Weslo presents a deep and broad understanding about event management with a focus on best practices..
Events naturally necessitate the substantial movement of goods and people. The influx of freight and people to one centralised location presents event organisers with transportation conflicts that need to be managed.
People and vehicles do not share spaces particularly well and need to be separated. All deliveries and unloading of goods and equipment need to be conducted before the event opens to patrons. Once the event begins, all delivery vehicles should be off site and access limited to emergency vehicles only. Any vehicle movements within the event pedestrian zone during the event should be kept to a minimum, the speed limited to walking pace and whenever possible be escorted by event staff.
The aim of any great event is to attract the attendance of people. The travel practices of event attendees can place unduly pressure on the existing transport services and transport infrastructure. Therefore, event organisers need to consider how patrons are going to commute to and from the event, the effect on public transport services, parking and local street network operation.
If your event is likely to affect the operation of public transport services by causing an alteration in route, delay in services or requiring additional services, you must notify Public Transport Victoria. If you are planning a large event that will attract significant attendance it is recommended that you contact Public Transport Victoria to discuss the provision of extra public services on event day.
Car parking is often an issue for event’s organisers, local residents and businesses surrounding the event site. Ensuring your event is accessible via public transport will assist patrons to access your event without being dependant on the car.
The suggestions listed below can reduce car use, demand for parking, congestion of local street network and associated emissions. They can also make the event more enjoyable for patrons and residents, vendors and patrons of streets surrounding the event.
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
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
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