While managing risk is important, so to is making the event an experience of positive enjoyment and success for all stakeholders. This will make the greatest contribution towards managing risk.
When risk issues are addressed in the community consultation and planning process, ensure you are also well positioned to include the positive benefits and opportunities. Issues that contribute to enjoyment and success are:
- entertainment and activities
- good information and communications
- positive media reporting
- good coordination
- safe and secure locations
- good health and welfare facilities
- transport arrangements
- sponsorship
- volunteers.
General event planning checklist
Here are some questions to consider when planning your event.
Initial planning
- What are the overall aims e.g. safety, fundraising, entertainment, management?
- Will a specific message be delivered through the event?
- What will the event include and not include?
- Should there be a number of events?
- Will an event coordinator be required?
- Does the plan fit well with activities that normally take place in that part of the town or community?
- Is there a way of spreading the risk and work?
- What is the lead time for organising the event?
- Which state and local government agencies need to be advised about the proposed event?
Cost
- Will the event pay for itself, for example through ticketing or sponsorship, or will it be free?
- Is there funding available from local, state or commonwealth governments?
- Are there any other organisations that could provide funding?
- What sort of financial records will need to be kept?
- What are the accountability issues?
Logistics
- When can the venue be accessed?
- Who is the caretaker for the venue?
- Will there be a contract for specific venue hire?
- What sort of equipment is needed for a successful event?
- Is there enough lighting?
- How will everyone get there?
- What transport should be arranged?
- What if it rains?
- What are the crowd control issues?
- Will security be required? Who can provide security?
- Are there likely to be any noise issues associated with the event?
- What can be done to ensure there is minimal impact on the community and area immediately adjacent to the event?
- Are there likely to be concerns with drug and alcohol abuse?
- Are there any emergency procedures to consider?
- When will police, fire or ambulance services need to be involved?
- What are the health and safety issues and who is likely to be affected by any procedures addressing occupational and health matters?
- Who will look after the management of traffic?
- Will the rate of traffic flow require an application for road closures?
- Who takes away the waste that will be generated at this event?
- Who can supply food at the event?
- How will drinking water be supplied at the event?
- Are there any licences associated with selling or giving away food and\or drinks at events?
Staffing
- What will staff do? What won’t staff do?
- How will everyone know what their role is?
- Will support workers/professionals be required in the team?
- Who needs to apply for a blue card?
- Are there other steps that need to take to ensure appropriate levels of child protection?
- How will volunteers provide assistance for the event?
Insurance
- What are the potential legal liabilities arising out of staging an event?
- What information is required about insurance for public events?
- How will appropriate insurance cover be ensured?
- What are the risks with volunteers?
- What insurance is needed for hired equipment?
Publicity
- Will the event benefit from publicity?
- Will publicity be free or paid for?
- What sort of messages need to be promoted?
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