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Event Action Plan

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7 views

Event Action Plan

Uploaded by

vp
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as DOC, PDF, TXT or read online on Scribd
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General event action plan

Timing Task Who Date Done

9-6 months Carry out community consultation - establish


prior to the support for community facilitating the event
event and provide on-going feedback
Develop a committee to run the event
including government agency staff, local
government staff, local service groups,
interested community members and some
young people from the community
Seek support from local media
6 months Complete planning framework:
prior to the  type of events
event  aims and objectives
 key messages
 strategies/activities
 event staffing
 timeline
 budget outline
 promotion
 risk management
 community support
 resources and merchandise
 evaluation documents
Tentatively book venues, acts, equipment
when making enquiries about costs
Complete funding applications if applying for
funding - many grant applications must be
submitted at least four to six months before
the event
3-4 months Confirm all performers and equipment
prior to the Book venue and check safety, insurance,
event power requirements and council restrictions

Organise production and ordering of


merchandise
Liaise with booking and support people as
needed:
 police
 security
 catering
 chill-out areas
 first aid
 photographer
2 months Check status of funding
prior to the Develop a contingency plan and incident
event register
Develop maps of the local community and
region indicating places of interest

1 month Committee meeting to consider:


prior to the  organised events
event  safety
 security
 emergency procedures
Timing Task Who Date Done

 layout
 power supply
 shade
 toilets
 other risk management strategies required.
Develop a procedures sheet for the event and
distribute
Ensure merchandise and signage is
confirmed
Organise advertising places

3 weeks Ensure everyone has a copy of the


prior to the emergency procedures plan and is familiar
event with it

2 weeks Distribute promotional material


prior to the
event Prepare name tags – everyone involved
should have one

Prepare an event toolbox:


 tape/rope/string
 hammer/screwdriver/knife
 pen/paper/marker pens
 batteries
 cameras
 mobile phones and two way radios
 phone list of all the team members
 stamp for entry
 ID bands

1 week Increase advertising


prior to the
event Liaise with outside agencies to confirm details

Confirm all bookings

3 days Distribute all radio and television releases


prior to the Check equipment is ready and in good
event condition
Organise for all media attention to be
collected and taped
The event Committee meet day before event to
commence checking all preparations:
 emergency exits
 security staff
 float for door/canteen
 equipment
 safety requirements
Meet with the team daily to discuss how the
previous day went and plan for the next day
Hold a five-minute debriefing session right at
the end of each evening and again in the
Timing Task Who Date Done

morning
2 weeks Promote achievements to the community
after the
event Write up evaluation and report for the
committee and any funding agencies

Send thank you letters and certificates

Debrief with committee – highlight concerns


and recommendations and distribute a
summary of this debrief to relevant people

It is important to evaluate the success of the


event against the goals and objectives of the
event. This will guide the planning and
coordination of future events.

START PLANNING FOR NEXT YEAR!

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