Home Community Organising An Event

Printer friendly version

Event Organisation in the Hawkesbury - Introduction

Well-managed events are a valuable part of our local culture. They help to develop community pride and spirit, they bring people together, and they attract visitors.

1. Starting Out  2. Funding & Budgeting 3. Event Equipment & Facilities 4. Operational Requirements 5. Programming Performances & Activities 6. Stage Management & Equipment 7. Communications 8. Documentation & Evaluation 9. Further Information /Contacts/Links 10. Seminars Presentation
On the other hand, poorly planned events can impact adversely on the local community, on businesses and the environment.   This web guide has been developed to show you what's involved in staging a safe and successful event, and how to manage the process effectively Welcome

1. STARTING OUT
1.1	Establishing aims and objectives
1.2	Things to consider
1.3	Getting people involved
Top of Document 2. FUNDING AND BUDGETING 2.1 Government grants 2.2 Hawkesbury Community Cultural Grants 2.3 Fruits of the Hawkesbury 2.4 GST 2.5 Other sorts of sponsorship 2.6 Raffles/lotteries/art unions 2.7 Drafting a budget 2.8 The role of the committee in overseeing the budget 2.9 Operating the budget 2.10 Example of event income and expenditure items 2.11 Forms  ( Tax Invoice, Statement By Supplier, Fruits of the Hawkesbury Spring Arts Festival ,Community Cultural Grants Program)   Top of Document   3. EVENT EQUIPMENT AND FACILITIES 3.1 Parking and Access 3.2 Security 3.3 Lost Children 3.4 Information 3.5 Signage 3.6 Tents and Marquees 3.7 Tables and Chairs 3.8 Decorations and Special Effects 3.9 Fireworks 3.10 Toilets 3.11 Rubbish Bins 3.12 Communication 3.13 Electricity and Lighting 3.14 First Aid and Lifesavers 3.15 Catering 3.16 Where to source equipment 3.17 Dealing with suppliers   Top of Document 4. OPERATIONAL REQUIREMENTS 4.1 Permits, Regulations and Requirements   4.1.2 Traffic Management   4.1.3 Parking   4.1.4 Food Stalls and Permits   4.1.5 Liquor Licences   4.1.6 Fire Permits   4.1.7 Amusement Equipment   4.1.8 APRA licences 4.2 Site Map 4.3 Insurance, Damage and Health and Safety   4.3.1 Public Liability Insurance   4.3.2 Indemnity   4.3.3 Damage Bonds   4.3.4 Risk Assessment   4.3.5 OH & S - Legal obligations 4.4 Schedule/Checklist 4.5 Consultation   Top of Document 5. PROGRAMMING PERFORMANCE AND ACTIVITIES 5.1 Programming Activities     Children     Teenagers     OlderAdults     Professional Performers     Cultural Diversity 5.2 Some Ideas For Activities 5.3 Programming Performances     Multiple Stages 5.4 Street Parades 5.5 Fireworks   Top of Document 6. STAGE MANAGEMENT AND EQUIPMENT 6.1 Use of Council Stage 6.2 Public Address Systems 6. 3 Lighting 6.4 Stage Power 6.5 Stage Health & Safety 6.6 The Stage Manager 6.7 The MC 6.8 Back Stage 6.9 The Production Meeting   Top of Document 7. COMMUNICATIONS 7.1 Information Sheets     General     Specific     Final Details Letter 7.2 Using the Media     Media Releases     Basic Rules for Media Releases     Media Kits     Photographs     Suggestion     Contacting the Media     Paid Radio and Newspaper Advertising     Free Media Listings     Radio Announcements 7.3 Community Languages 7.4 Printed Publicity Material     Newsletters     Flyers     Event Programme     Mail outs     Letterbox drops     Advertising leaflets     Letterhead     Distribution points for brochures and leaflets     Posters 7.5 Banners 7.6 Other ways of getting the word out     Word of Mouth     Launch     Speak to groups     Pre-event Activities     Hawkesbury City Council Website 7.7 Promotions schedule 7.8 Tricks of the trade 7.9 Promotions checklist   Top of Document 8. DOCUMENTATION AND EVALUATION 8.1 When to Document 8.2 How to Document   Press Clippings   Photographs   Surveys   Video/Sound Recordings 8.3 Why Evaluate 8.4 How to evaluate   General Meeting   Outside Evaluation 8.5 Putting Together an Analysis Report   Top of Document 9.FURTHER INFORMATION/CONTACTS/LINKS Disclaimer   The Hawkesbury City Council Web Guide for Event Organisers is made available for information purposes only. Hawkesbury City Council gives no assurance or warranty nor makes any representation as to the accuracy or completeness or legitimacy of its content or that any information or data is free from any computer virus or other defect or contamination. Also, Hawkesbury City Council is not responsible for the accuracy or legitimacy of information linked to or from this site. All persons accessing this site are responsible for assessing its relevance and accuracy or otherwise verifying the content of information accessed.   Hawkesbury City Council does not endorse or in any respect warrant any third party products or services by virtue of any information, material or content referred to or included on, or linked from or to this site.   The information on this site is subject to change without notice. Acknowledgements We would like to thank Auckland City Council for its inspiration and practical assistance with the preparation of this guide.   Top of Document

Contact details
Hawkesbury City Council
02 4560 4444 (ph)
02 4560 4400 (fax)
council@hawkesbury.nsw.gov.au

© 2008 Hawkesbury City Council
This page: http://hawkesbury.local-e.nsw.gov.au/community/1025/1072.html