Managing the people associated with your events planning and delivery is paramount.
It’s a great idea to establish a committee to help plan and stage your event. Not only will the committee play a vital role in ensuring
you reach your event goals and achieve a successful outcome, it’s also a good way to cover all bases, share the workload and allocate key responsibilities.
There are several important areas of event management that can be allocated to key members of your committee:
- communications/issue management/media
- marketing and promotion
- entertainment and programming
- permits and applications
- development and management of the site
- contractor management
- traffic management
- operations - stall holders/amenities
- insurance/risk management/occupational health & safety
- emergency management
A good tip is to find your most detailed team member and make them your record keeper.
Organising an event not only requires planning, it also needs organised administration managing the paper trail. It’s important to make sure that paperwork relating to the staging of your event is well managed in the interests of accountability and transparency. (It will also make it easier for you to evaluate the event and plan for the next one).
A key stakeholder is anyone who has a stake in your event. This could include your committee, sponsors, beneficiaries and trader representatives.
There are many ways you can keep your key stakeholders informed and involved in the planning and staging of the event:
- meetings - use agendas and minutes
- social media
Your key stakeholders should be given the opportunity to be involved in decisions during the planning and delivery stages of your event, and also the chance to provide feedback on their event experience - good or bad.
Event Coordination Centre
Depending on the nature of your event, a coordination or control centre may be required. This centre is the operations and decision making point for your organising team, staff and contractors involved in the event.
This is where information can be gained, problems solved and key documents and plans kept.
Public Information Centre
Regardless of the size of event, you need to be able to communicate to the public and participants at all times. This could be via a loud hailer or megaphone, a public address system or via the speakers on the stage. It is necessary to be able to address the crowd in the event of an emergency and give instructions.
Public information centres add value to your participant and spectator event experience. You could also use this place as a point for lost property and children.