Whether you are planning to create or launch a new event, or you are a seasoned event professional, planning your event is the key to success. There are a number of important considerations and decisions to make up front, and a focus on detail in the planning stages can save you a lot of time, stress and money down the track.

The purpose of this event guide is to help guide you through different stages of planning your event. Below are some key considerations you will need to make in deciding whether or not to run an event:

Event Purpose

Why are you running this event?

How you answer the above question may influence how you plan for your event.

Timing

Some things worth considering include:

To view the current calendar of events, check out our What’s On page or phone Council for further information on (02) 6392 3200.

Management Model

Council will require a minimum of $20 million Public Liability Insurance in place to cover your event (see Risk Management for more information on Insurance). Seek expert advice when deciding on a management model and be sure you consider and understand the financial and non-financial obligations that come with managing events.

Identifying an event team is an important decision to be made early. There are many different areas of an event to organise and depending on the size of your event, having assigned responsibilities to different team members will avoid things becoming too overwhelming for one person. Below is a helpful list of key roles that will help structure your event team:

Choosing a Venue

 Some key things you should consider:

*If the venue doesn’t have adequate services, hiring in additional services can contribute significantly to the overall event costs so the availability of these at a venue should be well considered.

TIP: As you read through this Events Guide, take note of other considerations that will help determine the most appropriate venue.

See Cabonne Council venues here.

There are a number of private venues in the region that are suitable for running events. These include local resorts, pubs and clubs, educational facilities, retail outlets and tourist facilities to name a few. When using private venues, you should ensure that it has the appropriate zoning for events.

Event Management Plan

An Event Management Plan should includes key sections such as:

Events can be expensive and securing the necessary funds to successfully deliver your event will be essential. It is essential to have an accurate budget in place to determine what your income and expenditure will be and ensure you have adequate contingencies built in or set specific targets to achieve within certain timeframes to assess whether to proceed or not.

Budgeting

Developing an accurate budget will often determine whether your event will be feasible. Event budget templates can be downloaded from the free templates page, for you to use for your next event, and includes some of the costs you can expect to incur.

It is recommended that your budget includes a BUDGET column which is agreed to upfront and shows what your end net profit should look like, a REVISED FORECAST column, which is used to amend your budgeted figures depending on how your event is performing, an ACTUAL column to track revenue and expenses as they are incurred, and a VARIANCE column, so that you keep easy track of any surpluses or shortfalls.

Just like renovating a house, regardless how strong the planning process is, there will always be something unexpected pop up, we recommend adding an allocation to CONTINGENCY. The level of contingency you set is up to you, but 15% is a good starting point – just to cover you for the unexpected. It is also wise to set your revenue budgets conservatively, because it is always better to have more revenue than expected, rather than trying to trim your expenses if you don’t meet targets.

You should also seek feedback and advice on your event concept early on with potential supporters including potential Sponsors, Vendors, Patrons and Grant Administrators.

The budget should be a working document that is referred to and updated almost daily to ensure that incomings and outgoings are on track.

Sales and Merchandising

Where possible arrange a return policy with suppliers as you don’t want to be stuck with excess stock at the end of the event and beware that if you’re putting date-specific information on merchandise that any remaining stock may have to be discarded at the end of the event or discounted at the event.

Ticketing and Registration

As well as the benefits of raising funds, ticketing and registrations give you a good indication of the anticipated attendance numbers based on pre-sold tickets or pre-registrations, but it can also prove valuable for collating event research and developing a database of attendees for future event marketing purposes.

Registration and ticketing platforms include:

• 123tix
• Eventbrite

Sponsorship

Where possible try to engage in some training with regards to generating sponsorship, there are lots of online courses available, and you will also find that your local Council, Chambers of Commerce and community will hold workshops on generating sponsorship revenue.

It’s important that you start your sponsorship drive early to show that you’re organised enough to deliver the sponsorship successfully. It’s important that you’re able to paint a clear picture of what the event is about and what it will involve (this is where your Event Management Plan comes in handy) and remember to maintain correspondence with sponsors both up to, during and following the event.

In-Kind Contributions

Grant Funding

Government Grants can be a good way to raise funds for your event, particularly in the initial stages of the event development. However, you should keep in mind that grants are generally only a one-off or over a small number of years so you should try to put these funds towards making your event more financially viable in the future, and avoid an ongoing reliance on Grants.

When planning your event you have a legislated duty of care to ensure safe management of traffic generated by the event and other people impacted (such as event attendees, local businesses or residents etc). This includes all road users.

If your event has the potential to affect traffic or transport, you will have to develop a Traffic Management Plan (TMP) to manage these risks. Your TMP will need to include specific Traffic Control Plan/s (TCP) if you are requesting a change in regulatory signage or a road closure (including part of a road, or the whole road).

Common events that require TMP/TCP are marathons, fun runs, cycling events, parades, marches and street market days. However larger events that draw large numbers of people and don’t necessarily operate on a road will also need to consider putting a TMP/TCP in place to coordinate the safe movement of traffic and pedestrians.

TIP: When developing your TMP / TCP make sure you factor in your event set up and pack down periods too (large vehicles setting up event infrastructure have the potential to affect traffic).

The information below will explain the different requirements and will assist you in developing the relevant plans for your event.

Traffic Management Plan

A Traffic Management Plan template can be found on the Transport for NSW website

Traffic Control Plan (TCP)

Your TCP should detail the regulatory signage and traffic control required to ensure the safety of all road users, and the protection of pedestrians, bystanders and event attendees.

The TCP shows (in a map and illustrated format) how traffic is to be safely separated from people at the event and associated areas. Only TfNSW accredited Traffic Controllers can direct traffic and must be employed to implement the TCP.

Cabonne Local Traffic Committee

You are required to obtain approval from Council for your event Traffic Management Plan and Traffic Control Plan under the requirements of TfNSW. The Local Traffic Committee are a technical review committee that assesses the TMPs/TCPs and makes recommendations for approval or provide you with further advice or considerations if required.

NOTE: The Local Traffic Committee meets every second month, so you will need to contact Council at least 4 months before the date of the event, otherwise you will risk not having your TMP approved before the event.  Be prepared and get in early so that you have time to implement any changes required.

Traffic Approval Process

Police Notification

An event is considered a public assembly. Every public assembly requires approval from NSW Police. You will need to complete a Form 1 – Notice of Intention to Hold a Public Assembly which can be found on NSW Police website.

Event Classification

Class 1: Is an event that impacts major traffic and transport systems and disrupts the non-event community over a wide area. For example, an event that reduces the capacity of the main highway through a country town or a bicycle race that involves the Sydney Harbour Bridge.

For a Class 1 event it is recommended all relevant stakeholders have been informed, and approvals sought at least 4 months prior to your event.

Class 2: Impacts local traffic and transport systems but does not impact major traffic and transport systems, and disrupts the non-event community in the area around the event, but not over a wide area. For example an event that blocks off the main street of a town or shopping centre but does not impact a principal transport route or a highway.

For a Class 2 event it is recommended all relevant stakeholders have been informed, and approvals sought at least 3 months prior to your event.

Class 3: Does not impact local or major traffic and transport systems and disrupts the non-event community in the immediate area only. For example, an on-street neighbourhood Christmas party.

For a Class 3 event it is recommended all relevant stakeholders have been informed, and approvals sought at least 2 months prior to your event.

Class 4: Is intended for small on street events and requires Police consent only. For example, a small ANZAC Day march in a country town.

For a Class 4 event it is recommended all relevant stakeholders have been informed, and approvals sought at least 1 month prior to your event.

Special Events in Streets and Laneways: Intended for events in a road, street or laneway (e.g. a street fair) where temporary closure would be required.

The full process can be found here.

For further information, on the different Event Classes, and to access a Traffic Management Plan Template, visit the RMS Live Traffic Website

Road Occupancy License (ROL)

Changes to Traffic Conditions on State classified roads (such as the Mitchell Highway) will require a Road Occupancy License, which can be obtained via the Transport for NSW website.

Parking and Public Transport

Please note that only certified traffic controllers are allowed to direct traffic.

Some other tips that can help reduce event parking congestion:

Working with local public transport providers can also help increase the accessibility of your event. It will also help reduce congestion in and around the area of your event, reduce parking concerns, and provides options for the community who cannot drive.

Variable Message Signs

Variable Message Signs (VMS) may be used to notify road users of changes to traffic conditions due to events. They must not be used to advertise the event. Transport for NSW has rules around suitable placement of VMS to ensure the safety of road users and the general public. Whether on Public or Private Property contact Council for further information.

Effective management of your event site is crucial to deliver a positive experience for your event attendees. It is also important to assess the impact your event could have on the environment or surrounding areas.

Even events held in purpose-built venues may require additional amenities or infrastructure to fully cater to the needs of the event. The below section explains some of the key considerations:

Temporary Amenities (Toilets)

here permanent amenities are not considered sufficient for the estimated number of people attending the event, additional amenities will need to be brought onsite.

The below table is a recommendation for the volume of toilets that are required for large events, where alcohol is not available:

If your event is serving alcohol, these figures should be increased by around 50%

This is based on an even division of male and female patrons. For events where a specific gender or group has been targeted, the facilities required may need to be adjusted accordingly.

Make sure you position portable toilets in obvious, but suitable locations, and make sure they are well marked with signage. You will need to allow access for pump out of portable toilets where events are over 4 hours.

You should also consider providing:

• Sanitary bins
• Toilet facilities that are accessible to people with a disability*
• Baby change rooms.

Talking to a supplier will also help inform you about quantities, locations and other considerations.

*For more information on requirements for people with a disability, please refer to the Event Accessibility page on the Department of Premier and Cabinet website

Permanent Amenities (Toilets)

Generally speaking, event operators utilising venues and public spaces are responsible for the provision of suitable toiletry supply and waste management over and above what constitutes general use of the facilities. For example, any additional stocks of toilet paper, hand towel, and hand cleaner, and additional monitoring and cleaning through the day will be the responsibility of the event organiser.

Waste

Bins should be clearly marked to avoid contamination. The number of bins required will depend on type and length of the event, but a general rule of thumb is: 1 x 240-litre bin per 120 people, increase by 50% if alcohol is being served.

Some further considerations for waste management at your event include:

Further information and guidance can be found in the EPA Waste Wise Event Guide 2007

Water

Aside from water being available for drinking, washing etc., you may wish to consider water points or refill stations when your event is expecting a large crowd, the weather is likely to be hot, or when your event patrons are exposed to physical stress such as a parade, marathon, or a mosh pit of a concert.

As a guide, water points should be provided based on the following:

Remember, when serving alcohol, it is a legal requirement to offer free water.

In some cases large events will require a Development Application (DA). A DA is required where considerable changes to the land use are required as a result of an Event. Some of the things that will determine if you require a Development Application include the type, size and location of temporary infrastructure such as tents, marquees and stages.

If a DA is required it will need to be submitted to Council well in advance of the event to ensure sufficient time for the application to be assessed and approved. 

For annual events that are proposing to remain the same from year to year, a multi-year approval can be provided. However, it should be noted that where there are proposed changes, in any particular year (e.g. number or position of temporary infrastructures) a new DA or a DA modification may be required.

Temporary Infrastructure

If your event is likely to exceed any one of the following, a DA Application must be lodged:

Noise

The noise that your event creates will need to be planned for in a way that limits the level being emitted to residential areas. Careful selection of your venue or location is a critical factor.

When planning your site layout, develop your plans in a way that minimizes noise emissions (for example position speakers away from residential areas). Also remember to provide hearing protection for Event Staff where necessary and if you’re not sure of the noise being emitted, it is recommended that you engage someone to monitor the emissions.

Events Exempt from a DA

For further information on exempt development criteria, it is recommended that you refer to the State Environmental Planning Policy (Exempt and Complying Development Codes) 2008 on the NSW legislation website www.legislation.nsw.gov.au or contact Council for advice on whether your event will require a Development Application.

Having a clear vision for your event will help with your planning, promotion and marketing, however it will also help you identify a number of areas that may require some sort of licence, permit or approval.

It is always a good idea to think about these things as early as possible so can you make provision for this in your budget and allow enough time to seek relevant approvals.

Whilst some of these topics have been covered earlier in the Events Guide, below is a handy checklist of things you will need to consider:

Liquor Licence

Events that propose the sale or consumption of alcohol will need to contact Liquor and Gaming NSW to determine liquor licensing requirements. You should also contact the Licensing Officer at your local Police Station to discuss your proposal.

Depending on the type of licence you want, some applications will require a community impact statement (CIS), Liquor and Gaming NSW, will help you determine the most appropriate licence for your event.

A liquor license will require approval in writing from the owner of the land on which you propose to hold your event.

Food Vendors

Food will often be a key component to attracting patrons to your event. The event organiser is responsible for ensuring each food vendor attending the event has supplied the following information before attending an event:

NB: charities or not for profit groups are exempt the first three of these requirements.

The event organiser must keep an up-to-date list of all the food vendors attending the event and provide this information to Council’s Development Services bycompleting  Temporary Food Business Registration Form. The form should be returned to council no later than ten working days before the event so officers can determine if food safety inspections will be required.

NB: If food is solely provided by charities or not for profit groups and is low risk or is cooked and immediately served, such as sausage sizzles, then the vendors do not need to have notified Council and may not have Food Safety Supervisor certificates and inspection reports, however they still need to meet safe food handling requirements.

The event organiser must also ensure each food stall is supplied with clear access to an adequate supply of potable water (if hoses are used, they must be food grade. Garden hoses are not suitable for food potable water transfer) and ample facilities for waste disposal (including general rubbish and wastewater). 

Food Authority NSW has developed a handy guide: Guideline for Food business at Temporary Events which we recommend familiarising yourself with.

Music Licenses

Most music is protected by Copyright and if you are playing live or pre-recorded music that is covered by Copyright you are required by law to obtain a permit by the Australian Performing Rights Association (APRA) www.apra.com.au

Recorded music is protected by two types of copyright so you will need to obtain a licence from both APRA and the Phonographic Performance Company of Australia (www.ppca.com.au). These can generally be obtained within three working days.

For more information visit their websites or contact:

APRA: 1300 852 388

PPCA: 02 8569 1111

Filming Permit

Filming Permits are generally free of charge, however in cases where additional permits need to be in place (e.g. Road Closures) relevant costs may be incurred. 

For more information on filming permits contact Council on (02) 6392 3200.

Entertainment and Amusements

It’s advisable to have contracts in place with entertainers as often there are a variety of expenses such as travel, meals and accommodation and it will need to be clear as to who will be covering these costs.

Legal advice should be sought when developing contracts. There are many sample contracts available online, however the Arts Law Centre has sample contracts that can be purchased to assist in developing a contract.

All Fireworks must be carried out by a licensed pyro technician who must notify WorkCover and Council no less than seven working days before any fireworks display, with any other stakeholders notified a minimum of 2-days out (Police, Fire Department etc.). They must also complete the Notification of Fireworks Display Form and provide this with a Risk Assessment and Safe Work Method Statement. A processing fee is also payable.

Council approval is required for medium and large amusement devices erected and operated in the Cabonne. Amusement devices must meet Australian safety standards. Registration is managed by SafeWork NSW.

Approval involves inspections to ensure the appropriate insurances are in place and that logbooks are up to date and completing the Amusement Device Application form. 

As the Event organiser you have a responsibility to ensure that your event is undertaken in a safe manner that won’t cause any harm to people or property.

During your planning process it is essential to develop a Risk Management Plan so potential hazards are identified early and appropriate measures are put in place to reduce the likelihood of an incident occurring.

In order to create a thorough Risk Management Plan below are the key things that you’ll need to consider:

Risk Assessment

Risks should also be prioritised based on the most significant risks, and a staff member allocated to the management of each risk area to ensure ownership of its management. Some specific areas of attention your Risk Assessment should consider addressing are:

If you are looking to hold your event on public land, Council will require a copy of your risk assessment. Council will use this assessment to assist in determining whether the land is fit for the proposed activity. It is important therefore that you consider, and document, all risks relevant to the event and how you propose to manage those risks.

First Aid and Medical Provision

First Aid Stations should be positioned in central locations with suitable access for emergency vehicles.

The following table gives an indication of what level of first aid is required at events; however, this may change depending on the type and location of the event.

Insurance

You will need to have a clear understanding of what your insurances will cover, and any remaining area will need to be covered by the relevant parties. For example, third parties such as contractors, entertainers, and vendors are rarely covered in the overall event Insurances so you will need to obtain up-to-date Certificates of Currency to ensure no activities are left uninsured.

Most typically Public Liability Insurance is required, and when hiring any Council managed venues or spaces $20,000,000 Public Liability Insurance is required, with Cabonne Council listed as an interested party on the policy.

Depending on the nature of your event and the requirements of the venue or landowner, other insurances may be required. These insurances may include (but not limited to):

Incident Reports

Any incidents that occur at the event should be recorded and forwarded on to the relevant parties such as your insurer, the police, Council, and in the case where a serious injury or a death occurred, Workcover.

The Incident Report should include any relevant information such as dates, times, type of incident and the actions taken, and the contact details of any of those people involved.

Emergency Response Plan

Much of your ERP may have been identified in your event Risk Assessment, however things your ERP should factor include:

Copies of the ERP should be distributed to emergency services, any external agencies, all key stakeholders, staff and volunteers, and available at relevant points at the event venue.

A copy of the Emergency Evacuation Plan should be contained in the overall Event Management Plan.

Contingency Planning

It’s important that you think about all things that could possibly go wrong at the event and try and build contingency plans to cover yourself for the unforeseen.

For example inclement weather can be detrimental to the success of an event; your headline act may not show up; the generator providing power to your food stalls may break down etc.

In some cases, contingency plans can be quite simple, however when more significant decisions need to be made, you will need to address how patrons will be notified, and consider the logistical implications that your contingency plans present. Risks associated with the contingency plan, for example those posed by a change of venue due to bad weather, should be addressed in your Risk Assessment.

Adverse Weather Conditions

Weather conditions need to be considered when developing your Event Risk Assessment and relevant measures put into place where necessary. Add a good weather website to your browser favourites; Willy Weather or Bureau of Meteorology both drill down to the local area and if you are forced to move venues, postpone or cancel, a combination of local radio, social media and direct emails are the best means of notifying the public of last minute changes due to weather.

Courtesy Notification

Apart from being common courtesy, it is important that you notify relevant stakeholders that the event is taking place and alert them to any potential disruptions or risks including road closures, noise, and excessive crowds.

Courtesy notification should include emergency services such as Police, Fire Brigade, Ambulance and SES, as well as nearby residents and businesses.

As the planning for your event evolves, your site layout or site plan will start to take shape. Your site plan will visually show (to scale) the general layout of your event and should include the following:

• Entry and exit points
• Parking (onsite and offsite options)
• Main attractions (stages, stalls, food etc.)
• Amenities such as toilets, ATM’s, first aid etc.

The following information will provide important considerations to help you plan your site layout, which will also help you manage the event effectively on the day.

Temporary Infrastructure

This includes any infrastructure that is erected onsite for the purposes of the event such as marquees and staging.

You will need to ensure that infrastructure complies with the relevant Australian/New Zealand Standards and that it is erected and secured appropriately. You should seek permission from the landowner prior to erecting temporary infrastructure and where necessary use a professional to do so.

Make sure when planning your site layout that you allow adequate access for temporary infrastructure to be installed (including vehicle movements), look at proximity to services (for instance locating cool rooms near power sources), and also consider the length of time it will take to install and dismantle, as this will affect your hire period of the site or venue.

Make sure you consider underground services, a lot of temporary infrastructure will need to be secured with pegs and where pegs are to be inserted into the ground at a reasonable depth information should be sought with regards to the placement and depth of underground services such as water, power, communications, and gas. The owners of these assets should be able to provide this information or contact ‘Dial before you Dig’ on 1100.

Attractions

It is a good idea to treat the main attractions and high demand areas of your event as anchor points to help disperse the crowd throughout the entire event site.

For example, if you anticipate the food and bars to be popular areas, it is likely the toilets will be in high demand, so don’t place them next to each other. Apart from hygienic reasons, you will successfully balance the crowd across your event site by having busy areas spread apart.

Also consider your program of events, and where they will take place, if you have multiple stages or presentation areas, be sure to plan your site with adequate space between these areas to prevent noise cross over, and again it will help with crowd management.

Ingress/Egress

Make sure when planning your site layout that you allow adequate egress in and between areas (for example the space between stallholders), and particularly to and from entry and exit points, and any emergency access points.

A minimum width of 3m should apply to any egress path. This will allow comfortable space for event visitors to flow through areas, and if required, an emergency vehicle can drive through this space

Signage

Signage is important factor in creating strong links between your marketing campaigns and your event activation on the day. It is also an easy way to deliver value to your sponsor with logo and brand recognition.

Once your site plan has been established it is good practice to also create a signage plan that can overlay your site plan. Try and imagine walking the event site as if you were visiting it for the first time, starting from the entrance and needing to navigate to various areas of the event – this will help you determine what sort of directional signage may be required.

Clear and strategically placed signage will assist in coordinating both traffic and pedestrian movements in and around the event site. Below are some common signage points to consider:

• Parking/no parking areas
• Main entrance / welcome
• Exits including emergency exits
• Conditions of entry
• Toilets
• First aid
• Lost children
• Accessible facilities, including entry/exit points
• Meeting points
• Sale of alcohol
• Information points

If you are placing temporary advertising signs for the event on public land like footpaths, parks, and road verges, you will need Council approval and for signage on private land you must obtain the approval of the landowner.

Power

Your initial venue selection process will have evaluated power availability on the site. In some cases, you may need to hire in additional generators to supplement power, and almost always you will need to run power leads from power sources to vendors, stalls and stages.

In many cases power surges are caused by vendor equipment. It’s a good idea to have your vendors complete a Power Usage Form and inspect vendor’s usage on the day to ensure they are complying.

All leads should be tested and tagged, and either suspended at least 2.4 metres above the ground, or appropriately secured and covered to ensure they do not pose a trip hazard to patrons. It’s a good idea to have an electrician on board to assist with your electrical needs.

Lighting

Lighting will need to be considered if your event runs into the evening or if the bump in and bump out is taking place early in the morning or at night.

For your event visitor’s safety, sufficient lighting will need to be implemented where entries, exits and corridors are not sufficiently lit.

Furthermore, your Risk Assessment should address the possibility of a power outage and the measures put in place to safely manage the egress of patrons in the case of this such as generators, torches and public address systems.

Placement of lights on site will also need to consider the impacts on nearby residents and amenities.

Bump-In/Bump-Out

During the event Bump-In and Bump-Out (the period where your event is setting up and packing up), the site is considered to be a ‘Worksite’. Therefore, visitors to your event should not be permitted to enter or remain on the site until the Set-Up and Pack-Up has been completed. All third parties including vendors and contractors should be made aware of this.

It is helpful to allocate designated times for certain suppliers to set up. A coordinated approach to setting up infrastructure followed by vendors and smaller suppliers will help ease congestion on your event site and minimise the risk of incident with moving vehicles and people.

At times it can be difficult to distinguish the difference between your event visitors and suppliers and vendors etc. To help safely manage the Bump In and Bump Out of your event, consider allocating all staff, and suppliers working on site a hi-vis safety vest to wear during these periods.

Events often require the need to employ large numbers of staff on a short-term basis. It is also ideal to attract people that have direct experience in areas of event management.

Below are some tips to help you manage and coordinate staff and volunteers for your event.

Paid Staff

Depending on the size of your event team, you will most likely need to employ more resources to help deliver your event. This is quite common and there are generally a number of other events that take place in the region that have encountered the same issue, so it can be beneficial to talk to these events organisers regarding where they employ their casual pool from.

Keep in mind that you’re better to have too many staff working on the day than too few, as it is much easier to relinquish staff than to be chasing extras on the day. Also you’ll need to ensure you comply with applicable awards and employment conditions.

We recommend visiting the Fair Work website to ensure you are informed and prepared.

Volunteers

Volunteers will often play a vital role in ensuring that your event runs smoothly.

Local service clubs such as the State Emergency and Rural Fire Services can often assist with requirements on the day. You will need to ensure that the relevant insurances are in place to cover volunteer activities at your event and make sure you give volunteers suitable responsibilities. For example unless volunteers have security qualifications they shouldn’t be undertaking such tasks.

It is important to note that as the event organiser, you have the same legal obligation and duty of care to volunteers as you do for paid workers.

The Centre of Volunteering is a helpful resource. They can help you with recruitments advice, discuss relevant insurances, and explain the rights for volunteers and organisations.

Check out their website:  http://www.volunteering.com.au/

Contractors

All Staff, both paid and unpaid should be required to report to a central location and record their hours of work during the event. This is to ensure that Workplace Health and Safety laws are being abided by based on the fact that events often require extended hours of work so you will need to ensure that you are operating within the law.

Certificate Register

You will need to ensure that all staff, volunteers and contractors working on the event have any necessary qualifications in place such as Responsible Service of Alcohol (RSA), First Aid etc. Where necessary you should keep a list of all relevant personnel and their qualifications onsite.

Run Sheet

These can be a good way of ensuring that you have the appropriate number of staff allocated to the relevant duties, and that staff are aware of what’s happening when, and where they are required to be.

Run Sheets should be developed in conjunction with all staff and volunteer coordinators, with copies distributed to all the relevant people for use on the day.

Sign-On Sheets

All Staff, both paid and unpaid should be required to report to a central location and record their hours of work during the event. This is to ensure that Workplace Health and Safety laws are being abided by based on the fact that events often require extended hours of work so you will need to ensure that you are operating within the law.

The success of your event will depend largely on the promotional activities you choose. Think of it like a party – you would never throw a big party and forget to send out the invitations! There are many ways to promote your event, and you don’t always have to spend a fortune to get great results.

Below are a number of marketing and promotional activities for you to consider:

Marketing Plan

Consider things like:

• Introduction or Executive Summary
• Event objectives
• A SWOT analysis will help identify your Strengths, Weakness, Opportunities, and Potential Threats
• Identify your target audience
• What are your key messages, unique proposition, or theme
• Identify the reach of your campaign: local, regional, state, national etc.
• Strategies or actions to achieve goals (this will be your action plan)
• Resources required, both financial, time, staff etc.
• How you will measure the success or effectiveness of your marketing

Marketing and Promotional Opportunities

Websites

There is no doubt that having an online presence for your event is important. An event website is a good starting point and there are many free website building options available on the internet. The Coffs Coast also has a number of companies that can assist building your website too.

Cabonne Council can help promote your event by listing it on our What's On webpage, and via social media platforms. To submit your event fill in the below form.   

Print Collateral

Printed collateral refers to things like posters, flyers, postcards, bookmarks and banners. Keep in mind when distributing these types of materials, permission must be given by the land owner in which you plan to distribute or display your collateral.

Social Media

Social media is a great way to build a community of people interested in attending your events. Consider platforms such as FACEBOOK, TWITTER, or INSTAGRAM, to create an event, and with permission, register your event on other organisations social media platforms as well.

Free publicity

With a range of media outlets based on in Cabonne, good promotion and publicity will no doubt form a key promotional tool for your event. Local Media organisations are continually supportive of promoting events in the region and there are a number of locally based publicists who have strong relationships with the local media and a good feel for what these organisations consider to be good content.

A good media release is key to getting attention in the media. When creating press release, try to be as clear and concise possible, and make sure you think about an angle or approach that will get the media’s attention. A Media Release template can be downloaded from the freer templates page.

Newspapers

Radio

ABC Central West

Orange107.5FM

One Central West - FM88

Radio Rheema FM

Radio 2EL 1089AM

Radio Triple M Central West 105.1 FM

1035FM Orange

Canowindra 88FM

It’s important at the end of the event to do a proper wrap-up in order to ensure that all stakeholders are satisfied with the outcomes from the event and that no ‘loose-ends’ are left hanging leading in to the next event. Things you should consider include:

Event Debrief

To keep it simple, ask each of your team to report on their respective areas of responsibility:

By using this simple process, the debrief to a certain extent, should provide the basis for your next event’s planning with those key discussion points that were identified in the debrief, implemented into an updated Event Plan.  

Research

Event research can be a critical tool in determining economic impacts of an event, how successful the marketing of your event has been, and what aspects of your event worked and what didn’t. As well as patrons it's worthwhile looking to undertake research with sponsors, entertainers, traders, and vendors to get a more holistic perspective of the success of the event.

If research is conducted in a timely manner, the findings can also be shared at the debrief.  

Post-Event Communications

It’s important that you conduct a follow-up with any relevant event stakeholders, particularly your financial backers. Written correspondence is good however it’s often a good idea to meet in-person with any major stakeholders to ensure that they were satisfied with their involvement.

You should also consider communication with non-financial stakeholders such as emergency services and residents where necessary. Conduct your post-event communications as soon as possible following the event to try and capitalise on any positive media and exposure that may have come out following the Event.

Funding Acquittal

You’ll need to ensure you acquit any funding where necessary, firstly because a final payment may be dependent upon receipt of your acquittal, and secondly because any future grant applications you submit will generally be dependent upon whether you have properly acquitted any grants in the past.

You should look at what’s required in any grant acquittals prior to your event taking place to ensure that you will be able to provide any information required in the acquittal (Photographs etc.).

Media Monitoring

For events where the media interest will be more localised, monitoring can be quite easily done in-house through the monitoring of local media channels. Online tools such as Google Alerts can also be a simple way of tracking online interest in your event.

For larger events where there will be national or international interest media monitoring companies can provide a comprehensive assessment of media coverage for a fee. Also keep in mind your sponsors as often large companies will have permanent media monitoring services in place so you may be able to utilise a sponsor who has these services in place.