Event ChecklistCommunity Run Events

The following is a list of tasks you may need to consider when organising your event. While not all tasks may be relevant to you, the Checklist should be used as a guide to assist you in the planning and delivery of your event.

Event Name:      

Date/s:       Time/s:      

Venue:      

Event Description:      

INITIAL PLANNINGTask Due by Person Responsible Complete

Select event organising committee and allocate roles

           

Set out the purpose and objectives of the event

           

Investigate event venues / locations            

Finalise event date and time            

Book preferred venue / location            

Investigate insurance needs and purchase necessary policies

           

Develop event budget and monitor expenditure

           

Investigate grant and sponsorship opportunities

           

Investigate permit requirements from Council            

PROGRAMMINGTask Due by Person Responsible Complete

Select and book performers / bands            

Select and book an MC (Master of Ceremony)            

Consider Aboriginal programming / representation at your event

(Welcome to Country, Smoking Ceremony, Acknowledgement etc)

           

Book roving performers            

Book rides and attractions            

Submit formal requests for guest speakers / VIP attendees

(eg. Councillors, Keynote speakers, Local members of Parliament)

           

Secure stallholders and process site fees            

Secure food vendors and process site fees            

Provide a list of approved food vendors to Council

           

Confirm space, power and equipment requirements of all stallholders and food vendors

           

Distribute site maps, parking passes and access times to all Performers, Stallholders and Food Vendors

           

Develop Running Sheets and/or Performance Schedules

           

Distribute final Running Sheet to performers and event staff

           

Develop MC notes            

Organise catering requirements for performers            

PRODUCTION & INFRASTRUCTURETask Due by Person Responsible Complete

Book marquees            

Book staging            

Book PA and lighting            

Collate a list of all technical requirements for your performers and ensure your stages, audio and lighting quotes will meet those needs

           

Book generators

(assuming you don’t have access to adequate power)

           

Book portable toilets            

Book / Purchase furniture

(chairs, trestles etc)

           

Book any necessary ramps or equipment to meet Disability Discrimination Act (DDA) compliance

           

Book lighting towers            

Book two way radios            

Confirm all contractors            

Create a Production Schedule detailing all contractors and their Bump In/Bump Out times, delivery times and collections.

           

Distribute relevant information to all contractors / suppliers, event staff and volunteers

(this could include the Production Schedule, site maps, induction kits etc)

           

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LOGISTICSTask Due by Person Responsible Complete

Develop a Site Plan

(include access & parking)

           

Book security            

Develop a Waste Management Plan            

Book Community Bin Trailer

(6 rubbish bins and 6 recycling bins)

           

Book additional bins, bin caps and bin liners            

Book skips            

Book cleaners            

Develop a Traffic Management Plan

(include any road closures, road signage, accessible parking, access & egress, car parking areas etc)

           

Book Traffic Marshalls and Traffic Treatment

(road signage, VMS Boards etc)

           

Notify Public Transport Victoria and any transport providers effected

           

Arrange for clean up of event site

(cleaning toilets, mowing, bins cleared, clear area of debris etc)

           

Arrange for keys or access codes to access site / venue

           

Do a site mark-up detailing where all stalls can set up

           

Develop any directional signage to be displayed at the event

           

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SAFETY MANAGEMENTTask Due by Person Responsible Complete

Notify local authorities of your event

(Police, Fire, SES, Ambulance, Public Transport Victoria)

           

Book first aid provider            

Develop Risk Management Plan

(incorporating a Principle Risk Assessment and Safety Management Plan)

           

Develop a contingency plan for extreme weather conditions

           

STAFF & VOLUNTEERSTask Due by Person Responsible Complete

Appoint stage managers and event staff            

Appoint Safety Officer            

Appoint Event Wardens            

Recruit Event Volunteers            

Provide necessary training and inductions for all event staff and volunteers

           

Provide necessary Personal Protective Equipment (PPE) for staff and volunteers

           

Provide necessary catering for staff & volunteers

(water, lunch vouchers etc)

           

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MARKETING & COMMUNICATIONSTask Due by Person Responsible Complete

Develop a Communications Plan            

Design promotional materials            

Ensure sponsor logos appear on promotional materials and meet the requirements of the sponsor

(eg. Logo placement, size)

           

Print hard copy promotional materials            

Distribute posters/fliers            

Create / update website listings            

Promote event through social media avenues

(Facebook, Twitter, SnapChat)

           

Develop and send any formal invitations            

Submit editorial / media releases to print media and radio stations

           

Submit photos and articles to Council for possible inclusion in Whittlescene

           

Submit event listing to any free listings

(eg. What’s On)

           

Collate biographies and promotional images of all performers

           

Book any necessary signage

(eg. Real Estate Boards)

           

Book any paid advertising required            

Book a photographer / videographer            

Letterbox drop to local residents notifying them of the event

           

Write speeches for any formal proceedings / Welcomes

           

Collect any promotional banners / signage from sponsors or event partners, which need to be displayed at the event

           

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PERMITS & LICENSESTask Due by Person Responsible Complete

APRA license

(Australian Performing Rights Association)

           

Fireworks Permit

(Council and local Fire Authority)

           

Footpath Trading Permit

(Council)

           

Fundraising Permit

(Council and Consumer Affairs)

           

Liquor License

(Victorian Commission for Gambling and Liquor Regulation (VCGLR)

           

Occupancy Permit for a Place of Public Entertainment (POPE)

(Council)

           

Road Closure Permit

(Council and/or VicRoads)

           

Temporary Food Premises Permit

(StrEATrader)

           

Temporary Signage Permit

(Council)

           

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POST EVENTTask Due by Person Responsible Complete

Bump out of site / venue            

Return necessary equipment / hires            

Pay all invoices            

Reconcile budget            

Submit Acquittal reports for any grants secured            

Send out thank you’s to participants and supporters            

Create and send out any Certificates of Appreciation

(for volunteers, sponsors etc)

           

Convene a debrief meeting and collect feedback for future planning

           

TTY 133 677 (ask for 9217 2170)

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