Managing a Successful and Sustainable Event Big enough to serve, small enough to care Thank you for using the Coolamon Shire Council guide to managing successful events The guide provides information, tools and templates to assist you to hold successful and sustainable events in the Coolamon Shire. Message from the Tourism & Business Development Manager It is with pleasure that Coolamon Shire Council releases this Guide to managing successful and sustainable events. From idea conception to planning and carrying out your event, this guide provides a detailed insight into how to manage all aspects of an event. Coolamon Shire Council recognises that events, whether they be community, tourism, cultural or civic, play an important role in developing the shire as a visitor destination. Through the hard work and commitment of local people and community groups, these events provide opportunities for the Shire of Coolamon to showcase its attractions, businesses, facilities, organisations, cultural activities and historic character in positive and valuable ways to a large numbers of visitors. Coolamon Shire has the benefit of a relaxed rural lifestyle whilst boasting the services and facilities of a much larger centre. The social, economic and environmental benefits gained through our local events will continue to advance social cohesion and further build community pride. Our ongoing efforts towards sustainable events will continue to contribute to economic stimulus for the people, organisations and businesses of the Coolamon Shire, and we thank the many local volunteers and community groups for their enthusiasm towards the management of these events. We hope you find the suggestions and tools in the guide useful as you organise and manage your next event. The templates and tools are also available by contacting Coolamon Shire Council on 02 6930 1800 – COOLAMON SHIRE COUNCIL – 3. – COOLAMON SHIRE COUNCIL – Managing a Successful and Sustainable Event – Part 1 Contents Managing a Successful & Sustainable 5 Template 2: Event Registration Form 41 Event Part 1 Template 3: Event Program 42 Formulate the Idea 6 Template 4: Site Plan 43 Before you Begin 6 Template 5: Venue Audit of Coolamon Shire 44 Develop the Concept 6 Template 6: Event Budget 48 Planning 7 Template 7: Event Staff and Volunteers 49 Event Program 8 Template 8: Event Risk Management 53 Venue 8 Template 9: Risk Warning & Waiver 59 Event Finances 10 Template 10: Incident Form 61 Event Budget 10 Template 11: Emergency Response Plan 63 Human Resources 12 Template 12: Special Event Transport 66 Risk Management 13 Management Plan Sponsorship 16 Template 13: Stallholder Forms 71 Marketing 17 Template 14: Amusement Equipment 73 Event Day 20 Template 15: Event Parades 77 Event Evaluation 21 Template 16: Sample Event Sponsorhsip 79 Cover Letter Managing a Successful & Sustainable 22 Event Part 2 Template 17: Sample Event Sponsorship 80 Prospectus Useful event management contacts 23 Template 18: Event Marketing Sample 89 Who should you inform about your event 31 Documents Template 1: Event Planning Checklist 32 Template 19: Event Day Run Sheet 97 Development Application 37 Template 20: Event Review 98 Schedule 1 Form: 39 Template 21: Event Advice Form 102 Notice of Intention to hold a Public Assembly – COOLAMON SHIRE COUNCIL – 5. Whatever the event – festival, conference, product launch, awards night, business breakfast or corporate dinner – pulling it together involves careful and thorough planning. FORMULATE THE IDEA DEVELOP THE CONCEPT You may already have the idea for an event, or With a clear understanding of an events objectives, maybe you have some objectives you would like to it is possible to bring together key stakeholders and reach and an event is a means of achieving these. brainstorm on the creative of your event including Hold a brainstorming session with interested parties name, branding, promotional opportunities, the type and come up with the idea – this may require some and style of the event; date; venue; theme; activities voting and culling to end up with the ONE magic idea. that may take place at the event; entertainment; speakers and master of ceremonies that you may use. This is the time to think outside of the square – BEFORE YOU BEGIN do not place boundaries on you or your event until you start piecing together all of the logistics. Be Coordinating an event can be time-consuming and creative and if you think you are not creative include resource intensive. You can save yourself a great deal people in your brainstorm who are creative. of time and money by answering some key questions before deciding to go ahead with an event. You will now have your event concept; it is creative but will also meet the objectives that have been set Why are you holding an event? for the event. What The key to creating an excellent event is to make § approvals will you need to run the event? sure that the concept you have developed will achieve the objectives and also appeal to your § resources will you need to run the event? audience. If you get this right you are on the way to § will the event cost to stage and what is your creating a successful event. budget? THE BEST EVENTS HAVE COLOUR, EXCITEMENT, § do you need an ABN or be registered for GST? AMBIENCE, UNIQUENESS AND COMMUNITY § are the risks that may affect your event? SUPPORT! When § do you want to hold your event? § are there other events that this may clash with? Where will your event be held? Who do you want to come to your event? How § will you reach these people and inform them of your event? § will you gain access to necessary resources? Now, is the event the best option for achieving these objectives? 6. – MANAGING A SUCCESSFUL AND SUSTAINABLE EVENT – – COOLAMON SHIRE COUNCIL – The first thing to do is an event checklist – start PLANNING backwards from your event date and develop a table The best and most successful events are always that outlines key dates, activities and deadlines. those that have been planned thoroughly. Don’t forget to note who is responsible for what. Once the event is confirmed, date set and foundation details locked in it is time to sit down and do some Refer to template 1 – Event Planning Checklist planning to ensure everything flows effectively and and sample Development Application (DA) in successfully. section 2 of this guide. The time needed to research, plan, finance, market and deliver an event can vary enormously; however a Have you registered your event with council? substantial event may take more than 12 months from This is one of the most important steps when inception to delivery. Here’s where you should allow planning an event. You are required to complete time: an event registration form, which is available To Access Funds - most grant applications have a 6 online at www.coolamonshire.com.au/events/ month turn-around from application to approval and event-calendar or by contacting Coolamon Shire most will require evidence of planning and capacity Council before proceeding any further with to deliver the event successfully. your event planning. By completing this event registration form council will review the event To Sign Up Sponsors - potential sponsors will need and provide necessary support and advice, to consider your request in light of an annual budget. including risk management and marketing. Have sponsors confirmed early (and before the Once the event is approved the event will be start of the new financial year) so you can give them promoted via the website and social media recognition throughout your event marketing. channels. Reach your market - depending on your event, Refer to template 2 – Event Registration Form your marketing plan and branding may require considerable time to develop and deliver. Access performers, venues and facilities - these Succession planning – how to let go crucial elements of your event may be in high Who will manage/own the event after you? It may demand. You don’t want to find that you’ve planned seem strange thinking about this now, but in terms your event only to find your venue of choice is of sustainability and long-term viability of an event hosting an event that day. You can also check out it is important to think about what will happen into our website www.coolamonshire.com.au the future. How long will you be involved, as an Apply for services related to road closures - some individual, who will take over, how will the committee large events requiring road closures would benefit develop and survive into the long term? This is just from giving 6 months notice to police, roads and some of the things you need to think about in a traffic authority and local government authorities. succession plan for your event. All three agencies need to consider the merits of Tip: in your event plan include an outline of a your traffic management plan. In Coolamon Shire succession plan, and always be prepared to hand on the three authorities gather on a quarterly basis as your baby to fresh people the Coolamon Traffic Committee. (This Committee also has community representation). If the committee Following are the key elements to consider when requires changes to be made there may not be planning and managing an event. Good luck. another opportunity to have them considered for several months. Development Application - speak to the staff at Coolamon Shire Council regarding the need for a Development Application for your event. – MANAGING A SUCCESSFUL AND SUSTAINABLE EVENT – – COOLAMON SHIRE COUNCIL – 7. EVENT PROGRAM VENUE The choice of a venue or site that is suitable for a Your program content particular event will depend on a number of factors, Your program content should support your event such as: brand.