Step 1. Idea into action

A. Determine the aims and objectives

What is the purpose of your event?

Is the event being held to increase awareness of a particular issue? Celebrate a cultural day of importance? Fundraise or sell artworks/craft products? Build community spirit or entertain the public? Once you've highlighted the purpose of your event, you can determine essential factors including:

Date, time and duration
Venue
Format or activities
Target group
Any resources and sponsors

B. Estimate number of attendees

You must estimate the number of attendees for your event. This number will determine if an event application must be submitted.

For small events <100 persons (with no large structures and no electrical works) you will not need to submit an application for the event. You only need to confirm the venue booking and ensure the venue can accommodation the number of attendees.

For larger events of more than 100 people, follow the information here:

C. Timeline for your event

The below timeline guide will vary for different events / activities and is a guide only.

6 - 8 months prior

Review the Guidelines for events and organised gatherings
Find a suitable venue and check its availability
For private venues check with the City on whether the location is suitable
Consider if the event will be weather appropriate for the proposed time of year

2 - 4 months prior

Confirm venue booking
Finalise insurance
Submit event application (medium / high risk events)
Seek relevant approvals - fireworks permit, alcohol licence, food permits, traffic management
Organise appropriate first aid
Book temporary toilets if required

1 month prior

Notify hospital and police of event
Check Weather Forecast, consider a Plan B in case of severe conditions
Book and confirm waste bins
Organise and confirm food traders, ensure they hold the necessary permits
Arrange for a pre-event stakeholders site inspection

For low risk events, the public event application can be submitted 1 month prior to the event.

Immediately before the event

Prior to bump-in:

Confirm collection of venue keys and access requirements (security codes etc)

During bump-in:

Have site plans available at entry point. This helps ensure structures, stalls, rides, toilets, food trucks will be set up in the correct location
Obtain relevant Certificates of Compliance (structural / electrical sign off)
Ensure all volunteers, security, crowd controllers and other staff are aware of safety procedures
- including emergency exits, evacuation plan, risk management plan
- ensure the event team has communication devices for the duration of the event

Step 2. Event Planning