A checklist for organisers to run the perfect event
Organising a big event takes a lot of skill and patience – a consolidated checklist is always helpful.
Whether you’re organising an outdoor music festival or a business expo, there are a few non-negotiables when it comes to planning. Even seasoned pros in the project management industry
Whether you’re organising an outdoor music festival or a business expo, there are a few non-negotiables when it comes to planning. Even seasoned pros in the project management industry forget a couple of things once in a while, which is why we think it is imperative that you have a consolidated list of organisational points to assist you with the planning.
We’ve separated this list into three different sections; months before the event, weeks before and on the day of.
A few months before the event:
If your event is big or will be held in a public space, you’re going to need government approvals and regulatory licensing and permits. Ensure this is one of your first steps as you cannot go ahead with anything unless these are in place.
Organise the finances of the event early on, especially if you are looking for sponsors. This will set the tone for the rest of the planning because most of the time, decision making is dependent on cost.
Book the location as soon as possible. Every other part of the planning process requires the flexibility of knowing where the event will be held.
- Food vendors
The process of hiring a catering company or different food vendors is often drawn-out, as there is always a lot of back-and-forth regarding menu options and cost. Sort it out as early as possible.
- Site preparation
Design the layout of the site in order to give the vendors enough information about how much space they have and where their competitors are located, etc.
Weeks before the event:
Create an agenda outlining the purpose of the event, a timeline and key points throughout the day. This will allow you to work out how many acts (if any) you need to book, and whether you require a host or MC.
Invitations or promotional material needs to be distributed at least 10 weeks before the event. You need to guarantee numbers but you cannot also market too far in advance as people may forget about the event.
- Risk management
You require relevant insurance in the event of incidents, and you also need to have the assistance of a few first-aid officers on hand. Create a risk management plan that will outline a risk assessment for stakeholders as well as contingency plans.
- Maintenance plan
Create a plan to outline various rubbish collection points and recycling efforts. Also, provide information about how you’re going to maintain the site for the duration of the event.
- Traffic management
Logistics is a key factor and can often put people off of attending a future event. Outline all entry and exit points as well as parking areas and ushers to assist visitors.
- Security plan
People need to feel safe. Book general security, cash security and crowd control officers in advance.
Book the staff you require on the day and outline their duties and remuneration upfront to avoid any issues after the event.
On the day:
Brief all staff accordingly so there is no confusion. Encourage questions at the briefing to ensure that you are not inundated with calls throughout the day and dealing with minor issues.
- Contact list
Distribute a contact list and make sure the staff know who they are reporting to.
- Check all stations
Three hours before opening, check all stations to ensure everything is in place and in line with what various contracts have stipulated. This is especially important for all audio and visual equipment – technology has the tendency to let us down when we most need it. That way, if there is an issue, you still have time to correct it.
One important thing to remember when planning an event is to deal with professional vendors. Don’t risk creating a stressful environment for everyone in the planning process and an event flop just to save a couple of bucks. For quality event equipment to hire, contact Dream Catcha Productions – widely known for making Perth events a success.