Step 2 - Planning

• Who is the target audience? Is the event for local residents or local businesses? Is it specific to gender, age or cultural background?

• Where will the event be held?

• Is this venue suitable for the theme and target audience?

• When will the event be held? What time of year and on what day of the week? How long will your event last?

• Are there other events happening in the area and what time and location are they in relation to yours?

• Will there be entertainment, music, and performances, rides, activities, stalls or catering?

• ​Is funding or sponsorship needed?

• How will the event be promoted?

• How many staff/volunteers are required to deliver the event?

• How much will insurance cost?

• ​How much will the cost of essential services be? e.g. first aid equipment and services, security and electrical compliance certification.

Create and maintain a realistic budget throughout the event planning process. This is essential to ensure you do not overspend. A budget template can be downloaded from the Related Documents section below.

When developing an event budget:

• Cost out all aspects of the event separately

• Confirm all funding/sponsorships in writting

• Stick to your budget - make cuts if necessary

• Keep records of all invoices and receipts.

• Will you need specific facilities or equipment such as portable toilets or personnel such as security, parking attendants or traffic controllers?

• What are the main tasks involved in organising the event and who is responsible for each?

• What are the deadlines for each stage of the event managment process?

• How will you evaluate the event? What records will be kept?

• How will success be measured (attendance, participation, profits)?

• Who will evaluate the project?

Develop your ideas into a plan

It is important to capture all information in one plan. 

An Event Plan Template can be downloaded from the Related Documents section below.