Planning Checklist: For Fêtes, Fundays, Parties and Other Events
Planning Checklist: For Fêtes, Fundays, Parties and Other Events
Planning Checklist: For Fêtes, Fundays, Parties and Other Events
Think about asking other local organisations to get involved. They may have the expertise to take a major aspect of the event off your hands. Make sure everyone knows what is going on. Reporting regularly to the other people organising the event and to the whole group is not just politeness it can stop an individual or an organising committee from making costly mistakes. Updated June 2010
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Planning checklist
3. Think about safety and access
q Bear in mind health and safety for volunteers and visitors when you are deciding on a venue and planning the layout of the event. It is useful to fill in a Risk Assessment form. You can download one from the Brighton and Hove City Council website at: http://www.brightonhove.gov.uk/downloads/bhcc/events/ Risk_Ass_Guidelines_and_form.doc Decide who will be responsible for first aid on the day. For large events, you could ask the local St. John Ambulance or Muir Walker Medics Co-op to attend. Even if you are just using your own volunteers, you need to have a visible first aid point at the event. How will people get to the event? Make sure your publicity gives details of public transport and parking. Will you need to put up signs in the surrounding streets to make the event easier to find? Is the venue accessible for wheelchair users? Many people who dont use a wheelchair nevertheless have great difficulty with steps. Will there be a sign language interpreter for performances and speeches? Make sure your publicity is clear about the level of access visitors can expect.
St. John Ambulance, Crowhurst Corner, Crowhurst Road Brighton BN1 8AP Tel. 01273 371500 www.sja.org.uk/sja/counties/ sussex.aspx
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Planning checklist
Then plan how you are going to cover them: q q q q q q entrance fees? grants or sponsorship? raffle? sale of refreshments? money-making sideshows and stalls? charging stallholders or catering suppliers?
You may find it useful to look at our information sheets on Raising Money and our list of Favourite Funders.
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Make sure you get your publicity out early enough for it to be distributed and read dont wait until every last detail of the event is finalised.
Make sure the venue is booked and confirmed. Think about what equipment you will need to hire. Check with entertainers what they expect you to provide.
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Planning checklist
6. Plan in detail
Shortly before the event, you need to run through the day in detail: q q q q q q q q Where will everybody be on the day? Is the rota full, or do you need to do a last-minute ring round to fill some gaps? How will equipment and volunteers get to the venue and away again? Will you be able to take hired equipment directly to and from the event, or will it need to be stored? Who is responsible for money on the day? Will you need a lot of change? If so, contact your bank at least a week in advance and ask them to put some aside for you. What will happen if it rains? Do you have enough time, materials and people for setting up and clearing up?
7. Afterwards
If possible, its a good idea to count takings from the different stalls separately, so that you know which activities made money and which didnt do so well. This will help you make a more accurate budget for your next event. Its always worth having a brief discussion after an event is over, to talk through what went well and badly on the day, and draw lessons for future events.