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Planning Essentials

The Event Plan

Whether your event is small or large, an Event Plan is essential. Your Event Plan should include:

  • Event overview 
  • Event program 
  • Site plan 
  • Operational Schedule 
  • Roles and contacts 
  • Risk assessment and risk management plan and insurances

Additional plans that may be required, depending on your event, include:

  • Traffic & Transport Plan
  • Waste Management Plan
  • Noise Management Plan
  • Food and Alcohol Management Plan
  • Accessibility Plan
  • First Aid, Emergency Management and Communication Plans     

Record Keeping

Records of the following documents should be kept:

  • Certificates of Currency for Public Liability Insurance for all contractors, stallholders and organising parties, and details of any other insurance policies.
  • Building/owner consent from landowner/venue manager
  • Permits/approvals - any licences, approvals or consents you receive to conduct your event
  • Contracts - any agreements made with suppliers, authorities, performers, staff, volunteers etc
  • Safe work method statements from contractors

Organising Committees

Cover all bases, share the workload and allocate key responsibilities

Having an event committee to help plan and stage the event can not only help you reach the goals for your event and achieve a successful outcome. Consider allocating responsibility for key areas to committee members:

  • Communications / issue management / media
  • Marketing and promotion
  • Entertainment and programming
  • Finance
  • Sponsorship
  • Administration
  • Permits and applications
  • Development and management of the site
  • Contractor management
  • Traffic management
  • Operations - stall holders/amenities
  • Insurance/risk management/occupational health & safety
  • Emergency management
  • Volunteers

Next: Budget and Funding

Last updated on 23 March 2021