Events and marketing tips

When organising your launch event or any event for your project there are some things to consider to ensure everything runs smoothly.

This is not a detailed or exhaustive list of what is required to host an event.

View the Best practice guidelines for event delivery in Queensland .

Event details

Lock in your place, date, time and any entertainment or activities as early as possible. Take into consideration the nature of the event and the number of attendees.

Invitations

Issue your invitations or a date claimer as early as possible to get the event into attendees’ calendars and ensure a good turn up on the day. Your invitation to the Minister is required a minimum of eight weeks prior to your event (and is subject to approvals prior to issuing – visit our Invitation to the Minister page for more information and an invitation template).

Organising committee

Organising an event can be involved and time consuming. Consider putting together an organising committee to share the load. Be clear on each member’s roles and responsibilities and set clear objectives and timelines.

Marketing and communication

It is important to consider your audience and how best to communicate with them. Determine the tools you will use such as an invitation, social media, email or media release. Keep your message clear and concise.

Approvals and insurance

Investigate and apply for any approvals (e.g., council approvals to use public land) and ensure your public liability and workers’ compensation insurances are up to date.

Venue and event services

Put together a site plan, including all access points for distributing to your suppliers, contactors and staff in the week prior to your event. List all the services (e.g., power, water, lighting, toilets, ATM, security, bins, temporary structures, parking).

Communication

Think about how you will communicate with staff, contractors and suppliers on the day and put together a contact list. If the event will impact residents or businesses in the area, think about how you will let them know (e.g., resident letters/letterbox drop/business emails to a database). Consider how you will communicate with you audience on the day (e.g., onsite signage with maps / directional signage / someone dedicated to responding to social media questions).

Access and egress management

Think about how attendees and emergency vehicles will access and leave your event and what parking is available. If applicable, look at producing a traffic and parking management plan (look to engage a contractor to produce this if you are closing roads). Consider any provisions that need to be made for persons requiring special access.

Incident management

Ensure a detailed Risk Management Plan (RMP) is created and hard copies of Incident Reports are available onsite and completed as required. Potential hazards and risks must be assessed prior to the event and documented within the RMP.

Wet weather

If your event will be held outside, it is good to have a wet weather and cancellation plan in place should the weather turn bad.

Sustainability

Consider the provisions in place (bins, staff) to keep the event clean prior to, during and post event and to minimise waste onsite.

Acknowledgements

Minister

If the Minister or Assistant Minister attends your event, they should be acknowledged in any speeches using their full title (e.g. The Honourable Leeanne Enoch MP, Minister for Treaty, Minister for Aboriginal and Torres Strait Islander Partnerships, Minister for Communities and Minister for the Arts).

Welcome to Country

A Welcome to Country is a protocol where Aboriginal or Torres Strait Islander Traditional Owners welcome others to the land where the event is taking place. Only Traditional Owners who are from that particular area can undertake a Welcome to Country. The Welcome to Country ceremony is carried out at significant events, major public functions and/or formal functions involving people from other parts of the country or from overseas. In other instances, an Acknowledgement of the Traditional Owners is acceptable.

Acknowledgement of the Traditional Owners

An Acknowledgement of the Traditional Owners differs from a Welcome to Country in that it can be delivered by anyone – Aboriginal, Torres Strait Islander and non-Indigenous people. This practice demonstrates respect for Aboriginal and Torres Strait Islander cultures and recognises the importance of acknowledging the Traditional Owners of the land and/or sea and should be referenced first in speeches.