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Before You Begin

Coordinating an event is time consuming and resource intensive. To make sure you don’t waste time, money and opportunity, consider the following questions:

What is the aim of your event?

  • Do you want to celebrate a special occasion, raise money for a charity, or build a sense of community?

Who do you want to come to your event?

  • Are you targeting a specific group – young people, seniors, families, special interest groups, bike riders, food lovers etc - or the whole community? 
  • How many people are you anticipating may attend?

What resources do you have to run this event?

  • What is your budget? 
  • Do you have an event committee or a core group of people to help plan and manage the event? 
  • Do you have staff to work at the event or will you be relying on volunteers?

Now you can decide what kind of event will achieve your goals and is possible within the budget and resources available to you. Once you have an idea of what kind of event you want to hold, consider the following:

Where are you planning to hold your event?

  • Outdoors – in a park, public space or on the street 
  • Indoors – in a Council, school, community or other kind of venue available for hire

What approvals do you need?

  • Permits, approvals and licences are required for:
    • Use of Council venues or parks
    • Road closures or traffic disruption 
    • The sale of food or alcohol 
    • Amusements, rides and fireworks
  • Public Liability Insurance cover for a minimum of $20million is required for events held by any organisation, association, sporting club, religious organisation or commercial enterprise.
  • Some permits and approvals must be submitted up to 4 months in advance.

What other events are being staged at the time you propose to hold your event?

  • Do any other events happening at the same time compete for your audience? 
  • Could other events affect the level of media interest in your event, the availability of transport, accommodation and other support services, and the ease of travel to your event?

Next: Planning Essentials

Last updated on 23 March 2021