Your Event

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

Prepare an event budget and monitor your spending

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?

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

Create sponsorship proposal
Identify potential sponsors
Deliver sponsorship packages and follow up within 1 week
Use sponsor testimonials and always acknowledge sponsors

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

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

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

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

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

Book Security & two way radios
Crowd control
Cash security

Notify Police, Ambulance Service and Fire Brigade

Develop Waste Management Plan
Promote reducing waste in marketing material

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

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

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