Every event begins as an idea that develops into something bigger. Whether it is a festival, a picnic, or the smallest sausage sizzle, these events take a lot of planning. However, while it might seem overwhelming to hold the types of events that draw interest from the community, planning and hosting a DIY community event can be accomplished, especially if you have willing volunteers.
Whether holding your event out in an open park or going with a marquee hire in Melbourne, planning your event begins long before you have even found a location. In addition to budgeting and team building, you also have the task of getting the word out about the event.
Keep reading to find out how best to organise your a community event, so that it goes off without a hitch.
As a part of any team building activities, listing all of the responsibilities needed to plan and execute it is the first part of organising any community event. Sometimes months of planning can go into launching an event, so after you have put your team together, it is a good idea to meet to discuss the strengths of each team member. With these strengths, you can determine who is most capable to complete each of the tasks.
By breaking up the tasks, the load is lightened for the person in charge, so they can focus on coordinating all the elements of the event. Organisers routine meetings with the team for updates. Ultimately, the closer you get to the event, you want the majority of issues to be taken care of, so that on the day of the event, you only need to worry about making sure everything goes off without a hitch.
Set Your Budget
Another important part of organising an event relates to setting a budget. Make sure to list all of the goods and services that will be needed as a part of the function. Once you have made this list, look at the cost of everything.
This is where your negotiating skills can be best displayed. Find ways to reduce the costs associated with holding the event by either bargaining with vendors or looking at ways to spend at a discount rate, for example, buying in bulk or taking advantage of any package deals. Also, anticipate any emergencies that might come up during the planning and hosting of the event and set aside money accordingly.
Find A Venue
Of the tasks that have to be completed, finding a place to hold the event has to be one of the most difficult, especially if you’re planning an event for the first time. Estimate the number of people who will attend and the duration of the event itself to get an idea of your needs. Consider alternatives, like renting a marquee, which might be less expensive than holding your event in a building.
Consider Safety Issues
Whether holding a sausage sizzle or a book fair, you are still holding an event for the public. Make sure that you have obtained the appropriate registrations and licences for holding such an event. The correct registrations can be insurance against a lawsuit.
Publicise And Promote
Finally, find a way to get the word out about your event. Social media is always a go-to, but do consider old-fashioned advertising in the local newspapers and radio stations too. Also, don’t be afraid to pound the pavement to hand out flyers and spread the word.
Putting On Your Bash
On the day of your event, make sure to have a crew available to handle last minute details to avoid tying up much-needed help. Arrive a few hours early, and before the day of the event, spend time with your team anticipating any issues that might come up on the day. Holding a community event, regardless of the size is hard work, but the fruits of that work are shown in the response from your community.