EVENT MANAGEMENT PLAN CHECKLIST AND GUIDE

Disclaimer: This guide was compiled by the Gascoyne Development Commission as a toolkit to assist community groups with organising and managing community events and festivals. Please remember it is a guide only and you should check information with the appropriate authority as part of your event preparation.TABLE OF CONTENTS

INTRODUCTION 4

EVENT PLAN 4

1. EVENT DETAILS 5

1.1. Event Place & Time 5

1.2. Contact During Event 5

2. ORGANISING COMMITTEE 5

2.1. Roles and Responsibilities 6

3. FINANCIAL PLANNING 6

3.1. Budget 6

3.2. Financial Support 7

4. INSURANCE 8

3. THE VENUE 8

3.1. Potential Hazards 8

3.2. Site Plan 9

3.3. Site Plan Checklist 9

3.4. Contingency Plan 10

4. TRAFFIC AND PEDESTRIAN MANAGEMENT 10

4.1. Traffic Management Plan 10

4.2. Road Closures 10

4.3. Adjoining Properties 10

5. INCIDENT MANAGEMENT PLAN 11

5.1. Event / Incident Control Centre 11

5.2. Incident Management Plan including First Aid Arrangements 11

5.3. Incident Management Contact Details 12

5.4. Fire Fighting Equipment 12

5.5. Lost and Stolen Property / Lost Children 12

5.6. Incident Reports 12

6. PUBLIC HEALTH 12

6.1. Temporary Food Stalls 12 6.2. Alcohol 13

6.3. Toilets 13

6.4. Water 14

6.5. Shelter 14

6.1. Waste Management 14

6.2. Noise 14

7. PUBLIC SAFETY 15

7.1. Security & Crowd Control 15

7.2. Place of Public Assembly 15

7.3. Lighting and Power 15

7.4. Temporary Structures 15

7.6. Fireworks and Pyrotechnics 16

8. EVENT PROMOTION AND MARKETING 16

8.1. Ticketing 16

8.2. Signage 17

8.3. Health Promotion 17

8.4. Advertising 17

9. USEFUL CONTACT NUMBERS 17

10. EVALUATION 17

REFERENCES 18

Event Management Plan Proforma 19

ANNEXURE A 34

Useful Links 34

ANNEXURE B 35

Task Scheduling Example 35INTRODUCTION