Weslo presents a deep and broad understanding about event management with a focus on best practices..
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:
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.
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.
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.
Key stakeholders are the main contacts you require in order to run your event successfully. They may include your event manager, sponsors, performers, staff, key promotional sources, organising committee, logistical companies, emergency management providers such as the Police and Council contacts.
When identifying staff, volunteers and an organising committee it is important to designate set tasks so everyone is clear on their own role.
In your event plan list all the key stakeholders involved in the event taking into consideration internal and external stakeholders. Provide current contact details such as business hours and mobile contacts, postal address and email address. To make this a practical resource, group the contacts under headings such as sponsors, logistics, Council contacts and so on.
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
The aims and objectives of your event will provide the key directional outcomes for the event and organiser to achieve. They may include the programming purpose of your event and the social, financial, accessible, environmental and promotional outcomes that you aim to achieve. Detail who your event is for and your intended audience.
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 Risk Management Plan will detail all associated risks that may impact on your event including the Emergency Response Plan (covered in a other posts, search Risk management Plan in Categories)
Remember as you prepare your application and event plan, if anything is unclear or you would like assistance, please do not hesitate to contact Weslo Events for support
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
Events are a major marketing and communications tool for your business and those who attend the events should leave with an understanding of your vision of the event.
There are many ways to approach an event. It’s important to start the event management process by answering the following questions:
Event Management when compared to other traditional professions such as medicine, law and accounting is relatively a young field. It is an area that is growing rapidly and now represents hundreds of professionals who are responsible for planning, coordinating and evaluating a wide range of events all year round.
Event management is predominantly about creating an experience. Bearing in mind that first impressions last, it is important when embarking on any event regardless of its scale to take the correct approach and use the right techniques to ensure that your event is successful.
Whether they be personal celebrations, festivals, carnivals, or fairs, societies the world over have enjoyed organising and attending events. Moreover, the event industry has been the business growth success story of the past decade. All events are dynamic and challenging management environments that require expertise in several business disciplines, together with an understanding of the social and cultural impacts on stakeholders.
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