Event Timelines

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

• Engage a event management company such as Weslo Events
  
• Find a suitable venue for your event, check the availability
• Submit Online Event Form to appropriate councils and government organisations where required ( at least 6 months prior for annual, or events that include road closures, fireworks, other regulatory permits and/or temporary changes to Local Laws and three months for casual events) 
• Develop concept for your event and brainstorm ideas for the program. 
• Develop a draft event budget including a fee schedule if sites/promotional opportunities are part of your event. 
• Develop sponsorship proposals and seek sponsorship for your event. All sponsors should form part of a sponsorship agreement clearly stating what you will provide in support of their sponsorship. 
• If you are seeking community, business or presenter involvement in your event, commence seeking interest. 
• Establish what permits are required and documentation needed to support this process. 

Three Months out from Event

• Develop a Marketing Strategy. 
• Establish potential logistic and production requirements and acquire quotes. 
• If you are seeking community, business or presenter involvement in your event, continue to seek interest. 
• Draft concepts for promotional material. 
• Develop the Safety Management Plan or Emergency Response Plan for your event. 
• Develop Traffic Management Plan 

Two months out from the event

• Organise event staff and volunteers (create position descriptions) 
• Meet with Emergency Services (if applicable). 
• Finalise all permit requirements with Local Laws and Engineering Departments. 
• Finalise program. 
• If you are holding your event on reserves or open space please contact the the local council to discuss requirements 
• Organise catering requirements or confirm food vendors. 
• Confirmation of all logistical and production requirements and organisations providing this support. 
• Write up your Event Plan. 

One month out from the event

• Submit Event Plan to appropriate stakeholders
• Send out information packs to presenters, performers, organisations and logistical support services documenting date, time, location (include a site/venue map) and a final confirmation of their involvement. 
• Finalise all involvement from external sources. 
• Finalise layout of your event and final confirmation of all logistical support and production requirements. 
• Conduct Risk Management Plan of the venue/site. 
• Conduct a letter drop in the immediate area to advise potential guests and warn of noise 

One week out from event

• Undertake a site meeting. 
• Staff briefing on all facets of the event including safety systems in place and location of first aid and Emergency Services (if required). 
• Oversee or confirm the site layout. 

Day prior to the event

• Greeting and inducting staff to the site. 
• Co-ordination of staff. 
• Confirmation that all logistical requirements and temporary structures are in place. 
• Final check on facilities – toilets, water etc to see if they are usable and functioning. 
• Final Hazard and Risk Inspection (major event will require each area to undertake this). 
• Opportunity to take photos of pre event site 

Event day

• Ensure all staff, volunteers and contractors arrive as per agreements. 
• Ensure all safety measures are in place. 
• Run Event. 
• Ensure the event site is cleaned up with all rubbish removed. 

After the event

• Evaluate the event. Include feedback from staff, participants/presenters, visitors and venue/site (if applicable). 
• Send out thank you letters to all involved in the event. 
• Follow up invoices and finalise budget. 
• Make sure all areas of the event are documented and retained for future reference. 
• Council to conduct post event site inspection for damage