Events Toolkit

Townsville North Queensland

EVENTS TOOLKIT

townsvilleenterprise.com.au

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Toolkit Overview This Toolkit has been produced by the Townsville North Queensland Events Hub project coordinated by Townsville Enterprise Pty Ltd, and funded by Tourism Events Queensland. The resources in this Toolkit have been sourced from several different organisations and individuals to give event organisers a one-stop guide covering all areas of event management. Navigate by clicking the links below.

Click here to download the full set of resources at once, or click the grey boxes throughout this document to download the files individually.

1.

1

Event Planning and Management

1.1 Event Plan template 1.2 Event Management Brief 1.3 Event Budgeting and Financial Control 1.4 Event Logistics 1.5 Emergency Event planning 1.6 Two Year Event planner

2.

2

Event Funding – Grants and Sponsorship

3 3.

Event Promotion

3.1 Marketing for Events Master 3.2 Marketing Plan template 3.3 Media for Events 3.4 Media Opportunity template 3.5 Media Release template

4 4.

Human Resources for Events

4.1 Event Volunteer Info document 4.2 Event Volunteer Application form 4.3 Volunteer Agreement form

2.1 Grant writing tips

2.2 Grants Listing 2.3 Event Sponsorship

2.4 Sample Sponsorship proposal

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1

Event Planning and Management

There are many different planning tools available for event organisers. The tools listed here are a combination of ‘how to’ documents and actual tools to run your event with.

1.1 Event Plan Template James Cook University has developed the Event Plan template for their Conference and Event Management course, and this is a useful ‘how to’ document that will guide you through the many areas of event management.

Topics covered in this document include: Initial Considerations Event Program Stakeholder Consultation Budget Sponsorship Action Plans Work Breakdown Structure Marketing and promotion Venue Selection Site plans Risk assessment and plans Legal considerations Run sheets Scheduling Onsite requirements Event Evaluation Reports 1.1 Event plan template.docx

1.2 Event Management Brief The Event Management brief is a hybrid Excel workbook developed initially by event management educator William O’Toole, then revised and modified by event management consultant Tom Aubrey, with input from event management educator Laurie Murphy to enable the tool to be used in conjunction with the Event Plan template. This tool will enable all your event details to be kept in one document in a spreadsheet format.

1.2 Event Management Brief.xlsx

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1.3 Event Budget and Financial Control The Event Budgeting and Finance Control how to document has been formulated from textbooks authored by Johnny Allen and William O’Toole textbooks on event management.

The document has been updated and modified by event management educator Laurie Murphy and event management consultant Tom Aubrey. This document is a valuable tool and can be used in conjunction with the Event Management brief.

Topics covered in this document include: Financial Management Forecasting revenue and Return on Investment (ROI) Expenses Constructing a Budget Keeping control Control and Financial Ratios 1.3 Event Budgeting and financial control.doc

1.4 Event Logistics Event logistics brings the components of an event together, and is a specialist field in its own right. The event logistics ‘how to’ document explains in details how event logistics work, how they can make or break your event, the right way of doing things to ensure your event is not only a success but a safe event for all.

Topics covered in this document are: What are Event Logistics Elements of Event Logistics Supply of the customer S upply of the product or content of your event Supply of a venue Supply of facilities On Site Logistics Communication Site Planning Media requirements Consumables Emergency Procedures Shutdown (event deconstruction) Techniques of logistics management The logistics operational plan 1.4 Event Logistics.doc

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1.5 Event Emergency Planning Even the smallest event things can go wrong, all events should have an emergency plan to ensure that in the case of any size emergency the event team, staff and volunteers have a clear plan that is well communicated and easily activated. Original Source/s â&#x20AC;&#x201C; Health and Safety Executive UK Government & Leo Isaac; modified by Tom Aubrey.

1.5 Emergency event planning.doc

1.6 Two-Year Event Planner The Two-Year Event Planner is an Excel workbook that will enable you to map out what has to happen and when, from as far out as two years. This may seem an excessive length of time but if your event is a festival or major event, you should be planning from around eighteen months to two years in advance.

1.6 Two-year-event-planner.xls

2 Event Funding â&#x20AC;&#x201C; Grants and Sponsorship The eternal question for events, especially in the development phase, is how do we have enough revenue streams to cover the costs of running the event. Traditionally this is achieved by finding event partners through sponsorship and/or grant funding.

There are also other sources of event funding from philanthropic organisations and event bid funds. The key to all is research, ensuring you are eligible to apply and ensuring your event has all the correct documentation, data and information available to allow a proper assessment by the organisations you are applying to.

2.1 Grant Funding There are many grant opportunities available to events in Queensland, but competition for funding is ever growing so ensuring your application stands out you must follow the event application guidelines, be honest about all aspects of your event and ensure you include the relevant information the funding body is seeking.

2.1 Grant writing tip sheet.doc

2.2 Where can I find grants for my event?

There are many areas for grant funding for events, here is a list for 2016. Contact your Local Council and speak to the grants officer, research what other Government agencies have in the way of grant funding at all levels, Local, State and Federal. There will be a grant funding source that suits your particular event, you just need to find the right one for your event and meet their eligibility guidelines.

2.2 Grants Listing 2016.xlsx << Back to start townsvilleenterprise.com.au

2.3 Sponsorship Attracting sponsors to partner your event can be both a challenging and a rewarding process. The linked documents will assist you to get that process right and give you the best opportunity to develop long-term partnerships that will benefit both your event and your sponsor.

2.3 Events Sponsorship.doc 2.4 Sample sponsorship proposal.doc

3 Event Promotion Promotion is the â&#x20AC;&#x2DC;make or breakâ&#x20AC;&#x2122; to attracting, not only your event audience, but also your partners such as sponsors and investors. Promotion is a combination of two areas, marketing (advertising) and media promotion.

Marketing: Is the method to promote your event mostly through a paid service, but also includes all digital and social media.

Traditional marketing can include: Television advertising.

Radio advertising.

Print advertising.

Poster/flier and banner placement.

Direct mail Digital and social media can include: Website Facebook Email Twitter Instagram Other Event Marketing tips and information: 3.1 Marketing for events master.doc 3.2 Marketing Plan template.docx

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Media Promotion: The second vital link to promoting your event is promotion via media. This can be considered free advertising, but is much more than that.

As with marketing it is important to do a SWOT analysis for your event.

Strengths Weaknesses Opportunities Threats Once you have done this consider the following: What is unique about your event?

What are the highlights in your event program?

Who are the heroes of your event?

Who are your partners?

What are the biggest attractions within your event?

Now consider: How are you going to sell these points to the media?

Who are the media contacts you need to be communicating with?

Does your marketing plan include media opportunities and releases?

Are all off your stakeholders and partners prepared for media exposure?

Are you prepared for media exposure?

Do you have a singular point of contact for all media enquiries about your event?

Event Media tips, tools and information: 3.3 Media for events master.doc 3.4 Media Opportunity Template.docx 3.5 Media Release Template.docx

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4 Human Resources for Events Your event will not survive without the valuable input of your staff and volunteers. Nearly every event in Australia, both profit making and not for profit, relies on volunteers to succeed.

Event staff and volunteers are your most valuable resource and, as such, deserve your every attention, support and reward for keeping your event up and running.

Training your staff and volunteers: All staff and volunteers will require ongoing support and training to ensure they deliver what the event requires. Training can be as simple as briefing sessions backed up by printed handouts on their roles and responsibilities.

All staff need to be fully conversant with information on: Emergency plans Site layouts Chain of command Programs Production plans including traffic management Roles and rosters Communication protocol and contacts The following tools can assist with your staff and volunteer management: 4.1 Event Volunteer info document.xlsx 4.2 Event Volunteer Application Form.docx 4.3 Volunteer Agreement Form.docx

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