PRE-EVENT
Local Government Requirements
- Inform local government of event and gain approval (if required)
- Check with your local Visitor Information Centre to see if there are
any other events scheduled for the same date and location
Budget
- Prepare an event budget and monitor your spending
Location
- Select a location or venue for your event
- Transportation – will people travel long distances to your event?
Is there parking and easy access from mass transit? - When is your location available?
Event Agenda
- What is the goal of your event?
- Develop event timeline
- Book entertainment and MC if needed
- Collect written confirmation from entertainment or MC
- Submit deposit for their services if needed
Sponsorship
- Create sponsorship proposal
- Identify potential sponsors
- Deliver sponsorship packages and follow up within 1 week
- Use sponsor testimonials and always acknowledge sponsors
Marketing & Promotion
- Develop Marketing / Communication Plan
- Design promotional material, basic text, logo
- Build a website and optimise it for search engines
- Distribution of flyers/posters/email/brochures to community
- Submit event information to local events calendars and websites
- Submit a press release
Participant Registration and Invitations
- Build an online event registration form
- Host your online registration form on your website
- Determine what is included in the cost of registration (event t-shirt, pre-event dinner, etc)
- Deliver an email announcement to your past participants with link to your online registration form
Permits & Licences
- Apply for any food permits required
- If using music, apply for a noise permit
- Request for approval to erect promotional signage
- Road closures – send applications early
Contractors
- Order equipment e.g. stage, lighting, PA system etc
- Book portable toilets, fireworks, marquee, generators
- Book and confirm all contractors in writing
- Check insurance – public liability, staff, volunteers etc
Risk Management
- Book first aid officers
- Conduct risk assessment involving all key stakeholders
- Create risk management plan
- Obtain relevant insurance and send copy to Council if required
- Contingency Plans – wet weather, low attendance
Security Plan
- Book Security & two way radios
- Crowd control
- Cash security
Essential Services
- Notify Police, Ambulance Service and Fire Brigade
Waste Management
- Develop Waste Management Plan
- Promote reducing waste in marketing material
Traffic Management
- Design traffic plan including:
- Signage, disabled parking, VIP parking, pedestrian access, marshals, car parking area, entry and exit points, lighting, road closures, promote alternative transport
Food Vendors
- Book Food Vendors and confirm in writing
- Request details of electrical requirements
- Request copy of Health Department Registration Certificate
- Application for temporary food premises permit
Site Preparation and Plan
- Design plan of venue / event site
Cleaning and Maintenance Plan
- Book toilet cleaners and extra paper if appropriate
- Clean up venue/mow lawn/clear area of debris
Other
- Organise volunteers and staff
- Prepare scripts or run sheets for ceremonies
- Organise awards/trophies/certificates & decorations
ON THE DAY
- Gather staff for full briefing
- Organise volunteer registration area & entertainers area
- Circulate contact list with mobile numbers to all staff / volunteers
- Review chain of command in case of emergency
AFTER THE EVENT
- Removal of all equipment and rubbish
- Thank you letters to staff, volunteers, performers
- Thank you presentation to sponsors
- Evaluation / debrief with key stakeholders
- Close off budget
- Hold a de-brief session to look at ways of improving the event
