Event planning made easy!

So you’ve had an idea for the History Festival…• Why are you organising this event, and what do

you want to achieve?• Who is your audience? Why should they care?• Think like a visitor. What makes a good event?

What doesn’t?• What makes your event stand out?

• Could it be pet friendly?

• Is there an opportunity for attendees to share their experiences, thoughts and opinions?

Rally the troops!• Organise an event planning team or committee

Assign everyone a role. Make sure everyone can and is happy to commit.

• Discuss the budget (honestly!). Allocate sensibly and don’t estimate – get quotes beforehand and always allow for contingencies.

*Think about costs like: venue hire, speakers fees, liquor licences, road closures, catering, entertainment, contractors, security, marketing and staff time.

Rally the troops!• Can you partner with someone? A community organisation? A local

school? A local business? Council? It can help keep costs down plus it always helps to have more people to spread the word!

• Lock in the details. Lock in a venue, date, time and entry prices. Make sure your event team, key speakers and venue are available on that day!

• Think about timing. What time of day would work best for your audience? Is early evening best for people coming straight from work? Perhaps consider a weekend and invite young families. Or a lunchtime floor talk to entice local business people.

*Don’t forget public and other celebratory holidays (Mother’s Day), local and national sporting matches and other History Festival events.

Location, Location, Location. Accessibility: Comfort is key!

• Does the venue have accessible entrances and elevators?

• Are there all-gender bathrooms available or can they be converted?

• Are there enough toilets?

• Do you have space for an interpreter on stage?

• Is there enough space for wheelchairs, walkers, prams and gophers to easily navigate through the area?

• Disabled parking nearby or accessible public transport?

• What is the surrounding terrain like? Think about small steps or paving vs gravel paths, grass and mud

• Is there enough seating?

• Think about the height of displays – can both children, adults or those with wheelchairs/walkers easily see it?

• What about people with sensory issues? Light, noise, crowded rooms, temperature

• You can’t be everything to everyone but you can provide as much information as possible to visitors so they can make an informed choice about attending you event.

Better to be safe than sorry!• Do you have WHS procedures, a Risk Management plan and Public Liability insurance?

• What happens if there is a medical emergency during your event?

• Does anyone have first aid training and is it up to date?

• If you are serving alcohol, does someone have an RSA? (Responsible Sales of Alcohol certificate)

• Does everyone have access to Personal Protective Equipment (PPE)? *High vis vests, safety glasses, hard hats, gloves, sun protection?

• Are important contact numbers easily accessible?

• Make sure emergency exits and signs are clearlyvisible and are not blocked

• Slip, trips and falls – look for hazards, tape down loose cables and cords

#PromotePromotePromote• Social media. Create a short and simple hashtag #lookatmoi• Website• Newletters (yours, school or council)• Mail outs (hard copy or email)• Media releases• Printed materials (posters, flyers, postcards, letter box drop)• Radio and television • Be creative – speak at a school assembly!• Keep going! Promote continuously until the day of the event

*Remember to include everyone involved on your marketing material and use high resolution logos if possible

In the lead up…- Create a calendar, timeline or use sticky notes to

remember important tasks- Give yourself plenty of time for the time consuming

jobs (think name tags!)- Do you have all necessary paperwork?

*Permits, licences, contracts, parking permits?- Confirm with your key speakers (early!)- Keep track of your guest list and any VIPs

In the lead up…- Create and share run sheet. Print off a few spare copies just in case.

*Don’t forget welcome to country, acknowledgments, house keeping reminders, closing remarks and thank you’s.

- Finalise the catering and check for any dietary requirements.*Leave labels next to food so people know what they are consuming.

- ALWAYS test the technology beforehand*Especially powerpoints from guest speakers!

- Have one final run through with your team. - Do they all have name badges or uniforms? They need to be easy to identify if someone has a question.- Does everyone feel confident responding to complaints/issues?- Do they have any questions about the event?

Give me a sign!- Where is the entrance?- Where are the toilets?- Where can people & VIPs park? - Where are the emergency exits?

*Make sure they aren’t blocked!

- Where are the bins?*Do you have enough bins?

- Where are the scones?

The big day arrives• Allocate specific jobs to specific people

*Ask separate people to: greet guests & VIPs, serve refreshments, take photographs and do social media.

• Test the tech AGAIN

• Do you have an emergency spill/cleaning station to easily grab a mop or paper towel?

• Be ready to greet the early birds and to find the late comers a chair

• NEVER start your event before the advertised time*Unless everyone has arrived and they are ok with starting early!)

But wait, there’s more!• Don’t forget to debrief. What worked? What didn’t?

• Create a short report or summary to share.

• Save and share your photographs from the event.

• Send thank you’s!

• Gather all receipts and pay invoices.

• Send out a feedback survey to attendees.

• Congratulate and celebrate!

Document everything as you go!• Review old documentation and update it

• Save all your ideas and processes – it will come in handy next time!

• Take as many photographs as possible –especially of people enjoying themselves!*Don’t forget to tell people you will be taking photos!

• Write down quotes and feedback

What’s in MacGyver's event kit?• Cleaning supplies• Extension cords and power boards• Duct tape• Serviettes and toothpicks• Cheese knives• Toilet paper• ‘Out of Order’ signage• Paper towel• Stationary (pens/scissors/blu tack)

• Blank paper• Camera and charger• Non-alcoholic options• Spare chairs• Cable ties• Phone charger• Spare batteries• Tissues• Hydrolytes• Comfortable shoes!• Pockets!

Final top tips• Think ahead. Make a list and check it twice

(with someone else!)• Ask for help! There is no ‘i’ in team. • Communicate. Write it down. Save a copy. Tell others where it is!

Tell ALL staff and volunteers about the event. Go through the plan with everyone a few days before. Tell your attendees ASAP if anything changes!

• Be realistic. Big ideas are inspiring but is it doable and will it still be a good quality event?

• Learn to let go. Expect the unexpected. Trust your team and be prepared.

Final top tips• Look after your volunteers, your staff and yourself.

Stay hydrated, make sure everyone eats and gets a break – including you! Its important to step away for 5 minutes and recharge.

• Don’t take it personally. Feedback can be interpreted in many ways. Cut yourself some slack and read it all a few days after your event.

• Never assume anything! Never assume the public will read your signage or interpret the information in the same way as you.

• Remember Murphy. Do you have a Plan B? If it can go wrong, it will. Plan for worse case scenarios: staff/volunteers unable to attend, poor weather, safety, venue or catering issues, power outages, cancellation of speakers or event.

And remember to enjoy it!