Event Planning

Event Planning

Event success hinges on meticulous planning and collaboration with stakeholders. From small street events to major festivals, organisers must navigate legal obligations, obtain permits, and ensure safety at all government levels. Early planning and consultations with stakeholders and government agencies contribute to secure, well-managed events.

Thorough planning and collaboration with various stakeholders are essential when organising an event or festival. The local council, where the event is to take place, serves as the primary government organisation to initiate contact. The size and scope of the event or festival dictate the level of detail required in the plans and the legal obligations that must be met.

Events are categorised as small, medium, or major, with small events encompassing activities like school fetes, small farmer’s markets, and street events. Medium-sized events typically include regional shows, music festivals, and similar gatherings, while major events draw large crowds requiring more intricate planning.

Event organisers must adhere to legal obligations and statutory requirements at all government levels, including Commonwealth, state, and local authorities, throughout the planning and execution of an event.

There are many things to consider when planning an event, including:

• Obtaining relevant approvals and permits (e.g., building permits, noise permits, alcohol licenses, etc.).
• Assessing venue suitability.
• Ensuring event accessibility.
• Implementing emergency and risk management measures.
• Addressing medical, first aid, and public health concerns.
• Managing occupational health and safety, as well as crowd dynamics.
• Dealing with alcohol and drug-related issues.
• Ensuring food safety and overseeing temporary food stalls.
• Implementing traffic management strategies.
• Coordinating cleanup and rubbish removal.
• Addressing vehicles and transport logistics.
• Evaluating the impact on the surrounding environment.

An event is more likely to be secure, well-managed, and successful when planning commences well in advance of the event date, and thorough consultations occur with all stakeholders and government agencies.

To undertake this task, a straightforward event plan may include:

• Event details.
• Insurance particulars.
• Event schedule from setup to teardown.
• Stakeholder notifications.
• Site map.
• List of site infrastructure.
• Pedestrian and traffic management strategies.
• Emergency management procedures.
• Event operations center details and log template.
• Accessibility considerations.
• Onsite communications plan.
• First aid protocols.
• Vendor arrangements.
• Alcohol regulations.
• Drinking water provisions.
• Toilet facilities.
• Waste management and cleaning procedures.
• Power and lighting logistics.
• Sustainability initiatives.
• Signage.

Depending on the event’s size, location, or attendee profile, additional or separate documents may be necessary, such as:

• Waste management plan.
• Crowd management plan.
• Production plan, including noise management.
• Medical management plan.
• Child-safe policy.
• Communications plan outlining contacts, radio use, and phone communication.
• Marketing and ticketing plan.
• Liquor management plan.
• Catering/food provision plan.
• Weather contingency plan.
• Bushfire plan.

Helpful Links

• Guide to Starting a Business – Australian Government
• Festivals – how to organise them? – Creative Australia 
• Building your Case for Support – Creative Australia
• Guidelines for Management of Public Health & Safety at Public Events – SA Health
• City of Adelaide Event Guidelines 
• Event Safety  – SafeWork SA