The Major Points Of Planning

Got a good idea for an event? Think about the 5 W!

Why


Who


When


Where


What

Whatever the size of event the secret is plan, plan and plan again!

Your plan will need to be well written and concise in places and detailed in others. Every major person involved in your event should have a copy. It is also a good idea to have an event meeting a few days before the event to discuss the major points with all those involved. Every participant needs to understand what part they'll play and how this fits in with the whole event theme and organisation.

An event timeline is useful to show everyone what needs to be done and when. It is a good idea to make sure you work backwards from your event date - you'll be surprised how long it takes to organise an event! Most festivals or larger events take a good 6 months of planning!

In relation to the people you need to help you make your event a success, define the roles you need first. Then think about the skills you may need people to have for example your graphic designer will have to have particular skills and equipment. Also bear in mind that for festivals etc you may need to have volunteers so put an appeal out! Keep all the details on record. In Australia you will need to check the insurance coverage for volunteers and they will most likely need a police check if the event involves children or families.

You also need to make sure you manage your people well. Everyone, whether paid or volunteers should know their roles and always give them a point of contact. You may also need to provide them with any necessary info or training so they can complete their tasks.

In relation to volunteers, make sure you keep them motivated and give them thanks! Although unpaid, volunteers should still be treated professionally. Just remember to place them in positions for which they have the skills and experience for. Remember to give them a thank you letter or reference at the end of the event - it helps to build your company/personal profile and they will feel appreciated.

In relation to your budget - make one and stick to it! Ensure that you have enough cash flow to pay your suppliers and make sure you are aware of their terms and conditions - some may need money in advance some after the event has taken place.

You can find plenty of budget templates on the internet, but even a basic one in a spreadsheet format would do for smaller events. You need to at least list your income (money you already have or that you will receive) and expenses (what you need to pay for).

Keep accurate records! You will need to keep copies of all receipts and invoices relating to the event. Keep some money in the budget for those things that can creep up on you inexpertly!

Sponsors are partnerships your event or organisation can have with businesses or government departments. Some people are hesitant to use sponsorship as a means of funding an event as they believe it means they have sold out on their beliefs. The key is to select companies that are right for you and your event. Research the companies carefully and look at their social, environmental polices if these are areas of concern to you. Most companies have a social fund for sponsorship events like this and be realistic - You need money for your event and sponsors benefit from making contributions to the community or being able to have access to their target market.

In kind sponsorship is probably the one that most people have the greatest success with. In-kind sponsorship includes giving a donation in the form of goods or services the sponsor will provide for free instead of giving you money.

Also approach your potential companies personally. A email is not the way to go! Phone them and also ask to speak to the person in charge of the donations - that way you will hear the information/response direct for the decision maker.

Also think about what you are offering to your sponsor. Many need the PR from an event. Thanking them, having their company information on display or including their logo on the advertisements are all things you could consider.

Naming rights to the event or listing them as a partner in your event is another option but think carefully! Make sure you want your event/company associated with your sponsor to that level.

The logistics of your event are the parts that needs to the most time and attention! It involves communications and management of people, product and facilities. Security, power, water, transport, accommodation, ticketing, and emergency procedures are all logistical concerns. Order sheets for equipment, contact lists and maps for event staff, and signage to direct participants at the event are examples of logistical elements.

For large events you may wish to think about having a logistical manager. This person should be in contact with all other managers.

You will have to have a risk management plan. You need to liaise with police, fire and ambulance services to research the minimum requirements for an event of your size. Think through the risks of different elements of your event. Have a plan for how to minimise risks and how to deal with problems if they occur. DON'T IGNORE THIS SECTION!! You must show to relevant councils and agencies that you have plans for all the worst case situations - you don't know what might happen on the day! Also check out the legal requirements of what you're doing. For example contracts with staff, event insurance, permits for road closures.

You must also protect yourself with adequate Public Liability Insurance. Get a policy for a minimum of $10 million dollars.

If in doubt ask agencies to help you! Most states in Australia have a regional event company that works to produce large scale events - they will be only too happy to help you.

Contingency (back up plan) is essential. If Plan A doesn't work have a Plan B. What will you do if it rains? What if a major accident occurs on your major route into your festival - do you have another entrance or exit you could use to divert your guests?

Technology - think about your requirements! You need to think about sound and lighting at your event, it is better to get a professional company in to deal with this.