Queensland Government
Department of National Parks, Recreation, Sport and Racing

Any events connected to the funded project should include an invitation to the Minister. As per the funding agreement, the Minister is to be invited to speak at the opening ceremony. The Minister would also be invited to attend events connected with the project, such as commencement, groundbreaking and other ceremonies and events.

While each event is different, this event checklist will assist you in planning a successful event and provide you with some valuable tips and templates. The timeframes provided are a guide only and may vary for each event.

A sample event plan (XLS, 40 KB) may also assist you in the planning process.

Event checklist

Eight weeks before the event

  • Send a letter to the Minister explaining the event and offering three possible date options for the proposed event
  • Send a copy of the letter to your departmental sport and recreation officer
  • Work with your departmental sport and recreation officer to develop a plaque mock-up to be submitted to the department for approval 8 weeks before the event

Six weeks before the event

  • Prepare an invitation for the event
  • Develop a guest list
  • Follow the steps to ensure your plaque is approved and produced in time for the event.
  • If you have not already produced signs, follow the department’s instructions on producing the appropriate signage 
  • Prepare an event run sheet detailing the order of activities for the event using the run sheet template (DOC, 46 KB)
  • Ensure you complete and attach a function checklist (DOC, 48 KB) for the event

Five weeks before the event (or as early as possible)

Email your allocated departmental sport and recreation officer and attach electronic copies of your:

  • Invitation
  • guest list
  • Run sheet
  • Another copy of the function checklist

Three weeks before the event

  • Print and send invitations
  • Organise event catering. Healthy food options should always be included when any food is ordered for an event where the Premier, Minister or Minister’s representative is attending.
  • Develop Master of Ceremony (MC notes)

One week before the event

  • Collate RSVPs and confirm numbers
  • Confirm catering
  • Provide MC with run sheet
  • Forward a copy of the latest RSVP list and run sheet to your allocated departmental sport and recreation officer

Please note: the department will prepare any speaking points for the Premier, Minister or Minister’s representative as required.