department of Public Space Oversight (DADEP): Supervises the use of public spaces and may require financial guarantees to ensure the protection of the space used.
2. Venue rental
3. Staffing
Staff can be hired locally or internationally.
- Fixed term and indefinite contracts: Common for long-term positions, including labor benefits and social security.
- Contract for a specific task or project: Ideal for events, it covers the specific duration of the contracted task and cannot be extended.
- Service provision contract: Applicable to specific services without a labor relationship; contractors must manage their own social security.
Labor obligations: Companies must cover social security (health, pension, occupational risk) and parafiscal contributions (SENA, ICBF, and compensation funds) in a labor contract. Independent workers must register for health and pension systems.
Types of visas (among others)
- M Visa (Worker): Grants work permits for up to three years, ideal for foreigners in formal positions.
- V Visa (Technical Assistance): Applicable for temporary technical assistance without formal employment, valid for up to 180 days.
- V Visa (Service provider or project-based work): For temporary tasks in Colombia under a service provision or project-based labor contract, valid for up to two years.
- Temporary permits from Migración Colombia: For short stays (15–90 days), permits such as the Tourism Permit (PT) or the Permit for Other Activities (POA) apply, useful for events or technical assistance.
Additional Requirements: Foreign workers must register their entry through Check-Mig and present documents such as an invitation letter and return ticket.
According to External Resolution No. 1 of 2018, service payments may be voluntarily processed through a foreign exchange intermediary. Companies must report payments using a foreign exchange declaration, which categorizes the transaction under specific codes:
- Code 2906: for business services, consulting, advisory, and software development.
- Code 2900: for business travel and labor payments to non-residents.
Benefits of voluntary channeling: Not channeling payments can simplify processes for less complex transactions. However, if the payment is processed through the exchange market, it must be reported using the appropriate code.
4. Foreign Exchange Matters
Outbound Wire Transfers.
5. Personal Data Processing and Event Content
- Collection and processing of personal data: It must be determined whether the event will have free admission or require prior registration. In the latter case, consent will be requested to collect and process personal data from participants and/or attendees.
- Marketing and publicity: Define the media, methods, and channels for promoting the event in question.
- Copyright and intellectual property: Determine whether the event will feature experts, speakers, etc., who will present or generate content that may be subject to copyright protection.
Meet our team
Oficial del Bureau de Convenciones
Analista de Bureau de Convenciones
Gerente del Bureau de Convenciones
Oficial Senior de Bureau de Convenciones
Analista de Bureau de Convenciones
Analista de Bureau de Convenciones
We are the Convention Bureau of Invest in Bogota , an expert team that promotes major international meetings and positioning the city on the global stage.
Your event deserves a city to match! And that city is Bogotá!