A small bistro in Rotterdam served wine for three weeks before receiving their operating license—and faced a €4,350 fine plus forced closure. An operating license grants official municipal permission to run food and beverage operations. This mandatory document protects both your business and ensures legal compliance from day one.
What is an operating license?
An operating license (also called a hospitality license) grants you legal authority to serve alcoholic beverages and operate food service establishments. This license binds directly to both a specific person AND location—you can't transfer it freely.
💡 Example:
You're opening a bistro in Amsterdam serving wine and beer:
- Operating license needed: YES
- Application costs: €500-800
- Processing time: 8-14 weeks
- Valid for: your name + this address
When do you need an operating license?
You'll always need an operating license if you:
- Serve alcoholic beverages (beer, wine, spirits)
- Run a restaurant (even without alcohol)
- Operate a café or bar
- Provide catering with alcohol
- Have a hotel with a bar/restaurant
⚠️ Important:
Even serving just wine with dinner requires an operating license. There's no exception for 'meals only' scenarios.
Exceptions: when you don't need a license
A few specific cases don't require operating license applications:
- Food only, no alcohol: Pure vegetarian restaurants, lunch rooms without beverages
- Takeout/delivery without alcohol: Pizza delivery, sushi takeout
- Canteens without alcohol: Corporate canteens, school cafeterias
- Temporary events: Sometimes covered under event permits
Costs of an operating license
Costs fluctuate by municipality, but you should expect:
💡 Cost overview:
- Municipality application fees: €300-800
- GBA/BRP extract: €15
- Certificate of conduct (VOG): €41
- Optional: advisory costs €200-500
Total: €556-1.356
How long does the application take?
Municipalities have 8 weeks legally to process applications. But reality often extends longer:
- Simple cases: 6-8 weeks
- Complex situations: 10-14 weeks
- With resident objections: 3-6 months extra
⚠️ Important:
Begin applications well ahead of opening dates. You can only operate once licenses are approved. Early opening risks €4,350 fines.
What happens if you're caught operating without a license?
Operating without proper licensing faces strict enforcement:
- First violation: Fine €2,250-4,350
- Repeated violation: Closure + fine up to €8,700
- Structural operation without license: Criminal prosecution possible
💡 Example:
A restaurant owner in Utrecht got caught serving wine without proper licensing:
- Fine: €4,350
- Forced closure: 2 weeks
- Revenue loss: approximately €8,000
- Reputation damage with guests
Total costs: €12,350+ (much more than the license)
Digital administration for your food and beverage business
Once you've secured your operating license and launched operations, maintaining organized finances becomes crucial. Many hospitality entrepreneurs struggle with cost prices, food costs and profit margins—a pattern we see repeatedly in restaurant financials across different market segments.
Systems like KitchenNmbrs help establish financial control from day one, ensuring your business operates legally AND maintains profitability.
How do you apply for an operating license? (step by step)
Gather all required documents
You need: BRP/GBA extract, certificate of conduct (VOG), floor plan of the premises, and possibly a lease agreement. Request the VOG well in advance, as it takes 4 weeks.
Fill out the application form with your municipality
Each municipality has its own form, but the information is similar: personal details, business details, opening hours and type of hospitality. Check your municipality's website for the correct form.
Pay the fees and wait for processing
Pay the application costs (€300-800) and wait 8-14 weeks for a decision. The municipality may request additional information or schedule a meeting. Sometimes residents get the chance to object.
✨ Pro tip
Submit your operating license application 12-14 weeks before your planned opening date. During this waiting period, establish your food cost tracking system to ensure 28-32% food costs from week one.
Calculate this yourself?
In the KitchenNmbrs app you can do this in just a few clicks. 7 days free, no credit card.
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Frequently asked questions
Can I open before my operating license is approved?
No, that's strictly forbidden. You can only open once the municipality grants your license. Opening early risks a €4,350 fine.
Does my operating license also apply to other locations?
No, licenses bind to one specific address. Each new location requires a separate operating license application.
What if I sell my restaurant to someone else?
The new owner must apply for their own operating license. Licenses are personal and don't automatically transfer to buyers.
Can my operating license be revoked?
Yes, municipalities can revoke licenses for serious violations. Think repeated noise complaints, sales to minors or criminal activities.
📚 Sources consulted
- EU Verordening 852/2004 — Levensmiddelenhygiëne (2004) — Official source
- EU Verordening 853/2004 — Hygiënevoorschriften voor levensmiddelen van dierlijke oorsprong (2004) — Official source
- EU Verordening 1169/2011 — Voedselinformatie aan consumenten (2011) — Official source
- NVWA — Hygiënecode voor de horeca (2024) — Official source
- NVWA — Allergenen in voedsel (2024) — Official source
- Codex Alimentarius — International Food Standards (2024) — Official source
- FSA — Safer food, better business (HACCP) (2024) — Official source
- BVL — Lebensmittelhygiene (HACCP) (2024) — Official source
- Warenwetbesluit Bereiding en behandeling van levensmiddelen (2024) — Official source
- WHO — Foodborne diseases estimates (2024) — Official source
Food Standards Agency (FSA) — https://www.food.gov.uk
The HACCP standards shown in this application are for informational purposes only. KitchenNmbrs does not guarantee that displayed values are current or complete. Always consult the FSA or your local authority for the latest regulations.
Written by
Jeffrey Smit
Founder & CEO of KitchenNmbrs
Jeffrey Smit built KitchenNmbrs from 8 years of hands-on experience as kitchen manager at 1NUL8 Group in Rotterdam. His mission: give every restaurant owner control over food cost.
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