Events planning checklist

Here are some questions to consider when planning an event.

Initial planning

• What are the overall aims of the event, e.g. fundraising, entertainment?
• What is the lead-time for organising the event?
• Who needs to be advised about the proposed event?
• How will the workload for the event be shared / will an event coordinator be needed?

Cost

• Will funds be needed to run the event?
• Is there funding available from local, state or commonwealth governments?
• Are there any other organisations that could provide support?
• What sort of financial records will need to be kept?

Logistics

• Who is the caretaker for the venue and who will set up and pack up?
• Will there be a contract for specific venue hire?
• What sort of equipment or lighting will be needed?
• How will everyone get there/ what transport should be arranged?
• What if it rains?
• Are there any emergency procedures to consider?
• What are the health and safety issues?
• Who takes away the waste that will be generated at this event?
• Who can supply food at the event?
• How will drinking water be supplied at the event?
• Are there any licences associated with selling or giving away food and/or drinks at events?

Staffing

• What will staff/volunteers do? What won't they do?
• How will everyone know what their role is?
• Will anyone need to apply for a blue card to work with children?

Insurance

• What are the potential legal liabilities arising out of staging your event?
• What public liability insurance cover may be required?
• Will volunteers be covered by insurance?
• What insurance is needed for hire equipment?

Publicity

• Will the event benefit from publicity?
• Will publicity be free or paid for?
• What sore of messages need to be promoted?