Your Event

Our Team are here to help support you in all areas of planning your event.

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