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PLANNING AN EVENT


This brief guide attempts to give general advice that can help you arrange an event. However, it must be remembered that this guide cannot be considered comprehensive for every event.

To begin ask yourself these key questions:

  • What is the event?
  • Why are you having an event?
  • How much will the event cost and who will pay for it?
  • When will the event happen?
  • Where will the event take place? What will happen at the event?
  • Who is the event for?
  • Who will plan and run the event?
Once you and your fellow organizers have answered these questions you will also need to decide:
  • Who do you want to come to the event?
  • Will there be activities for a range of different people?
  • How many people are you catering for (think of both a minimum and maximum) and do you have the right facilities?
  • Will admission be free or will there be a charge?

Tips for planning an event:

  • Plan out the work that needs to be done you may want to prepare a checklist.
  • When planning the date of the event, try to avoid clashes with similar events that may be taking place nearby.
  • If it is a larger event, consider the impact of the event on the neighbourhood in which it takes place. Make sure that residents and businesses are aware of what is going on and have the opportunity to let you know of any concerns they may have.
  • Find out what bookings, permissions and licences you need.
  • Think about common sense safety, overall access issues and insurance.
  • Make sure your publicity gives details of public transport and parking.
  • Where possible put up signs on the surrounding roads to make the event easier to find.
  • Make sure the venue is accessible for wheelchair users and people with other disabilities.
  • Decide on a realistic budget.
  • Budget and Costs.

All the following may involve costs you will have to meet:

  • venue hire
  • publicity
  • equipment hire
  • decorations
  • entertainers
  • prizes
  • buying refreshments
  • transport
  • phone bills, postage and other administrative costs
  • insurance
  • volunteers’ expenses
  • first aid equipment and provision
  • fees for licences and permissions
  • Decide how best to publicise the event
  • Plan the day in as much detail as possible for example you could use a storyboard.
  • Decide where everybody will be on the day - identify everyone’s roles and responsibilities.

Have a great event and make someone smile!