Event planning guide

Detailed preplanning will help to ensure your event is not only successful but also runs smoothly and above all safely.

Ideally as stated earlier we need you to let us know about your proposed event as soon as possible, as we put together our events programme a year in advance. For new large scale events an event enquiry form can be submitted using the on-line enquiry form this should be accompanied with your business proposal for the event including budget details.

Included in your proposal you should give details around the following areas.

Where - Choose a potential venue

Make sure the venue/site you have chosen, is adequate for the proposed event. Do not forget to consider the impact on the local community, how easy it will be for people to get to the venue and any car parking requirements. Consider the suitability of the venue/site and any existing hazards, which may be on the site such as water hazards, underground power cables, restrictive access etc. Consider whether or not emergency routes will be adequate.

When - Consider the time of year

A major consideration especially for outdoor events are the consequences of extreme weather, be that the sun, rain, wind or snow. The day of the week and time will also need consideration regarding the nature of the event, noise and ease of travel etc. You will probably need to arrange lighting for an evening function. It's advisable to check that your proposed event doesn't clash with any other major events in the area.

Who-Target Audience

Are particular groups or types of people to be targeted, such as young children, teenagers, the elderly or disabled? If so, specific facilities may be required to accommodate them or additional stewards to ensure adequate safety standards are maintained.

What-Type of Event

Decide on the type of activities to be held. Will there be any specific hazards such as animals or water sports, alcohol, structures, traders, food vendors, fairground rides etc? If possible also try to establish the size of the proposed event both in terms of the area of the site required and possible attendance numbers. Is it a commercial venture or primarily a fund raising event.

Welfare arrangements

The organiser needs to estimate the number of people they hope to attract to the event and consider its duration. Toilet and first aid requirements should be based on these estimations. Advice is given in the Code of Practice for Outdoor Events referred to above. Permanent toilets should be checked for adequacy and maintained during the event. The provision of drinking water may be necessary. Depending upon the scale of the event, refreshments and other facilities may be required. Provision also needs to be made for lost children, missing persons, baby changing and lost property. 

Organisation

The land owner and in particular if the event is proposed to take place on Council land, needs to be assured that the event organiser is competent and has the relevant experience to organise an event especially those large and complex events, and that an adequate budget has been set aside for the event.