Event organisers are responsible for all security and crowd control aspects of their event. Based on the program (i.e. well known artist or presenter), number of visitors/audience and/or the target audience and whether alcohol is available will determine if security is required. Choosing an appropriate security provider is essential to the success of an event and the safety of the public. Privately uniformed security must be licensed under the Private Agents Act 1966. It is also worth investigating whether the security providers have event and crowd control experience. You want to make sure that all security personal are trained to diffuse a situation as a first measure. If you are organising a major event, it is also useful to include the contracted security provider when planning the event from an emergency response point of view. A representative should attend a meeting with the event organiser, Police and emergency services who will be attending the event. 
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Developing a security plan (make sure evacuation routes and points, emergency response plans and a clear site map detailing first aid and Police points are included in the plan) and brief the security provider. Make sure all roles and responsibilities are clarified for the security providers to undertake their duties effectively. It should also be stressed that all security personal working your event, must be briefed by their representative involved in the planning of your event before commencing their shift. 

Keep in mind, if you are having temporary infrastructure such as staging or portable toilets security may be required for bump in and/or bump out to be sure they are not vandalised or stolen. 

If you are organising a major event, SAPOL must be advised of your event and invited to be involved in the planning stages of your event.

For a guide on how many security officers you should have present at your event contact an accredited Security Company such as Weslo Staff and ask for a quote based on your event specifics.

Most Event Organisers will engage external service providers at some stage of the event planning phase. This may include but is not limited to any of the following: 

• Event Management Companies 
• Event Safety Management Companies 
• Performers/bands/entertainers/MC’s 
• Equipment suppliers – display boards, tables, trestles and business stands 
• Temporary infrastructure – toilets, marquees and stages 
• Security 
• Staff 
• Amusement rides 

All external assistance with your event must be properly documented and agreed upon by all parties involved. Each of these arrangements, whether by letter, e-mail or telephone will require a written contract that is legally binding.

When entering into a contract, you want to make sure you are getting what you need and what you are paying for. Therefore, it is highly desirable that all contracts be in writing in the form of a letter supported by written agreement to document exactly what you want and are and are not paying for. This also avoids misunderstandings and minimises arguments over what has been agreed. 
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On occasion service providers sub-contract their services to another party. As an event organiser you need to be aware and approve the company that is working on your event site. If you are happy for a service provider to sub contract the services that you have requested then you need to make sure you have a copy of the relevant documentation such as insurances and licenses. Whether it is a direct service provider or a sub-contracted provider, you should demand the same level of skill, experience and documentation. 
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If you require temporary infrastructure such as marquees, staging and seating stands then you will also need to make sure that the person overseeing the contract and all staff working within the construction site are properly qualified to do so. 

In the Event Plan record all the contracts and agreements and supporting documentation required to oversee these contracts.

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.

The Event Plan includes two main sections: the Event Detail and the Risk Management Plan. The Event Detail will include all event management information that is listed in the check list below. This will assist you to create your key document throughout the entire event process and act as a planning tool, a working document and a constant point of reference. Event Title, dates, duration 

• Date
  • When setting a date for the event consider:
    
    •  Venue availability
      
    • Availability of key speakers
      
    • External factors/key dates – e.g. public holidays, parliamentary sittings, other events and time of year (towards the end of the year, people’s diaries can get full). 
      
• Location including accessibility 
• Program Overview – aims, objectives/purpose and audience 
• Event Team
  • Based on the event brief, consider who you need in the event team to make your event a success. Consider: 
    
    • Your Team
    • Key Stakeholders
    • Event Management companies such as Weslo Events
    • External suppliers
    • Arrange a team meeting and discuss how the event should be run and each individual team members’ role.
• Timetable/running sheet 
• Event Timelines 
• Contractors – Event Managers such as Weslo Events caterers, rides etc 
• Budget
  • Key considerations when forming a budget include: 
    • Advertising /invitations 
    • Event guest gifts/promotional items 
    • Distributing invitations 
    • Catering 
    • Event signage – e.g. banners, directional signage 
    • Theming 
    • Videography 
    • Photography 
    • Speaker fees 
    • Entertainment. 
• Layout & site map including additional infrastructure 
• Toilets – including accessibility 
• Water 
• Power 
• Signage 
• Traffic Management -transport and car parking 
• Insurance 
• Security 
• Weather 
• Permits (if applicable) 
• Liquor License Permit 
• Provision of Food and/or Temporary Food Event Permit 
• Australasian Performing Rights Association Permits (APRA) 
• Roadside Promotional Boards Permit 
• Temporary Banning of Dogs, Alcohol and other items 
• Fireworks and Pyrotechnics Displays