Organising your own event

Last updated on: 09-Apr-2021

4. Event Toolkit - Planning

  • It may seem obvious but you will need to decide the aim for holding your event, where it will be and when.
  • Check with us to see if your proposed event clashes with others already planned.
  • Form a committee to organise the event and share the workload. Give everyone a job to do and elect an overall event organiser. This person will become the main contact for all matters concerning your event. However, do get the advice of the individuals listed within this guide. They have been trained in event organisation and have many years' experience which have refined their skills.
  • Keep everyone involved in the event, that includes stewards and stall holders, up to date with all information and any amendments.
  • Establish an emergency plan which lists all arrangements in the event of an emergency. For example evacuation.
  • Keep a file of all arrangements and list all contact numbers. This is known as your management plan.
  • At every stage of your planning and arranging, update your records. This will be a comprehensive record along with any risk assessment should anything go wrong at your event.
  • Make allowances for bad weather
  • Consider all needs including crowd control and temporary lighting.


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