Now that you have a clearly defined event goal, a plan outlined for how you will achieve your event goal, and an initial budget prepared, you can start organising your event.
Recruit 'The Dream Team'
The first step will be putting together your team. Determine positions required and find the right people such as an event manager, sponsorship manager, and other event coordinators. You will need to assign responsibilities, which you can add in to your already created master timeline/ event plan, for all key activities such as PR & communications, website creation and management, social media creation and management, collateral production, and all other activities that need to be owned by one person. This will help you keep everything on track as well as ensure everyone takes ownership.
Logistical considerations
Complete the comprehensive Master Timeline for your event as outlined in the Plan section. Logistics you will need to carefully consider, and then add into your timeline if you require them, are as follows: [below topics to be linked to relevant websites/ downloadable pdf’s if document transferred to web-friendly]
- Staffing & volunteers – positions/ roles needed, training required, participation effect
- Ticketing – sales (points of sale, physical tickets/ e-tickets only), gathering attendee information
- Creating a site plan – drawing of event lay out (power distribution, toilets, entries, stages etc)
- Signage & collateral – print ideas, designer required, costs
- Infrastructure – lighting, sound, power requirements
- Traffic management – council sign off, road closures, management plan, Sport Southland
- Attendee transport – extra cost or inclusive in ticket, drivers, vehicles, schedule, capacity
- Security – required, when, where, what numbers
- Consent – Resource/ building consents, environmental factors, contact ICC, SDC or GDC
- Food & alcohol management: https://www.southlanddc.govt.nz/assets/Alcohol-Licensing/What-to-think-about-when-fundraising.pdf
- Waste management – effective waste management, bin locations, recycling, skips, removal
Plan the key milestones
Create a Key Milestones document with the most important dates you will be working toward for the public, for example:
Key Milestones |
Date |
Website Live |
10-Aug |
Event Programme Guide Launch |
10-Sep |
Programme Guide insert Otago Daily Times |
17-Sep |
Tickets on pre-sale |
17-Oct |
Tickets on public-sale |
20-Oct |
Event begins |
10-Dec |
Event finishes |
12-Dec |
Event Planning Toolbox
Step 1: Define the event goals
Step 2: Prepare your event plan
Step 3: Build your event budget
Step 6: Risk & safety at your event