Organising events

Holding an event takes time and organisation. The following tips will help you to get organised.

• Don’t try to do it alone! Form an organising committee and allocate roles and responsibilities
• Think through what you want to get out of the event. Who do you want to attend? (This may affect the time and day.) How many people do you want to come along? How will this be achieved?
• Draw up an activity plan, complete with a ‘to do’ list with deadlines
• Know clearly who needs to do what and by when
• Cost your activity and include:
  • guest speaker’s fee
  • venue hire
  • equipment hire
  • catering
  • wages
  • stationery
  • telephone
  • postage
  • security
  • promotions (advertising, flyers, posters etc)
  • insurance
  • sundries.
• Ask yourself how are you going to pay for this activity? Do you need funding? Can you approach your local council? Could you seek sponsorship from local businesses?
• Do you need a permit for your event? Your local council can tell you if a permit is needed for your activity
• Do you need permission to use materials? For example, the use of banners or posters in that area
• Do a site inspection. Is it accessible to older people and people with a disability?
• Will you need to engage a sign language interpreter?
• Develop a risk management plan. This involves identifying and evaluating potential problems, and putting measures in place to minimise their occurrence
• Look at financial issues, health and safety, and legal issues. Include a contingency plan. What will you do if it rains or is too windy? or people don’t turn up? or funding doesn’t come through? or you have a last minute cancellation of your special guest? How will you deal with this?
• If you can afford it, organise a photographer. Good photographs can be sent to the media and used in promotions, future displays and funding submissions