BX2094 Conference and Event Management Event plan template   This template will assist you when planning your event and should be used in conjunction the EM EXCEL FILE. Contained within you will find an outline of the steps you need to follow in planning your event including: Contents BACKGROUND INFORMATION 2 Initial considerations 4 EVENT PROGRAM 5 STAKEHOLDER CONSULTATION 6 BUDGET 7 SPONSORSHIP 8 ACTION PLAN /MILESTONES 9 WORK BREAKDOWN STRUCTURE AND STAFFING PLAN 10 MARKETING AND PR PLAN 13 VENUE SELECTION 15 SITE PLAN 16 RISK ASSESSMENT AND RISK MANAGEMENT PLAN 18 LEGAL CONSIDERATIONS 21 EVENT RUN SHEETS 22 SCHEDULING 23 ONSITE REQUIREMENTS 23 EVENT EVALUATION 25 FINAL REPORT 28 APPENDIX (OPTIONAL TOOLS AND TEMPLATES) 29 VENDOR APPLICATION PROCESS AND TIMELINE (Example) 30 VENDOR APPLICATION FORM (Example) 31 VENDOR INFORMATION KIT (Example) 32 SPONSORSHIP CONTRACT 34 VOLUNTEER MANUAL (example) 35 VOLUNTEER APPLICATION FORM (Example) 36 VOLUNTEER AGREEMENT (Example) 38 MEDIA RELEASE (Example) 39 SURVEY QUESTIONNAIRE (Example) 40 BACKGROUND INFORMATION ORGANISATION/ ORGANISING BODY DETAILS Name of Organisation Aim of the Organisation EVENT DETAILS Name of event Type of event (e.g. building opening, sports day, art show, launch of new program) Event concept (Description of the event –what will happen during the event, what is the theme, what sort of experience or atmosphere is the event trying to create?) Location of event Date/s of event Time of event Day 1 Start Finish Day 2 Start Finish Day 3 Start Finish Day 4 Start Finish Day 5 Start Finish   Objectives of the event (Description of the main attraction or purpose of the event and how it contributes to the aims of the organisation. Be clear about what you hope to achieve with this event e.g. family fun, sporting contest, musical entertainment etc.) Event Proposition (Description of what will make this event 'special' (USP) and how it is different from its competitors) Target audience (Description of the target audience including estimates of patronage) Main beneficiaries (Description of the main stakeholders who will benefit from the conduct of the event and how they will benefit e.g. organisation, community, target market etc.) Vison Statement and Scope (what do you need to achieve the event outcomes – i.e Marketing strategy; sponsorship strategy; Production requirements list?) GO TO THE VISION STATEMENT AND SCOPE WORKSHEET ON THE EM EXCEL DOCUMENT Initial considerations In your initial planning phase it is important to make some considerations for your event. Checklist • Make sure your organisation has the resources necessary (human/financial) to run the event. • Make sure your community can cope with an influx of people. • Assess the idea and opportunity. • Ensure a clearly identified opportunity exists for the event. • Define the objectives to be achieved. • Ensure all members of the organisation are aware of and fully understand the objectives. • Determine the required planning lead time. Allow ample time. • Set the event date. Avoid clashing with other events, and consider weather conditions at that time of year. • Develop the Action Plan, with a month-by-month schedule detailing responsibilities and target completion dates for each task. • Aim to have all arrangements in place and tasks completed no later than 2 – 4 weeks prior to the event date. • Determine the need for specialist expertise.   EVENT PROGRAM Events are made up of a number components such as competitions, displays, parades, workshops, performance etc. If your organisation is developing a new event program: • Investigate ways to create an event which is different, special, or better than other events • Decide what each component of the program will be • Establish the time needed for planning the various components and make sure each one can be completed within the total event time schedule • Design the program in a way that maintains continuous interest, but take care not to make the program schedule too tight • If special equipment is required for particular components such as competitive events, arrangements must be made to have this equipment moved promptly to and from the site • With the anti-discrimination legislation and the change in social attitudes, it is important to avoid event components that are in bad taste or may be seen as socially unacceptable For annual events introduce something new or different into each year's program to maintain interest. If there are to be special functions such as an official dinner, allow sufficient time in the program schedule for those attending to leave the main event, return to their accommodation, and get ready for the evening function. An Official program is often developed for marketing and promotion purposes, provided on websites etc. GO TO THE PROGRAM WORKSHEET ON THE EM EXCEL DOCUMENT   STAKEHOLDER CONSULTATION The best events have the support of the community, including those participating in the event as organisers, performers or guests, the community surrounding the venue and the broader community including sponsors. Consider who you have or need to consult with in the planning of your event. Develop a stakeholder consultation register to plan and record your communications. Stakeholders will include all people impacted by the event either through their roles and responsibilities (e.g. provide approval for licence applications, provide security or emergency services); their location (e.g. neighbouring community members); their potential support for the event (e.g. sponsors, promoters, media); or as suppliers to the event (talent, equipment, services). A more detailed stakeholder register will ensure that key people are not overlooked in the planning of the event and can avoid problems at a later date. Once you have identified who your stakeholders are it is vital to understand what your stakeholders expectations are, how they impact the event, how the event impacts them, how important they are to the project and what you need to do to meet their expectations, needs and wants. In other words you will need to do a stakeholder analysis as a part of your event management plan. GO TO THE STAKEHOLDER WORKSHEET ON THE EM EXCEL DOCUMENT Make sure you have an up to date list of key contacts GO TO THE CONTACT LIST WORKSHEET ON THE EM EXCEL DOCUMENT   BUDGET A budget is defined as the planning process used to anticipate revenues and expenditures. To develop your budget: 1. Estimate revenues (gate/ticket sales, sponsorship funds, merchandise sales, community grants, donations, in-kind) that can be generated by the event – This estimate should be conservative as to not overstate your revenue projections 2. Estimate costs of staging the event – Be as exact as you can – get quotes wherever possible 3. Compare income to expenses. This will determine if the event is viable If your event is large enough to have sub-committees to organise the event then the coordinators of each sub-committee should initially prepare their own budget itemising all of their anticipated expenses. These budgets should then be combined into the master budget for the event. GO TO THE BUDGET WORKSHEET ON THE EM EXCEL DOCUMENT Financial control (OPTIONAL) To ensure that you stay within budget you need to establish financial control mechanisms that: • Limit members of your organising committee who can incur expenditure • Keep accurate records of all income and expenditure (e.g. by using spread sheets) • Make available financial information to all that require it • Keeps financial information in a format that is easily understandable • Maintains expenditure within budget guidelines. Draw up a Financial Control Policy that outlines clearly who can handle funds relating to the event, what is the level of their authority (e.g. can make payments up to $500) and when and how approvals are required and received. Examples of controls that could be put in place are included in the box below. FINANCIAL CONTROL MECHANISMS (Example) • Two or more people must authorise all payments • Two people must sign all cheques • Money should be handled by as few people as possible. For security reasons money should not be counted or handled in view of the public unless absolutely necessary • Bank all money as soon as possible • Bank statements to be balanced every month • Treasurer to provide report at each meeting • Committee approval required for expenditure over set levels. SPONSORSHIP Fundraising and sponsorship coordination involves the cultivation, care and maintenance of a relationship between the event and the donor/sponsor. Donors/sponsors could be an individual, corporation, foundation or business. Based on the budget you should have a good indication of the funds and in-kind donations required to operate the event. Steps to follow: 1. Develop a sponsorship plan outlining who will be approached, for what, when and where and keep a track record of all communication (letters, phone calls, emails etc) both incoming and outgoing. This is best managed in Excel GO TO THE SPONSOR TRACKING WORKSHEET ON THE EM EXCEL DOCUMENT 2. Develop a sponsorship package detailing what you can offer the sponsor in return for their sponsorship. For example you may want to offer: • Recognition in promotional material leading up to the event • Advertisement for an individual performance or activity • Acknowledgement in event program (various levels) • On site signage • Website links • Charitable donation receipts GO TO THE SPONSORSHIP BENEFITS WORKSHEET ON THE EM EXCEL DOCUMENT 3. Draft and send request letters to potential sponsors outlining sponsorship package. Letters may be general but should be tailored particularly where a pre-existing relationship exists. Letters should contain details of: • Your organisation • The vision and mission statement for your event • Your target audience • Programming and activities • Desired outcomes • Contribution being requested (dollar amount, equipment, services, materials etc.) • The sponsorship package on offer (various levels) • Details of funding or in-kind contributions you have already acquired • It is important to remember, however, that personal contact and relationship development is critical to securing sponsorship. 4. Create and sign off on sponsorship contracts. Before proceeding with any sponsorship agreement it is essential that an approved contract is agreed upon and signed between the event and the sponsorship partner. The agreement should cover of on the benefits that both the sponsor and the event will provide (see appendix for example). SPONSORSHIP PACKAGE (Example) Level $ Amount Offer Platinum $ 10,000 • Signature sponsor status (website, media, all marketing materials • Acknowledgement at the media conference / opening ceremony • Acknowledgement throughout the event • Seating for 8 at VIP reception • Prominent logo display in program • Website link • Charitable donation receipt Gold $5,000 - $7,500 • Naming rights to 2 specific program items • Acknowledgement at the media conference • Acknowledgement throughout the event • Seating for 8 at VIP reception • Prominent logo display in program • Charitable donation receipt Silver Etc. ACTION PLAN /MILESTONES Develop an action plan and milestone outlining all the actions that need to be undertaken prior to the event. It should include all the main tasks to be undertaken, the timeline in which they should be completed and detail who has overall responsibility for the action (by position or by name). A common means of presenting an action plan is in the format of a Gantt chart (see example below). A Gantt chart helps team members to 'see' where and when actions have to be taken and by whom. If you are organising a large event the Event Organiser should create a Master Schedule or action plan which represents a combination / summary of action plans developed by the coordinators of each area / sub-committees. For example, the Sponsorship Committee or Marketing and Promotion Committee should develop their own timeline to include detail on critical activities and dates. The more detail included in the action plan the less likely that critical activities will be overlooked. GO TO THE ACTION PLAN/MILESTONES WORKSHEET ON THE EM EXCEL DOCUMENT WORK BREAKDOWN STRUCTURE AND STAFFING PLAN To deliver the event there will be an extensive number of tasks that have to be completed, which can be very long and extensive. It can be useful to organise tasks under headings according to functional units or related activities. Once the work breakdown structure is created it can be used to determine resources needed. Importantly you need to detail how many people you will need to organise and run the festival / event (including volunteers) and where you will find them. Develop a staffing plan that outlines the positions that you require to organise the event, the number of people required in each position (e.g. you may require a significant number of volunteers to help set up and run the event) and the roles and responsibilities of each position. Consider how you will engage people (e.g. through an existing organisation, your own staff or by advertising externally for staff). GO TO THE WBS WORKSHEET ON THE EM EXCEL DOCUMENT A small festival / event may comprise a small committee of people. As the event grows there may be a need to expand the committee and have sub-committees to handle things like policies, rules and regulations, finances and decision-making, marketing and promotion and so on. Organisation structure Develop an organisation structure clearly identifying the different tasks and lines of reporting. Event planning organisational structure (simple example)   Position descriptions – required for both paid and volunteer positions Clearly outline the roles and responsibilities for each position. This will help you to choose the people who have the energy and enthusiasm as well as the experience to undertake the tasks required. Ensure that position descriptions include, at a minimum: - Position title - Roles and responsibilities of the position - Personal qualities e.g. strong leadership qualities; will be committed to the vision and mission of the event; will act in the best interests of the event; will be a good ambassador of the event; works well with a team; has good communication skills - Background skills e.g. has previous committee experience; volunteer experience; experience managing volunteers; previous event organisation experience; has specialist skills related to the roles and functions of the event such as music, sports, sponsorship development, accounting etc. - Commitment estimate how much time per week is expected (estimated) in the role during planning period and during the conduct of the event - Reporting who the position will report to - Management responsibility What positions will be managed by the person in this position Recruiting and Managing Volunteers "Volunteering Queensland is the peak body for volunteering in Queensland, and the state member of Volunteering Australia. It provides a state-wide volunteer referral service as well as education and training programs for volunteers and volunteer managers" (Volunteering Queensland, 2013). The centre provides a wide range of support information including: • Code of practice and Standards for Volunteer Organisations; • Volunteer Rights and Responsibilities (for volunteers and organisations); • Volunteer Recognition Events, e.g. National Volunteer Week, International Volunteers Day; • Volunteer Resources; • Volunteer Insurance; and • Volunteer Targeted Programs. Website: www.volunteeringqld.org.au Volunteer and Task Needs Matched With volunteers having a major impact on the success of an event, it is important to make them feel confident and happy with the job that they are doing and that are contributing to the event. The direct impact of placing an inappropriately skilled or unmotivated volunteer in the wrong role can have negative consequences for the event and its overall success. To ensure this doesn't happen, a good knowledge and understanding of the position preferences in the volunteer database and matching those particular people to their required role will have a positive outcome for both the event and the volunteer. Applications to Database It is important that all volunteers fill out the Volunteer Application Form so that important information can be used for contacting the volunteer and also assigning them to positions. You should then develop a database to record and track volunteer information. GO TO THE VOLUNTEER DATABASE WORKSHEET ON THE EM EXCEL DOCUMENT Retention The retention of volunteers is an important component of the continuity and stability of the event. Volunteers want to feel valued, supported, recognised and rewarded for their time and effort they have given for the event and it cannot be stressed how important this is. If they feel like this has occurred in their interactions with the volunteer co-ordinator and other event organisers, there is a strong chance that they will continue to volunteer for the event in future years. This will mean that the event has the potential to gain loyal, reliable and effective volunteers. Recognition and reward systems do not need to be complex, expensive or hard to implement and manage. The committee should be encouraged to brainstorm and create ideas and utilise resources to provide recognition and a reward system that makes volunteers feel that the amount of effort that put into the event, is equal to the recognition and reward. Staff Roster Once you have identified your structure, staffing and volunteer needs you will need to ensure your staffing levels, when they are required during event construction, event delivery and post event. GO TO THE STAFF AND VOL ROSTER WORKSHEET ON THE EM EXCEL DOCUMENT   MARKETING AND PR PLAN A marketing and public relations (PR) plan will help you to send the right message about your event to the right people using the right medium. Steps to follow: Know your audience Defining your potential audience is the most critical element in the process of planning and initiating an event. You can define your target market by demographics (e.g. age, gender, employment, location etc.) or interests (e.g. culture, sports, hobbies etc.). Solicit opinions from different sectors of the community to determine the best way to reach this market/s. Know your competitors Understand how you rate against other events or other activities that take up similar recreational and leisure time as your event for your target markets. COMPETITION (Example) COMPETITOR (NAME & DESCRIPTION) ESTABLISHED (DATE) AVERAGE ATTENDANCE USP/VALUE PROPOSITION TO CUSTOMER STRENGTHS WEAKNESSES Describe your event Pinpoint what it is that this market wants or expects from such an event. Ask yourself, how is your event different? What product gap does your event fill you're your customers? What is your Unique Selling Position (USP)? Clearly articulate your USP. Develop your marketing strategy Draw up a strategy that enables you to achieve your objectives. The marketing plan should take into account details of the product, price, place and promotion (see below) which are most likely to influence attendance. Product (includes programming and packaging): a description of exactly what you will be offering – what is the total experience? The event is your 'product' along with its many components including ticket sales, merchandise, programmes, customer care, presentation and quality production. Ask yourself – are you offering 'packages' in association providers, hotels, restaurants etc that make the experience more appealing? Price: the event and its components should offer value for money and as an organiser you must be sure that you can achieve your budget estimates. Consider what price point your product/s should be offered at including consideration of level for your target audience, price differentials for different parts of the event (e.g. different performers), price packages or special offers for families / groups / pensioners, combining your product with other products (e.g. accommodation), early bird pricing and so on. Place (includes Physical Setting and processes): relates to the venue in which your event will be held and the convenience of attending. Place can involve the venue, ticketing, sign posting, car parking, catering, transport and geographic location. For example, have you put in place the appropriate advance ticket distribution network? Are you using a ticket hotline, web sales, walk-up box office etc? Do you offer various / appropriate methods of payment; Is the event easy to get to; Is it timed to appeal to your target audience and so on? Promotion (IMC) is any form of organised activity to increase the profile of your event. It comprises the communication strategies used to reach your target audience. A promotional mix consists of an effective balance of paid and unpaid media, advertising, personal selling, sales promotion and publicity. People – the people involved in staging the event = the cast, audience, hosts and guests Partnerships – consider all they key potential partners with respect to sponsorship, media etc Get the word out There are many ways that the public can be reached. Here you should develop a tactical plan that identifies the right tools to reach your audience at the right time. Promotions can include many activities including competitions, joint sponsor promotions, merchandising, event launches and public relations. Other mediums for promotion include: • Advertising in print (newspapers, newsletters, magazine) and electronic media (TV, radio) • Outdoor displays (posters, billboards, signs, banners) • Invitations, leaflets, fliers, brochures (printed or electronic) • Networking, word of mouth or social media (Facebook, LinkedIn, Twitter) Web page • Media releases and promotions (e.g. competitions) • Media sponsorship • One on one communication or by direct mail (post or electronic) Be innovative. Carefully consider your audience and the best way to reach and attract them. Develop an overall marketing strategy which outlines the activities that you will undertake to deliver your marketing and PR goals Keep track Ensure in your planning that you have included time to review the impact of your marketing at key points in the lead up to the event and after the event. GO TO THE TACTICAL MARKETING PLAN WORKSHEET ON THE EM EXCEL DOCUMENT   VENUE SELECTION The choice of venue or site that is suitable for a particular event will depend on a number of factors. Have you considered…? VENUE SELECTION CHECKLIST Type, timing and duration of the event • Expected number of attendees • Size and location of the area • Facilities required - accommodation / camping - availability of potable water, toilets, ablution facilities and power supply - solid and liquid waste collections, storage and disposal - food services - car parking facilities - traffic flow - availability of shelter (from sun, rain etc.) - access for persons with a disability - access for care of young children - power supply - access for suppliers - staging - appropriate lighting - public address system/s • • • • • • • • • • • • • Environmental factors - Weather conditions / time of year - Proximity to reservoirs, water catchment areas and the risk of pollution to natural resources - Other potential impacts on the environment - Proximity to residential areas and noise levels - Surface drainage • • • • •   SITE PLAN A Site plan is a map of the event layout and is developed through consultation with stakeholders. The site plan must be easy to interpret and made available to staff/volunteers for setting up the event and to patrons to navigate the event. Use a simple grid format or aerial site diagram to map ALL aspects of the site/venue including surrounding streets and landmarks. GO TO THE SITE PLAN WORKSHEET ON THE EM EXCEL DOCUMENT SITE PLAN GRID (Example) 250 metres 150 metres   The following checklist will assist in development of your site plan. SITE PLAN CHECKLIST Have you shown the location of…? Venue • Restricted areas • Area surrounding venue • Media • Ticket sales • Shelter and shaded areas • Entrances and exits • Taxi and public transport • Entertainment sites / stage locations • Rubbish bins • Seating • Drinking water sites • Event information centre • Maintenance areas • Alcohol free areas • Power supply outlets • Liquor outlets and consumption area • Lost property / children • Vehicle access routes (staff / emergency services / patrons) • Toilets (including portable toilets) (M/F/disabled) • Parking (car, bus, vendors, disability, patrons) • Fire fighting equipment • Food vendors • Emergency services / First aid • Stalls • Emergency access and exit routes • Pedestrian walk ways, disability access • Accommodation / camping • Hazards • Bodies of water •   RISK ASSESSMENT AND RISK MANAGEMENT PLAN As the organiser of an event you are responsible for the safety of everyone who is involved. Complete a Risk Assessment and develop a Risk Management Plan to ensure that all hazards appropriate to the event have been addressed. All events are different but some common factors to be considered in risk management include: - Crowd behaviour: Including overcrowding, crowd flow, mixing of vehicle and pedestrian traffic etc. - Security: for crowd control is necessary especially if alcohol is available. - Hazards: such as holes in grounds or in footpaths, electrical leads on ground or untagged electrical equipment, uneven stages or performance spaces etc. which can cause slips, trips, falls - Noise: there may be community objections to noise particularly at concerts, car races etc. - Hygiene: Lack of hand washing facilities at food handling stalls, failure of sewerage/toilet facilities etc. - Seasonal factors: inclement weather - Financial risks: failure to attract forecast attendance or sponsorship How to conduct a risk assessment. 1. Identify potential risks/hazards Conduct a general inspection of the venue and consider what could be reasonably expected to cause harm or damage. Ignore the trivial and concentrate on the hazards that may result in serious harm to people, damage to property or result in financial damage. Information sources to help identify risks include: • Consult organisations such as emergency service agencies and local councils • Brainstorm ideas with stakeholders • Historical data – what has occurred during previous / other similar events 2. Assess the risks Consider how much damage that the risk would cause if it were to occur (consequence) and how likely it is that each risk would cause harm or damage (likelihood table). This will then help you to determine whether or not you need to do more to reduce the risk. Use the risk assessment Tool below to identify the level of risk and the priority it has before actions have been put in place and then repeat the process after the actions have been taken to ensure that your actions have reduced the risk to a level you are comfortable with and that you have not introduced new risk through your actions   CONSEQUENCE TABLE Consequence of occurence Description Extreme Threatens the survival of the event. Loss of revenue is extreme. Very High Threatens the effective functionality of the event and may require intervention. Loss of revenue is very high. Medium Event is not threatened, however could be subject to significant review or changed ways of operating. Loss of revenue is medium. Low / Negligible The consequences are dealt with internally or by routine operations. Loss of revenue is low / negligible LIKLIHOOD TABLE Likelihood of occurrence Description Almost certain Expected frequency greater than twice a year Likely May happen once a year Possible Once every few years Unlikely Incident every three to five years Rare Once every few decades RISK ASSESSMENT TOOL Consequence Likelihood Negligible Low Medium High Extreme Almost certain H H E E E Likely M H H E E Possible L M H E E Unlikely L L M H E Rare L L M H H E – Extreme risk; immediate action required H – High risk; senior management attention required M – Moderate risk; management responsibility must be specified L – Low risk; Manage by routine procedures 3. Implement controls Where possible, action should be taken to address those events that are assessed as posing the highest level of risk to your region. Addressing an identified risk may involve: - Working with relevant organisations to reduce the consequence or impact of the risk to an acceptable level - Transferring the risk by sharing it with other parties (e.g. taking out insurance.) - Reduce exposure to risk by making changes in processes or practices Develop a Risk Management Plan outlining the action to be taken, when it will be taken by and who has the responsibility to take the action. GO TO THE RISK MANAGEMENT PLAN WORKSHEET ON THE EM EXCEL DOCUMENT   LEGAL CONSIDERATIONS You need to understand your legal obligations and allocate responsibility and budget to ensure that they are met. Below are some of the obligations you may need to consider. Tailor these to your event. LEGAL CONSIDERATIONS (What legal requirements will you need to consider?) Application Required Application submitted Application approved Council Permits - Sale of food - Venue approvals - Public place entertainment licence - Operation of an amusement device Yes • No • Yes • No • Yes • No • Yes • No • Yes • No • Yes • No • Yes • No • Yes • No • Yes • No • Yes • No • Yes • No • Yes • No • Public liability Yes • No • Yes • No • Yes • No • Insurer Name Address Phone Value $ Policy Number Liquor licensing Yes • No • Yes • No • Yes • No • Traffic management Yes • No • Yes • No • Yes • No •   EVENT RUN SHEETS Conducting what appears to the audience to be a smooth and seamless event requires minute-by-minute planning of the events that will occur on the day/s of your event. Prepare an event run sheet that details who is required where and when on the event day. The run sheet is provided to organisers, guest speakers, MC's and other presenters so that they can clearly understand the order of events. EG. EVENT RUN SHEET (Example*) TIME DURATION WHO TASK RESOURCES REQUIRED 8.30 am 30 mins Event organisers Set up venue Chairs, tables, microphones, banners etc. 9.00 am 30 mins Event organisers Guests arrive 9.30am 2 mins MC (Council CEO or Manager) Welcome guests Welcome VIP's Give brief introduction and outline format of event Introduce speaker (Mayor or President) Names of VIP's in attendance (i.e. local MP's, Shire President, police) 9.32am 10-15mins Mayor or President Mayor or President speech (may use template provided) Speech notes 9.47am 2 mins MC Introduce local religious leader(s) to deliver blessing/prayer 9.49am 5-10 mins Religious leaders Blessing/prayer (may use template provided) Blessing/prayer notes 10.00am 5 mins MC Close event Thank attendees Reiterate road safety message Invite attendees to enjoy afternoon/morning tea. Possibly distribute Easter eggs as part of the service or make sprigs of rosemary available (rosemary is for remembrance). 10.05am 30 mins All attendees Networking Morning/afternoon tea Catering (e.g. hot cross buns, tea/coffee) 10.35am 30 mins Event organisers Pack down venue *(downloaded from www.roadwise.asn.au/resources/resources/.../eventsheet/) GO TO THE PRODUCTION AND AV RUNSHEET WORKSHEETS ON THE EM EXCEL DOCUMENT SCHEDULING A schedule provides details for when and where services, equipment and materials need to be picked up or delivered and all the details about pick up / delivery. Develop a schedule to enable staff and logistics officers to know where and when equipment and supplies will arrive and be taken down (ie. Bump in and Bump out). GO TO THE SCHEDULING/EQUIPMENT LIST WORKSHEET ON THE EM EXCEL DOCUMENT ONSITE REQUIREMENTS Once all your plans are completed it is necessary that you have access to some of these plans on site during the event construction phase, the event itself and the event deconstruction phase. These can be on an electronic devise and/or on paper. What documentation should be on site: 1. Staff and Volunteer Rosters - Excel 2. Contact lists – suppliers, emergency services, sponsors and funding partners, artists, participants, staff and volunteers, - Excel 3. Production schedule – AV, party hire, venue, waste, power generation, other suppliers, theming, merchandise and marketing - Excel 4. Site map/s – Jpeg/word/other 5. WHS Risk Assessment checklist - Excel 6. Power generation information - Excel 7. Vendor requirements and agreements – Word/PDF 8. AV Runsheets - Excel 9. Artists/participant information, agreements – Word/PDF 10. WBS - Excel 11. Supplier agreements and schedules – Word/PDF 12. Catering requirements - Excel 13. Waste management plan – Word/Excel/PDF 14. Program 15. Door lists if applicable 16. Incident report forms   EVENT EVALUATION In planning your event you need to allow time to evaluate the success of the event and the process for organising it. Evaluating your event enables you not only to be accountable to your stakeholders but also to identify areas for improvement in future events. Other reasons for evaluating your event include: • Determining if you have reached your objectives • Measuring the success of the components of the event • Review the process from beginning to end • Identifying the strengths and weaknesses of the event • Identifying the strengths and weaknesses of the team • Assessing the accuracy of the budget estimates • Being accountable to the event organisation, stakeholders, sponsors, volunteers, participants and funders • Determining where there are future opportunities. When planning your event develop a monitoring and evaluation schedule (see template below) which details what you want to measure as well as when, where, how and by whom the measurement will be undertaken. Steps to follow 1. Determine what you want to evaluate – develop performance indicators There are many aspects to an event which means that there are many areas that can be evaluated. Some areas to look at are included in the box below. Budget • Success in achieving budget estimates • Any discrepancies can be analysed for future improvement Attendance figures • Number of participants and their support staff, officials and other event staff, spectators, media, sponsors, VIPS Attendee profiling • Demographic characteristics (age, gender, family lifecycle, travel party etc) • Origin (where they travelled from) • Transport (how they travelled) • Length of stay in the region • Accommodation • How did they hear of the event • Etc. Economic impact of the event • Total expenditure of each market segment during stay in the region (such as accommodation, food and beverages, transport, entertainment, shopping, equipment, supplies and other event related expenses) Performance of event • Attendee perceptions – overall satisfaction, entertainment, quality of food venue, services and amenities available, service staff, value for money etc. • Intentions of different groups to return to the event • Sponsor satisfaction • Sponsor awareness amongst attendees • Staff perceptions – any difficulties that may have occurred • Management organisation – to budget and time schedules Media coverage • TV, newspaper, radio, magazine coverage • Good and bad publicity • Success of press advertisements in attracting people to the event Targets achieved • Achievement of event objectives 2. Determine when and where the evaluation will take place Data on many of the areas should be collected through the planning process (e.g. number of staff/volunteers, ticket sales (if pre-booked), media attendance and so on. Other areas will require the development of specific measurement tools. A visitor survey, for example, may be the best means of collecting information on attendee demographics and expenditure which will form the basis of understanding the economic impact of the event. Visitor surveys would need to be developed in advance and staff/volunteers arranged to conduct the surveys on the days of the event. 3. Decide who will perform the evaluation Depending on the type of data you can determine who should record or collect it. For example the organising committee treasurer is in the best position to collect financial data relating to the performance of the event; ticketing staff to collect data related to visitor numbers and volunteers or survey staff purposely employed to survey visitors to collect visitor demographic details. 4. Decide the method of evaluation Once you know what you want to measure you can decide the best approach to measuring it, how the results will be reported and who should have access to those results. There are two types of evaluation you should employ and both can be used from the beginning of the process to monitor how the event is progressing and where there may be issues: • Qualitative measurement – gathers data to sum up the outcomes of the participants' experience using written or online audience surveys, asking participants direct questions on-site, video-taping aspects of the programming and getting feedback from volunteers, sponsors, suppliers and performers. • Quantitative measurement - compiles hard data from such sources as ticket sales, merchandise sales, venue admissions, vendor fees, budget figures and audience attendance counts. MONITORING AND EVALUATION IMPLEMENTATION SCHEDULE (example) Performance Indicator (What) Measure Method of measurement (How) Date of measurement (When) Responsibility (Who) How it will be reported Visitor demographics Age Gender Origin Visitor survey Day of event Volunteer coordinator Final event report FINAL REPORT Most events require a final report to be developed that details the findings of the evaluation process. A final report is an opportunity to demonstrate the successes of the event and to provide recommendations for improvements in follow up events based on lessons learned. The final report is usually made available to the organising committee, event funders, and event organisers of following events. The report is sometimes made available to sponsors. The final report is usually compiled by the event coordinator with input from committee members and sub-committee coordinators. It must contain enough detail to enable the audience to understand what was achieved and how it was achieved while at the same time being brief. A SIMPLE final report template is included below. FINAL REPORT (Example) Coordinator:___________________________________________________________________________ Contact information: Phone: ____________________________ Email: _____________________________ Please provide any change of personal infroamtion such as a new address, work number new home address, phone number etc. (for future contact purposes) SUCCESSES 1 2 3 4 CHALLENGES 1 2 3 4 RECOMMENDATIONS 1 2 3 4 NEEDS LIST (for next year) 1 2 3 4 Signature: __________________________________________ Date: __________________________ Event Coordinator APPENDIX (OPTIONAL TOOLS AND TEMPLATES)   VENDOR APPLICATION PROCESS AND TIMELINE (Example) VENDOR APPLICATION FORM (Example) EVENT LOGO Name of event: _________________________________________________________________________ Date/s of event: _________________________________________________________________________ VENDOR APPLICATION Submit application to: ____________________________________________________________________ Mailing address: ________________________________________________________________________ Telephone: ( )__________________ Email:___________________________________________________ Application deadline: Date Please note: this form does not guarantee you a space at the event. Please provide accurate information. We will be making a decision by (DATE) at which time you will receive a notification regarding your acceptance in the event. SPACE SIZE LOCATION LOCATION LOCATION 10m x 10m $450.00+GST $350.00+GST $250.00+GST 10m x 15m 10m x 20m PLEASE PRINT Vendor type: ___________________________________________________________________________ Contact name: __________________________________________________________________________ Mailing address: _________________________________________________________________________ Telephone: ( )__________________ Email:___________________________________________________ Please attach a photo or drawing of dimensions of booth. Include trailer hitches, overhangs, and extra space requirements. All vendors must submit a $2 000 000 liability insurance policy with this application or a signed letter of intent from insurance company. Vendors must also submit a $200.00 damage deposit upon acceptance and signing of contract. POWER REQUIREMENTS – should add here a question on what power they need such as how many 10 amp, 15amp or 32amp power outlets do they require Do you have a power panel? Yes / No (please circle); Are you self-contained? Yes / No (please circle). Do you need propane? Yes / No (please circle). ____________________________ __________________________ Signature Date   VENDOR INFORMATION KIT (Example) EVENT LOGO Name of event: _________________________________________________________________________ Date/s of event: _________________________________________________________________________ IMPORTANT CONTACTS Event contacts Name Contact details (phone / email) Please contact any of the above for further information about the contents of this document PLEASE READ THIS DOCUMENT CONTAINS INFORMATION TO ASSIST YOU IN ACHIEVING MAXIMUM RESULTS FROM THE EVENT IMPORTANT DATES PAYMENT DUE DATE: (DATE) EVIDENCE OF PERMITS & INSURANCE REQUIRED BY: (DATE_ SPACE ALLOCATION PROVIDED BY: ON THE DAY Thank you for your participation and we look forward to seeing you at this year's event. SITE MAP Insert site map here ACCESS INFORMATION BUMP IN Include times available for set up EVENT – OPEN TO THE PUBLIC Include event open hours BUMP OUT Include times available for pack up ACCESS TO VENUE Include details regarding access including, for example, access routes, times and vehicle types. Note access points on site map. GENERAL INFORMATION Include all information that vendors will require including, but not limited to: • Vendor car parking • Cleaning arrangements and vendor responsibility • Display guidelines • Competition guidelines • Permits required and display • Banking facilities • Use of electrical equipment and generators • Cool rooms and refrigerators • Set up of marquees, tables, chairs, displays INSURANCE Include insurance arrangements, vendor insurance requirements including type and levels of insurance and provision of certificates of currency PAYMENT Include details of payment arrangements (bank account details etc.) for vendor site, insurance etc. and due date for payment POWER Detail power availability and costs SECURITY HOURS Include details of security arrangements including hours of operation and contact details in case of emergency WATER AND WASTE SERVICES Include details of water and waste arrangements including who to contact for special needs. OTHER Include all other details required by vendors to meet event organiser requirements   SPONSORSHIP CONTRACT Date: Between: (Sponsor) and (Sponsee) TERMS OF AGREEMENT: 1. The sponsee agrees to grant the sponsor the following sponsorship rights: 2. It is agreed that at the time of renegotiation, the sponsee will automatically invite the sponsor to renegotiate the agreement. 3. The sponsorship will be for the period of xxxxxx to xxxxxxx. 4. The sponsor agrees to provide: (List all the provisions of the sponsor.) 5. The sponsee agrees to provide the sponsor in the form of xxxxxx. 6. In the event of a dispute arising that the parties themselves cannot resolve, the parties agree to refer the matter to an independent arbitrator appointed by mutual agreement. 7. If the parties cannot agree on an arbitrator, or both parties do not agree with the decision of the arbitrator appointed, the agreement may be terminated in the following manner: a. If the breach is one that can be rectified, then the non-breaching party can request in writing that the breach be rectified in 14 days. If the breach is not rectified within that time, the nonbreaching party may terminate the Agreement immediately; b. If the breach is one that cannot be rectified, the non-breaching party may terminate the Agreement by giving 14 days written notice of their intention to terminate. c. If either party goes into liquidation, is wound up, dissolved (except for the purpose of reconstruction or amalgamation), enters into a scheme of arrangement or is placed under official management or in receivership, the other party may terminate the Agreement by giving 14 days written notice of their intention to terminate under the clause. d. d) In the event of a termination under this Agreement, each party's rights and liabilities will cease immediately but the termination shall not affect a party's rights arising out of a breach of this agreement by the other party. 8. Where one party is unable to carry out its obligations under this agreement due to circumstances beyond its control or which it could not have prevented, those obligations are suspended whilst those circumstances continue, provided the other party is notified and the first party uses its best endeavours to overcome the circumstances preventing its obligations from being carried out. 9. Each party shall indemnify the other against any claims arising from any breach of the agreement by either party. 10. The terms and conditions of this agreement shall not be disclosed to any third parties without the prior written consent of both parties. 11. The rights of either party under this agreement shall not be transferable or assignable either in whole or in part. Signed: The Sponsor The Sponsee Name (Printed) Name (Printed) Date Date   VOLUNTEER MANUAL (example) A volunteer manual is a useful way to provide all of the information that volunteers may need during the event. Volunteers may receive training in a specific area where they are required however they may also receive questions from event patrons on issues that they are not familiar with. A manual can help them to become familiar with the broad range of details pertaining to the event. A volunteer manual could include: • A welcome to the volunteers from the Volunteer Coordinator and/or the event organising committee • Contact information for the Volunteer Coordinator, the event organising committee and other volunteers • A site map • Event information regarding parking, access to the site or performances • Volunteer Code of Ethics including what is expected of the volunteers in terms of their commitment behaviour with each other, guests and the public • Rules and regulations regarding drugs and alcohol no show, and late policies and procedures • Identification on-site that may include a badge and/ or an article of clothing (e.g. hat or t-shirt) • Volunteer rights consisting of their placement, training and orientation for their area, accurate information regarding their role and responsibilities and work schedule • Festival policies regarding the Freedom of Information act, background checks, child protection, disciplinary procedures and any other legal issues • Volunteer time commitment containing a schedule for each area while trying to be consistent across the event (e.g. 20 hour commitment per volunteer, 4 shifts @ 5 hours each over 3 days) • Volunteer benefits (see below) All volunteers should receive a program and identification as a volunteer. • Job descriptions outlining each job and its roles and responsibilities • Orientation dates, time and locations should be communication with enough notice. Volunteer rights (example) Volunteers are entitled to: • Be treated with respect • Be properly informed about the event, its expectations, procedures and rewards • Be recognised for their contribution • Know what is expected of them and feel comfortable • Be treated fairly Volunteer benefits (example) • Commemorative t-shirt / hat • Volunteer hospitality room • Volunteer appreciation event • Complimentary event program VOLUNTEER APPLICATION FORM (Example) EVENT LOGO Name of event: _________________________________________________________________________ Date/s of event: _________________________________________________________________________ VOLUNTEER APPLICATION FORM Submit application to: ____________________________________________________________________ Mailing address: ________________________________________________________________________ Telephone: ( )__________________ Email:___________________________________________________ Application deadline: Date VOLUNTEER INFORMATION Name: _______________________________________________________________________________ Address______________________________________________________________________________ Phone; ______________________________________________________________________________ T-shirt size  SM  MED  LGE  XL First aid certificate held  Yes  No Number __________________________________ Driver's license number (for transport crew only) Do you have any special needs we should know about?  Yes  No (e.g. diabetes, serious allergies or other dietary considerations, mobility restrictions) If 'yes' please explain (this information will help us place you more effectively) ______________________________________________________________________________________ ______________________________________________________________________________________ ______________________________________________________________________________________ ALL VOLUNTEERS MUST BE PREPARED TO GIVE A (X) HOUR COMMITMENT Which shifts do you prefer? (based on 4 hour shifts) Mornings  Afternoons  Evenings  Anytime  Where have you volunteered before? ______________________________________________________________________________________ ______________________________________________________________________________________ ______________________________________________________________________________________ Why do you want to volunteer for this event? ______________________________________________________________________________________ ______________________________________________________________________________________ ______________________________________________________________________________________ PRE- EVENT VOLUNTEERING Which area/s would you be most interested in volunteering in? • Office (xx weeks before event) • Ticket sales • Fundraising • Pick ups • Site set up • Site load out EVENT VOLUNTEERING Which area/s would you be most interested in volunteering in? • Site • Security • Food services • Bara and bar service • Stage/s • Marketing and media • Ticket sales • Environment (garbage and recycling) • Children's activities • Special projects This application will be processed and the Volunteer Coordinator will contact you to arrange for you to come in for a personal interview. NOTE: Many volunteer applications have a request for volunteers dealing with cash or children, to agree to a criminal record check and/or sexual offender registry check. If you do not know the volunteers who will be working in these area, you should have this request on the application and follow it up. As a rule it is best to err on the side of caution. VOLUNTEER AGREEMENT (Example) VOLUNTEER AGREEMENT _________________ (Name of event) agrees to provide adequate information and assistance for the volunteer to be able to meet his/her designated requirements. I _______________ (Name of volunteer) agree: • To adhere to the festival rules and procedures • To meet the time and duty commitments scheduled by the coordinator or to provide adequate notice of my absence to my coordinator so that alternate arrangements can be made • To report to my coordinator for assigned shifts • To wear my event name tag and t-shirt while on shift representing the event • To behave in a friendly manner when dealing with the public and other volunteers • Not to hold the event or any of its representatives liable for any loss or damage to my person or injury to my property that may occur during event activities • To be aware that any violation of rules, written or oral may result in termination of my volunteer duties Signature: ____________________________________________ Date: ______________________ Volunteer Coordinator Signature: ____________________________________________ Date: _______________________ Volunteer On Line applications for vendors, volunteers, suppliers and performers should be considered also through software such as Form Site. These sites allow for the event manager to build their own application forms for on line submissions MEDIA RELEASE (Example) EVENT LOGO Name of event: _________________________________________________________________________ Date/s of event: _________________________________________________________________________ Contact information Website FOR IMMEDIATE RELEASE Contact Name Title Mobile Email Dateline: Town, State, date of release (FIRST PARAGRAPH) Name, date, location of event (venue) Box office information including cost and where tickets can be purchased: if it is free, state it. It it is sponsored, include the sponsor's name. Opening and closing time (SECOND PARAGRAPH) Provide an exciting, short description of the event including theme and highlights. Close with the event slogan or a catchy phrase that ties back into the overall theme that the media can use to promote the event. SURVEY QUESTIONNAIRE (Example) SURVEY - VISITORS This survey is being conducted by ……..to gather information to improve future festivals/events. The whole survey should take about 5 minutes to complete. All of your answers are anonymous and, while participation is voluntary, your help is greatly appreciated. 1. Have you ever attended the ……….. festival/event before? □ No this is my first visit □ Yes I have been ___ times before 2. How did you find out about the festival/event? □ I've been before □ People in my family/social network □ Newspaper □ Radio □ Other ______________ □ Internet □ Television 3. Who are you visiting the festival/event with today? (Please tick as many as apply) □ By myself □ With a spouse or partner □ With family □ With relatives □ With an organised group □ With friends 4. How many people in total are in your group? _____ 5. Please choose 3 words from the following list to describe your mood right now. □ Relaxed □ Happy □ Interested □ Surprised □ Upset □ Comfortable □ Bored □ Tired □ Excited □ Stressed □ Active □ Involved in what's happening 7. Which of the following things/activities have you done at the festival/event? Please tick as many as apply.           9. In what year were you born? ____ 10. Are you □ Female or □ Male? 11. Can you please use the rating scales in the first column to tell us how important each of the statements was in your decision to come to the Festival/Event. Then in the second column can you rate how satisfied you were with the opportunities provided by the festival for each of these reasons. Importance Satisfaction with opportunities provided by the festival Not at all 2 3 4 Very Not at all 2 3 4 Very To support my local community           The chance to experience Italian culture           To spend time with family &/or friends           A fun day out           Opportunity to relax           A place to meet new people & be social           Something new to experience           The chance to escape the ordinary routine           12. Overall how would you rate the following aspects of the Festival/Event? Below an acceptable standard Acceptable Above acceptable standards Cleanliness of the facilities    Comfort of the facilities    Variety of food & drink    Quality of food & drink    Quality of the entertainment & activities    Variety of the entertainment & activities    Management of crowds    Signage    Parking    Information provided    13. Please tell us how strongly you agree with the following statements? Strongly Disagree Disagree Neither Agree Strongly Agree Overall I am satisfied with my festival experience      I will recommend the festival to others      I enjoyed the festival      The festival provided good value for money      I will return to the festival in the future      14. What was the best thing about the festival/event? __________________________________________________________________________________ 15. What two things could be done to improve the festival/event? 16. Where do you usually live? □ Outside Australia Please tell us the country ____________________ □ Australia Please tell us your postcode __________________ 17. Which of the following statements best describes your visit to ………? □ I/We have come specifically to attend the festival/event □ The festival/event was an important reason for coming, but not the main reason □ I/We were visiting the area already and decided to stay longer because of the festival/event □ I/We were just passing through, heard about the festival/event and decided to attend 18. How many nights are you staying in the area? □ None – it is just a day trip (please go to question 20) □ We are staying _______ nights 19. What kind of accommodation are you using while staying in the area?  Staying with family/friends  Hotel/motel  Bed and breakfast  Camping  Caravan park  Hostel  Other ________ 20. What other things are you doing while in the region?     Visiting friends/relatives  Shopping  Other ___________________ 21. Overall how much money do you expect to spend during your visit to the area? □ $0 - $100 □ $100 - $200 □ $200 - $500 □ $500 + 22. Any other comments?