Guide to planning your event in Cabonne

The purpose of this guide is to assist you with the different states of planning your event. Here are some key considerations that you will need to make in deciding whether or not to run an event.

Section 1: Scoping your event

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.

Section 2: Event Funding and Budgeting

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.

Section 3: Road Closures and Traffic Management

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)

Section 4: Toilets, Waste and Water

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 venues may require additional amenities or infrastructure to fully cater to the needs of the event. The below section explains some of the key consider

Section 5: Development Applications (DA)

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.

Section 6: Licences and Permits

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.

Section 7: Risk Management

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.

Section 8: Crowd Management

Whether your event is expecting large or small attendance, it is important to consider crowd management. You are legally obliged to take reasonable steps to ensure the safety of participants, including the orderly movement of crowds coming into and leaving the event. You will need to ensure that the venue or location is capable of holding the event and expected attendance.

Section 9: Site Layout and Management

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.

Section 10: Staff and Volunteers

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.

Section 11: Promote My Event

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.

Section 12: Evaluation

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 into the next event. Things you should consider include: