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Depending on the scale of the event, planning might occur from 2 months to 6 months out from the event date. Detailed below is a guideline on various aspects of an event. Each event’s timelines will be different and will have differing requirements you will need to fulfil. It is strongly recommended once you have determined your event date work backwards, detailing the tasks required. This will generally determine if you have enough time and resources to undertake a safe and successful event.
Four to Eight months out from Event
Three Months out from Event
Two months out from the event
One month out from the event
One week out from event
Day prior to the event
After the event
A venue needs to be sourced that is suitable for the size of the event, taking into consideration the program and the number of people you are expecting to attend. All indoor venues will have a maximum capacity, hours of operation, noise level, catering and alcohol requirements that must be adhered to.
It is also important that you take into consideration your surrounding environment and the impact it may have on residents, local businesses and other activities or user groups within the area. Approximately 2 weeks out from the event conduct a letter drop to residents and business that advises them of your event and warns of any noise.
If you are holding an event within parks and reserves you must protect all park facilities from damage and avoid inappropriate use.
Key areas to protect are:
Surface (the grass) – for example ensure there are is no infrastructure on site that may burn the grass during hot weather, ensure any vechiles or machinery cause rutting, depressions or indentations into the grass
Trees – for example do no hang infrastructure from branches and that no vehicles are under the reach or canopy of any tree
Vegetation – for example ensure there are adequate paths for the number of guests so there is no cutting across greenery or damage to vegetation on garden beds
Furniture – for example ensure no graffiti occurs or general damage occurs
Fencing - for example do not attach any items to fencing
Wildlife – ensure all remaining food is taken with you and not left behind
Water Features and Water Bodies – Ensure that children must be supervised at all times when in the vicinity of these features.
A post event inspection with Park Managers will be required to ensure the Reserve/Park is left in reasonable condition. Should any damage occur the Event Organiser will be responsible for the costs associated.
The selection of your venue/site should also be based around the requirements of your event. The less temporary infrastructure required for your event such as stages, marquees, audio/visual equipment, power and toilets the easier your event will be to organise.
Based on the number of people you anticipate attending, you must make sure there is ample parking including accessible parking. If your venue does not provide the necessary parking requirements then you may have to source appropriate car parking off site and prepare a Traffic Management Plan.
You must provide accessible events for all community members to attend whether it is an outdoor or indoor event. Under the Disability Discrimination Act 1992 and the Equal Opportunity Act 1995, when a person with a disability wants to attend a function, festival or an event, then equitable, dignified access must be provided. Providing access for all will also assist event organisers to comply with many OHS issues and further enhance the success of the event, as it is inclusive and accessible for all community members.
The following is a list of recommendations that will assist you in making your event accessible for all. This list is certainly not exhaustive; consider additional recommendations that are specific to your event.
Weslo Events partner companies Holden Street Theatres and Thebarton Theatre can help with Venue hire
Weslo Events. Adelaide premier Event Managers