Council assistance – we are here to help

Program Introduction Traffic Management Council assistance including food handling Finding and applying for Grants Fundraising and Sponsorship OHS and Risk Media Publicity, marketing and advertising Open forum for questions

Introduction Council’s role in community events –Supporting –Assisting with advice –Financial opportunities through donations –Publicity through website’s events calendar –Information on Council’s website

NSW Event Starter Kit SECTION 1 Introduction 5 SECTION 2 Before you begin organising, ask yourself… 6 SECTION 3 Navigation checklist 8 SECTION 4 Who should you talk to? 10 SECTION 5 Documentation 16 SECTION 6 Safety and security 17 SECTION 7 Legal issues 28 SECTION 8 Communication plan 29 SECTION 9 Health 32 SECTION 10 Traffic and transport issues 35 SECTION 11Accessibility 38 SECTION 12 Volunteers 39 SECTION 13 Music and performers 40 SECTION 14 Fundraising 42 SECTION 15 Sponsorship 43 SECTION 16 On the day 44 SECTION 17 Evaluating your event 45 SECTION 18 Resources 46 APPENDIXES 48

BEFORE you begin, ask: What is the aim of your event? Where will your event be held? Who do you want to come to your event? Do you know how to reach those people and tell them about your event? What approvals will you need to run your event? What plans will you need to prepare in order to gain approvals from regulatory authorities and effectively manage your event? What resources will you need to run a well-managed event Do you have access to the resources you need? What will the event cost to stage? What is your budget? Do you have an event finance plan? What other events are being staged at the time you propose to hold your event?

Appoint people to positions Similar to a committee Give specific written roles as to responsibility –job descriptions Central point of contact for media Central contact for general enquiries Utilise skills already in your group Qualified persons

Organisation Plan List of all tasks Split in time periods Actioning Officer appointed Deadline clear from the beginning If annual event, use amended one from last year

Major assistance methods Event Summary Sheet Council website project information Community Donations Program Permissions and Approvals

Event Sheet Multiple areas of Council Different timeframes required Large events – set a meeting 12 months in advance with Council staff

General Planning Considerations Food Handling Traffic Permits for Public Areas Rubbish Waste Reduction Noise Stages Funding

Safety Considerations Risk Assessment Occupational Health and Safety Public Safety

Promotional Activities Banners Publicity Electronic Event Calendar Signage

Council website Project information on Council’s website Covers: how to manage the process effectively. Click into each heading for more information about that topic 1. Starting Out 2. Funding & Budgeting 3. Event Equipment and Facilities 4. Operational Requirements 5. Programming Performances 6. Stage Management and Equipment 7. Communications 8. Documentation & Evaluation 9. Contacts/Links/Further Information 10. Event Support Workshop Resources – Saturday 30 January 2010