Organising your own event

Organising your own event

Start up

This initial section of the guide will cover the fundamental basics of planning an outdoor event. Covered here are Who, What, When, How, and Why? Although very daunting in the first instance hopefully these pages will act almost as a step by step guide to planning, running and evaluating your event. When organising any event it is important to focus on the task in hand, it is very easy to become distracted by minor issues and problems that may arise during the development stages. This is by no means an exhaustive guide to planning an event, there are separate issues for all individual events however this should give you a broad basis for anything you are planning to organise.

Information on Early Planning, Location and Timing, Funding and Raising Money and Delegation

Legislation and Regulations

The organising of an event is classed as a work activity and is therefore covered by the Health and Safety at Work Act 1974 and various regulations under it. The Health and Safety Executive provide free advice to help you in organising your event, www.hse.gov.uk is a good place to start. The Health and Safety at work act also applies to any sub contractors that you may have on site.

Further information on Risk Assessment, Licensing and Insurance

Important things to consider

Whilst not a complete list this section gives an insight into the considerations that need to be made when setting up an event. 

Information on Public Safety Liaison Group, Emergency Services, First Aid and Accidents and Everything Else!

Publicising your event

After all the hard work that has gone into organising and setting up your event you need to ensure that it is promoted correctly so that people are aware that the event is taking place and turn up. How an event is marketed depends largely on the style and scale of the event. A small village fete for example is best marketed locally for example in schools etc. A more specialist event would require a much wider and more selective marketing strategy, focussing on areas where your target audience are liable to see your promotions.

Be aware that marketing can cost a lot of money and that time and consideration should be given as to how best the event should be publicised. Free marketing is a good way to go; more often than not this requires members of your committee to have contacts etc. that can be used to promote your event for you.

Useful Contacts

NamePhone NumberWebsite
West Yorkshire Police 0845 6060606 www.westyorkshire.police.uk
West Yorkshire Fire Service 01274 721056 www.westyorksfire.gov.uk
West Yorkshire Metropolitan Ambulance Service 01924 889734 www.wymas.co.uk
St. Johns Ambulance 01274 522139 www.sja.org.uk
Health and Safety Executive 0113 2834200 www.hse.gov.uk
Licensing 01274 432240 www.bradford.gov.uk
Highways 01274 435710 www.bradford.gov.uk
PSLG 01274 432134 www.bradford.gov.uk
Building Control 01274 433779 www.bradford.gov.uk
Emergency Planning 01274 432134 www.bradford.gov.uk
Environmental Protection 01274 434774 www.bradford.gov.uk

Checklist

  • access times
  • accessibility
  • accommodation
  • accounts
  • accreditation
  • acoustics
  • administration
  • admissions
  • advertising
  • agencies
  • agents
  • aims
  • alcohol
  • ancillary activities
  • ancillary facilities
  • announcements
  • appeal
  • appeals for funds
  • appeals for volunteers
  • application forms
  • arrival arrangements
  • artistes
  • artwork
  • atmosphere
  • audience (target)
  • audit
  • badges
  • balloons
  • balloon races
  • banking
  • banners
  •  
  • barriers
  • bills
  • bookings
  • budgets
  • Calor gas
  • cancellations
  • car parking
  • cash flow/change
  • catering
  • ceremonies
  • certificates
  • chairperson
  • chairs and tables
  • changing rooms
  • charities
  • checklists
  • children
  • children's act
  • church services
  • civic receptions
  • cleaners
  • commentators
  • committees
  • communications
  • community
  • competitors
  • complaints
  • complimentary tickets
  • concessions
  • contingency plans
  • contractors
  • contracts
  • copyright
  • crèche
  • crowd management and flow
  • customer care
  • date
  • debriefing
  • decoration
  • delegates
  • demonstrations
  • display boards
  • documentation
  • donations
  • drainage
  • duty of care
  • electrical supply
  • electricians
  • electricity
  • emergency services
  • emergency procedures
  • enquires
  • entertainment
  • entrances
  • entry arrangements
  • equipment
  • estimates
  • evaluation (post event)
  • event handbook
  • exhibitions
  • facilities at venue
  • fencing
  • films monitoring
  • finance
  • fire regulations
  • fireworks
  • first aid
  • flags
  • float of small change
  • floral decor
  • food hygiene
  • franchise arrangements
  • fundraising
  • gas
  • general public
  • gifts
  • grant aid
  • greeting and seating
  • ground conditions
  • guests
  • Health & Safety at Work Act HASWA
  • hiring
  • hospitality
  • hosting
  • identification
  • income/expenditure
  • insurance
  • interviews
  • invitations
  • invoicing
  • lasers
  • legal considerations
  • letters
  • liaison officers
  • licences
  • lifeguards
  • lighting
  • litter collection
  • loading/unloading facilities
  • local authority
  • locations
  • logo
  • lost property
  • lost children
  • lotteries
  • maintenance
  • manpower
  • maps
  • market research
  • marquees
  • master of ceremonies
  • medals
  • media
  • medical provision
  • meeting plans
  • menus
  • message board
  • microphones
  • mission statement
  • mobile phones
  • monitoring
  • music
  • newspapers
  • noise
  • no-shows
  • numbers participating
  • offices
  • officials
  • passes 
  • patents
  • patronage
  • permits
  • photo call
  • photography
  • planning
  • policing
  • political support
  • post event arrangements
  • poster sites
  • power supply
  • presentations
  • press room
  • press launch
  • press conference
  • prestigious supporters
  • printed programme
  • printing
  • prizes
  • programmes
  • protective clothing
  • protocol
  • public address
  • public relations
  • publicity
  • radio
  • receipt systems
  • reception areas
  • refreshments
  • refuse areas, disposal
  • regisitration
  • religious services
  • reporting systems
  • research
  • running order
  • safety
  • sales
  • schedules
  • scoreboards
  • seating
  • seating arrangements
  • secretarial services
  • security
  • services
  • signposting
  • speaker requirements
  • spectators arrangements
  • sponsorships
  • staff/stewards
  • staging
  • stock check
  • storage
  • structures
  • subsistence
  • Sunday trading law
  • support services
  • team liasion
  • technical equipment
  • technical requirements
  • technicians
  • telephone
  • tickets
  • time
  • timetable    
  • toilets
  • tourist services
  • traders/exhibitors
  • traffic control
  • training
  • transport
  • travel (agents)
  • trophies
  • TV
  • two-way radio
  • uniform
  • venue(s)
  • VIP’s
  • visitor facilities
  • warm up
  • waste disposal
  • weather conditions
  • work schedule

Downloads

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