To make the event planning process as easy as possible, please follow the below Event Planning Process to streamline the process and ensure your event is a success.
Step 1: Set your Vision
A great event has a great vision. Before you pick up a phone to start the planning, pick up a pen and write down your vision and purpose for your event. Think about the key aspects of Who, What, When, Where and Why. We all know that pulling off events is a huge task and this allows you to remain on track and hold on to your event purpose when the hard yards come into play.
Step 2: Booking your event
The first step in hosting an event is to book your preferred date in with the council. You can do this by emailing [email protected], or alternatively contacting Council’s Community Development team on 03 6429 8900.
Step 3: Planning your event
Once your event date is confirmed, it’s time to start planning. Reach out to our Community Development team to gather essential information and book a suitable space or venue. Explore Council’s [Function & Meeting Venues] (link to FUNCTION & VENUE page] to find the perfect location for your event.
When it comes to planning, here is a great timeline you can follow to help you know what you need to do at each stage leading up to your event.
Step 4: Generate support for your event
Promotion is key to a successful event.
- Develop a comprehensive communications plan. You can download our Communications Plan template to assist you.
- Reach out to local businesses for sponsorship opportunities.
- Consider applying for our community grants, which are available once a year to support local initiatives.
- Make sure you have created a budget and know how much financial support you need to pull off your event.
For further assistance and opportunities, don’t hesitate to contact our Community Development team.
Step 5: Completing necessary forms and applications
Ensure you have all the required forms and applications filled out before your event.
- If you plan to serve food, familiarise yourself with the food safety requirements and regulations.
- Make sure you fill out the Place of Assembly Licence, which you can read more about below.
Our Community Development team is available to guide you through the process and ensure everything is in order for your event.
Step 6: Project Management
What is key when pulling off a successful event is good project management. This means you know what needs to be achieved and you are able to oversee allocate staff and resources to each area of activity.
We have a sample Event Management Plan included in our Event Application Pack which will be very helpful for you in this area.
Some key parts of managing your project include:
- A Site Plan
- Traffic Management
- Parking
- Signage
- Safety
- Crowd Control
- Fire Safety
- First Aid
- Water
- Adequate bathroom facilities
- Waste Management
- Accessibility and Inclusion
- Insurance
Remember our Community Development Team are here to support you every step of the way. So please contact them as you progress.