Event management

planning guide
City of Wodonga
Event management planning guide
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1 Introduction ....................................................................................................... 4
1.1 Introduction .................................................................................................................................. 4
1.2 Working with Wodonga Council ................................................................................................... 4
2 Event planning ................................................................................................... 4
2.1 Event purpose and concept .......................................................................................................... 4
2.2 Develop an event management plan ............................................................................................ 4
2.3 Research ........................................................................................................................................ 5
2.3.1 Community and public consultation ...................................................................................... 5
2.4 Organising group/planning committee......................................................................................... 5
2.5 Timing............................................................................................................................................ 5
3 Budget .............................................................................................................. 5
3.1 Income .......................................................................................................................................... 5
3.1.1 Sponsorship ............................................................................................................................ 6
3.1.2 Wodonga Council funding programs ..................................................................................... 6
3.1.3 Grant funding sources ............................................................................................................ 6
3.1.4 Raffles and fundraising .......................................................................................................... 7
3.2 Expenses........................................................................................................................................ 7
3.3 Cash handling ................................................................................................................................ 7
4.0 Venue ............................................................................................................ 7
4.1 Venue selection............................................................................................................................. 7
4.2 Venue/site map............................................................................................................................. 8
4.3 Grass cutting and irrigation lines .................................................................................................. 8
4.4 Power ............................................................................................................................................ 9
4.5 Temporary structures ................................................................................................................... 9
4.6 Toilets ............................................................................................................................................ 9
4.7 Water .......................................................................................................................................... 10
4.8 Waste management .................................................................................................................... 10
4.9 Disability access .......................................................................................................................... 11
5 Program ...........................................................................................................11
5.1 Programs and performers ........................................................................................................... 11
5.2 Recognition of indigenous land owners..................................................................................... 11
5.3 Wodonga Mayor and/or councillor involvement ....................................................................... 11
5.4 Program schedule/run sheet ...................................................................................................... 12
5.5 Audio visual ................................................................................................................................. 12
6 Marketing .........................................................................................................12
6.1 Event marketing plan .................................................................................................................. 12
6.1.1 Advertising ........................................................................................................................... 12

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6.1.2 Banner .................................................................................................................................. 13

6.1.3 Direct mail ............................................................................................................................ 13
6.1.4 Noticeboards ........................................................................................................................ 13
6.1.5 Media ................................................................................................................................... 13
6.1.6 Online tourism and event websites ..................................................................................... 13
6.1.7 Online news calendars ......................................................................................................... 14
6.2 Signage ........................................................................................................................................ 14
6.3 Wodonga Visitor Information Centre ......................................................................................... 14
6.4 Professional photography and video recording.......................................................................... 15
6.5 Notifying residents ...................................................................................................................... 15
7 Event safety and regulations ...............................................................................15
7.1 Public liability insurance ............................................................................................................. 15
7.2 Risk and opportunity management plans ................................................................................... 15
7.3 Emergency management plan .................................................................................................... 15
7.4 Emergency services ..................................................................................................................... 16
7.5 Contingency plan ........................................................................................................................ 16
7.6 Wodonga Council permits and local laws ................................................................................... 16
7.7 Traffic management .................................................................................................................... 17
7.8 Temporary road closures ............................................................................................................ 17
7.9 Noise levels ................................................................................................................................. 17
7.10 Security ..................................................................................................................................... 17
7.11 Catering ..................................................................................................................................... 18
7.11.1 Food hygiene ...................................................................................................................... 18
7.11.2 Alcohol management ......................................................................................................... 18
7.12 Fire management ...................................................................................................................... 18
7.13 Gas cylinder safety .................................................................................................................... 19
7.14 Fireworks................................................................................................................................... 19
7.15 Contracts ................................................................................................................................... 19
7.16 Postponing or cancelling the event .......................................................................................... 19
8 Human resources ..............................................................................................19
8.1 Staffing ........................................................................................................................................ 19
8.2 Recruiting volunteers .................................................................................................................. 20
8.3 OH and S...................................................................................................................................... 20
8.3.1 First aid................................................................................................................................. 20
8.3.2 Heavy lifting ......................................................................................................................... 20
8.3.3 OH and S walk-through ........................................................................................................ 20
8.4 Team briefing (prior to event) .......................................................................20

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9.0 Post event .....................................................................................................20

9.1 Evaluation ..................................................................................................20
9.2 Debriefing...................................................................................................21
9.3 Showing appreciation ...................................................................................21
10 Other .............................................................................................................21
10.1 Helpful hints for the day .............................................................................21
10.2 Rides ........................................................................................................22
10.3 Sun smart .................................................................................................22
10.4 Sustainable event management ...................................................................22
10.5 Wodonga Visitor Information Centre trailer ...................................................23
10.6 Contacts ...................................................................................................23

Tables
Table one: Organisations which provide funding for events .......................................... 6
Table two: Guide to toilet facilities according to patronage.........................................10
Table three: Reduction in toilet facilities for short events.................................. .... ....10
Table four: List of emergency services contact details................................... ........ ...16

Appendices
Appendix one Project plan/Critical path/Task list template for an event
Appendix two Event budget template
Appendix three Event marketing plan template

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1 Introduction
1.1 Introduction
Wodonga is a great city in which to host events. Organising any event requires
considerable hard work and planning. This guide demonstrates a range of issues to be
considered and resources available that can assist in making for a successful occasion.
Wodonga Council hopes you find this planning guide of assistance.

1.2 Working with Wodonga Council

Wodonga Council can help you ensure that your event runs smoothly and is successful.
This document can be used to streamline your approach to planning by outlining the
responsibilities of Wodonga Council and external bodies, as well as identifying
appropriate resources to assist you with your event. It can be used as a guide when
hosting any event within the city, providing handy tips and advice along the way.

Wodonga Council values community events and the contribution they make to the
community. Wodonga Council can provide many types of assistance in the staging of
your event. These include:
Event development and delivery advice;
Hiring and booking of recreation reserves, public reserves, parks or areas of open
space;
Food safety advice;
Grants through the Festival and Event Contribution Program;
Local laws advice;
Marketing;
Traffic management and road closures (limited to Wodonga Council roads); and
Waste management advice.

To contact Wodonga Councils events team, please refer to the contacts page at the end
of this guide.

2 Event planning
2.1 Event purpose and concept
Defining the purpose and concept of your event is an essential starting point of the event
management process, to ensure the events success. You and your event committee
should brainstorm some aims and objectives of the event and ensure these are specific,
measurable, achievable, realistic and have a time frame.

2.2 Develop an event management plan

Planning is the most important part of running a successful event. Event management
planning includes all activities and issues associated with the event and how you are
going to plan for them. Your event management plan must include the following
important documents:
Key objectives and measures;
Project plan/ critical path/ and/ or task list listing all the tasks required to deliver
the event (appendix one is a sample task list);
Project budget;
Program schedule or runsheet (including contact list);
Site plan and other details about the venue;
Traffic management plan;
Security brief;
Contracts with suppliers and entertainers;
Event promotion/ marketing;
Waste management plan;
Emergency management plan, including map of evacuation;
Risk management plan;
Public liability insurance;

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Wet weather/ contingency plan;

First aid; and
Infrastructure and equipment list.

For events that are held annually, a lot of the documentation can be utilised for future
years.

2.3 Research
Before investing a lot of time and money into an event, it is important that you research
its concept to evaluate the likelihood of its success. You can do this by investigating
other similar events that have been held locally or in another location. You should
consider any available market research about these events in terms of audience
participation and community acceptance. Through the process of researching, you will be
able to establish the viability of the event for a Wodonga audience. Then, you can go
ahead and plan your event with confidence, implementing and facilitating it in the most
appropriate and effective way.

2.3.1 Community and public consultation

Consulting with residents and businesses in the vicinity of your event venue can assist
with the smooth running of your event. This is especially important if your event directly
affects any individual or business.

2.4 Organising group/planning committee

It is important to establish a committee with identified roles and responsibilities, or share
the workload with professional staff. Dependent on the nature and scope of the event,
you may seek the services of a company to help in the planning and management of the
event, or some components of the event. A pre-determined fee will apply. Using an
external organisation to manage or partly manage the event does not diminish your
responsibility to fulfil obligations outlined in this guide.

2.5 Timing
The timing of your event can be crucial to its success. It is important to find out when
other events are being staged in the Albury, Wodonga and North East Victoria region so
that your event does not suffer from poor attendance. Remember to find out when public
holidays are and to be mindful of school holidays. Spring and Autumn are particularly
popular times to stage local events. To avoid disappointment, please consult with
Wodonga Councils events co-ordinator or visit alburywodongaaustralia.com.au

Consideration also needs to be given to the time of day your event will be run. This must
fit with your event concept and target audience. For example, you wouldnt start a family
event at 9pm or hold it during the heat of the day between 11am and 3pm in the
summer months. Also, be mindful of the length of the event as this can impact
significantly on costs and participation numbers. Once you have identified a date, notify
your key stakeholders and place it in their diaries.

3 Budget
In order to successfully plan your event, you will need to develop an accurate and
comprehensive budget (appendix two is a budget template).

3.1 Income
As ticketing is an important means of crowd control, you must consider a ticketing
process that involves advanced ticket sales, tickets purchased at the event or both. Your
event management plan needs to address:
Whether the tickets are pre-sold, sold at the gate or both;
Information provided from the tickets about the event; and
A description and/or a copy of the ticket.

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3.1.1 Sponsorship
Sponsorship can contribute to the success of your event. Seeking sponsorship from
businesses and organisations can be time consuming and frustrating if you are not
strategic in your approach. When short listing potential sponsors, make sure their
philosophy matches with your event concept and target audience.
By researching their priorities and guidelines for sponsorship in advance, you can align
your approach and submission to these goals. It is recommended that you contact the
appropriate manager in person to give your sponsorship request maximum impact. A
face-to-face meeting is often the most effective way to sell your event.

3.1.2 Wodonga Council funding programs

Wodonga Council values the contribution that arts, culture, festivals and events make to
a dynamic, diverse and holistic community. These aspects are documented in its Cultural
Services Plan. One way the council seeks to support a range of public entertainment and
engagement opportunities is through the following funding programs:
Arts and Cultural Contribution Program;
Festival and Event Contribution Program; and
Event Attraction Contribution Program.

For more information about applying for these funding programs, please visit the
councils website or phone the councils events co-ordinator on (02) 6022 9300.

3.1.3 Grant funding sources

Finding and applying for grants funding can be a complex and time consuming process
often requiring a lead time of up to six months before your event. You can access grant
funding programs by visiting the following websites.

Table one: Organisations which provide funding for events

Organisation Website

Australian Government: GrantsLink (access grantslink.gov.au

to all grants)
Festivals Australia arts.gov.au/arts/festivals_australia
Tourism Victoria tourism.vic.gov.au/marketing/marketing/ev
ents-marketing/
Australia Council for the Arts australiacouncil.gov.au/grants/fundingguide
Victoria Government Department of dpcd.vic.gov.au
Planning and Community Development
Victorian Multicultural Commission Grants multicultural.vic.gov.au
Program
Regional Development Victoria rdv.vic.gov.au (Local Life, Local Events
program)
Vic Health vichealth.vic.gov.au/en/Funding-
Opportunities/About-Funding.aspx
Arts Victoria arts.vic.gov.au
Regional Arts Victoria rav.net.au
Philanthropy Australia philanthropy.org.au
Department of Sport and Recreation sport.vic.gov.au

If you are successful in securing funding, make sure you are adequately informed about
any obligations you are committed to fulfil. For example, often you are required to report
back to your funding body after the event. This will mean you have to collect data during
the event such as attendance rates and audience satisfaction feedback.

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3.1.4 Raffles and fundraising

Should you wish to hold a raffle or if your event is a fundraising event, you will need to
ensure that your event complies with laws and regulations set by the Victorian
Commission for Gambling Regulation.

3.2 Expenses
It is important to account for all costs associated with the events activities. Be sure that
you do not overspend on this amount, unless you have income to cover the expense.
When considering your budget, dont forget to include the following where appropriate:
Venue hire;
Equipment hire (For example, staging, marquees, trestle tables, toilets and bins);
Audio visual;
Entertainers and performers (including Australasian Performing Right Association
(APRA) or Phonographic Performance Company of Australia Ltd (PPCA) licence
fees);
Marketing and promotion;
Signage;
Catering;
Power (For example, consumption at venue and generator hire);
Permit fees;
Security;
Traffic management fees;
Salaries and fees;
Travel and accommodation;
Administration (For example, telephone, postage and art supplies);
First Aid (St John Ambulance); and
Contingency (at least 10 per cent is recommended as a guide);

To obtain the best possible price, contact several suppliers with your event requirements
and arrange a quote.

3.3 Cash handling

Should you have a float or the need for cash handling at your event, ensure your staff
adopt safe cash handling practices, for example, avoid counting cash in front of event
attendees. Ensure you have plenty of change in your float to meet the demands of your
event.

4.0 Venue
4.1 Venue selection
A venue needs to be selected depending on its suitability to your events concept.
Correct venue selection is a critical success factor for an event. Consideration needs to
be given to:
Indoor/outdoor requirements;
Location and approximate travel time to get there;
Proximity to public transport and adequate car parking;
Catering facilities and liquor licensing;
Heating and air conditioning;
High visibility to attract passing traffic;
Cost of using the venue;
Services supplied. For example, power, water, toilets, lighting and shelter from
weather;
Access for the disabled, heavy equipment;
Site layout;
Wet weather options; and
Audio visual options.

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Wodonga Council produces the City of Wodonga Venue Guide to assist event organisers
with researching venues in Wodonga for your event. For further information, visit
Wodonga Councils website or contact the councils customer service to receive a copy.

If you wish to use a recreation reserve, public reserve, park or area of open space within
Wodonga, you will need to book it through Wodonga Council. To find out about using a
Wodonga Council venue, contact Wodonga Councils customer service.

4.2 Venue/site map

Site plan checklist
A site map should be drafted for your event identifying the utilities and services. Tick all
the items below that are required for your event. After you make sure these conform to
Wodonga Councils and other legal requirements, you can include them on your site
plan/floor plan.
Directional signage location
Disabled access
Drinking water sites
Emergency access and exit points
Entry and exit points
Event management area
First aid posts
Fire extinguishers
Greens Rooms for performers
Information booth/s
IT Equipment PCs, IT connection, projectors, screens
Kitchen or catering facilities
Liquor licence / wet and dry areas
Location of temporary and/or permanent toilets (including disabled)
Lost and stolen property/ lost children
Media area
Parking (refer to traffic management plan) and disabled parking
Pedestrian routes
Performance/entertainment locations
Power supply (single or three phase)
Registration area
Restricted areas
Roads or paths
Rubbish bins
Seating and /or shade (natural or built)
Security location
Staff/ back of house area
Stages and marquees
Structures (art and design)
Telephone access
Water (including for fire appliances)/gas control/generators)
Vehicle access routes

4.3 Grass cutting and irrigation lines

If your event is being held at a Wodonga Council venue, the council can organise grass
cutting before your event. If temporary structures, like tents, are being erected,
underground irrigation lines and power must be located and marked out by Wodonga
Council staff beforehand to avoid damage. Please contact Wodonga Councils events co-
ordinator at least two weeks prior to the event if you would like to access either of these
services.

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4.4 Power
Typically, power is a crucial utility required for events. It comes in two forms; single-
phase power and three-phase power. Single-phase power involves a 240kw power outlet.
Most domestic loads are single phase. Three-phase systems allow you to power larger
motors and other devices such as generators. If using a portable power source for audio,
power must be earthed.

Most events usually only require access to single-phase power; although, some such as
food vendor vans, audio or concert lighting set-ups require a three-phase power supply.
It is important when planning your event that you consider the needs of the groups
attending the event to ensure that you have adequate resources and a sufficient power
supply.

Safety issues must be carefully considered when dealing with power. All power leads
must be tagged and tested and must be covered with approved safety pads to prevent
damage by both pedestrian and motorised traffic. Potential hazards relating to power
must be addressed and included in your risk management plan. As a preventative
measure, it is worthwhile consulting with the venue and users to confirm specific details
with respect to supply and demand.

4.5 Temporary structures

If you are intending to erect temporary structures for public entertainment at your event,
you must follow the following guidelines. A temporary structure includes:
A booth, tent or marquee or other temporary structure with a floor area more
than 100 square metres;
A seating stand (whether enclosed or not) for more than 20 people;
Stage or platforms (including sky borders and sky wings) exceeding 150 square
metres floor area; and
Pre-fabricated buildings more than 100 square metres.

All temporary structures with a floor area more than 100 square metres need to be
approved by a qualified engineer. Wodonga Council may require an inspection to
determine if the permit is being complied with. Thus, it is advisable to make use of a
registered building practitioner when erecting such a structure. Local event hire
companies include:
Barlens (barlens.com.au);
RBR Party Hire (rbrparty.com.au); and
24 Seven Events and Party Hire (24sevenevents.com.au).

Public entertainment cannot be conducted at a place without an occupancy permit. A

place of public entertainment includes any place/building having a floor area more than
500 square metres which is enclosed or substantially enclosed; or to which admission
can be gained by payment of money or other consideration which is used or intended to
be used for an entertainment or meeting to which admission may be ordinarily gained by
members of the public (The Building Act of 1993 and Building Regulations 2006). Further
information can be found on the Victorian Building Commissions website.

For further enquiries on temporary structures, please contact Wodonga Councils building
and planning teams.

4.6 Toilets
Toilet facilities must be able to cater adequately for the number of patrons attending
your event. The Building Code of Australia 2005, Volume one, Victoria Appendix, Section
Vic H102.4 Sanitary and amenity facilities in places of public entertainment must be
adhered to. Table two also outlines the number of toilet facilities required for events.
These figures may be reduced for short events as shown in Table three. Disabled access

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to toilets must be provided as well. It is essential that these facilities be maintained in a

clean state throughout the entire event.

If the event is held in a venue such as a park or reserve with existing public toilets and if
the appropriate booking system has been applied, Wodonga Council will ensure that the
toilets are cleaned prior to the event. You will, however, be responsible for maintaining
their cleanliness during the event. It is recommended that toilets be cleaned every two to
three hours by contracted cleaning staff, depending upon volume. Dont forget to buy
lots of toilet paper. If your venue does not offer an adequate number of toilets, you will
have to hire portable toilets. Ensure toilets are well lit so as not to provide a security
hazard, and are located away from food storage and food service areas.

Table two: Guide to toilet facilities according to patronage

Males Females
Patrons Toilets Urinals Hand Toilets Hand
basins basins
<500 1 2 2 6 2
<1000 2 4 4 9 4
<2000 4 8 6 12 6
<3000 6 15 10 18 10
<5000 8 25 17 30 17

Table three: Reduction in toilet facilities for short events

Source: Event Management: Planning Guide for Event Managers in Victoria

Duration of event Quantity required

More than eight hours 100 per cent
Six to eight hours 80 per cent
Four to six hours 75 per cent
Less than4 hours 70 per cent

4.7 Water
At your event, ensure that staff and volunteers have ready access to free water during
the event. Clear directional signage must indicate where to locate water stations.
Under the Building Code of Australia, event organisers must:
Provide one drinking fountain or drinking tap (not a washbasin) for every 200
patrons or part thereof;
Provide drinkable water that is freely available;
Provide signage to the water; and
Place drinking taps in areas that do not form a bottleneck of patrons.

4.8 Waste management

Whether your event is a major festival or a small celebration, provision must be given to
the appropriate collection and disposal of waste and recycling during and after your
event. Careful planning will ensure that you have sufficient facilities, such as rubbish
bins, recycling bins and mini skips, to dispose of all rubbish and recyclables.

After your event is over, you will be required to clean up. You will need to have
organised enough staff to help with this job. Wodonga Council may provide waste
management support for not-for-profit groups, but generally it is necessary for you to
arrange your own rubbish disposal. While Wodonga Council is able to assist with the
cleaning of streets and car parks prior to an event, it cannot provide the additional
service required for waste management at large commercial events. As a result, you may
need to contract the use of mini skips and bins through a commercial provider.

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Wastewater cannot be disposed of down stormwater drains. This water needs to go into
a sewer outlet. For more information about waste management at public events, contact
Wodonga Councils customer service.

Wodonga Council can also assist you with advice on introducing cost effective waste
reduction, reuse, recycling and composting programs.

4.9 Disability access

For information about your responsibility to provide adequate disability access at your
event, you can refer to Accessible Events A Guide for Organisers. This publication
contains practical information on how to make events accessible for all people in the
community. This guide can be access via the Meetings adn Events Australia website.

5 Program
5.1 Programs and performers
You need to define clearly the reason for hosting your event giving careful consideration
to your target audience. The program content should be selected to support the concept
underpinning the event. Activities should be tailored to meet these requirements. A
range of performers to keep people interested from the events start to finish should be
chosen to complement activities. If your event is targeted at children, remember to also
cater for parents and carers in the programming.

It can be challenging to source appropriate performers that fit into your events theme.
You can use the services of agencies to assist you in locating these performers. At some
events and festivals, copyright laws may apply when songs are performed that are not
the entertainers original pieces. You will be required to pay a performers rights fee to
the Australasian Performing Right Association (APRA) and/or the Phonographic
Performance Company of Australia Limited (PPCA). For more information, please contact
APRA or PPCA.

5.2 Recognition of indigenous land owners

An Acknowledgement of Country is a means by which all people can show respect for
Aboriginal culture and heritage and the ongoing relationship the traditional custodians
have with their land. An Acknowledgement of Country would be used at minor functions
such as public speeches, seminars and meetings. On such occasions, a chair or speaker
may begin by acknowledging that the meeting is taking place in the country of the
traditional custodians. For example:

I would like to acknowledge the traditional custodians of the land. I would also
like to pay respect to the Elders both past and present and extend that respect to
other Indigenous Australians who are present.

At major functions such as conferences, naming and/or opening ceremonies,

major exhibitions and other functions where official guests and dignitaries are in
attendance, it is important that an Elder be asked to conduct the Welcome. In addition,
other welcoming activities such as music and dance may be used under the direction of
the Elder.

5.3 Wodonga Mayor and/or councillor involvement

You may wish to have a representative from Wodonga Council attend your event. To
extend an invitation to the Mayor or councillor/s, please forward a request in writing to
Wodonga Council or phone the executive assistant on (02) 6022 9300.

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5.4 Program schedule/run sheet

Develop a running sheet that sets out when things take place on the day of the event.
The document should include items such as set-up of equipment, arrival of VIPs,
presentations of awards. The smooth running of an event is dependent upon the people
involved knowing what, where and when activities are occurring. Running sheets are
critical to ensure that everyone is aware of what is happening and whose responsibility it
is to make it happen.

5.5 Audio visual

If your event requires audio visual, you must consider the type of equipment you will
need. In doing so, you will need to consider:
Requirements of performers (performers will often provide technical specifications
for this);
The venue size;
Green room (change room with mirror and water);
If the event is held indoors or outdoors;
The anticipated size of the audience;
Time of day;
Proximity to residential areas;
Access to power;
Stage and staging (for example, access to the stage, stage surface)
Rigging points for lights;
Lead covers;
Microphone and lectern for speeches; and
Crowd barriers.

Make sure you test all equipment before your event commences. For local AV suppliers,
please contact Wodonga Councils events co-ordinator.

6 Marketing
As an event organiser, you will be required to be an effective communicator. You will
need to plan ways to promote your event to the community and key stakeholders and
relay messages to participants on the day of the event.

6.1 Event marketing plan

An event marketing plan will be needed to detail how you will promote your event
(appendix three is an event marketing plan template).

Your plan must describe how the public will hear about your event. It should detail all the
promotional opportunities that you will be using for your event. The plan should include
who is responsible for each promotional activity or item and the proposed date for
completion.

It is important to ensure that any commitments made to sponsors regarding advertising

and promotion is incorporated into your marketing plans.

Below is a list of local marketing activities which you may engage for your event in
Wodonga:

6.1.1 Advertising
The Border Mail newspaper
NECANA newsletter Defence newsletter
Albury Wodonga News Weekly (awnw.com.au)
Neighbourhood Watch newsletter
Midweek Express

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Radio - 105.7 The River*, 104.9 Star FM*, 1494 AM 2AY, Edge FM/3NE, ABC
Goulburn-Murray
Television PRIME 7, WIN, Southern Cross Ten*
Out & About Quarterly publication produced by The Border Mail which has a
calendar of events for the region. Contact The Border Mail on (02) 6024 0501 for
edition deadlines and details.

*Southern Cross Media affiliated.

6.1.2 Banner
A 12 metre x 1.2 metre banner can be erected across Elgin Blvd to welcome visitors to
Wodonga to your event. For further information about booking this and fees applicable,
please contact Wodonga Councils customer service at Wodonga Council on (02) 6022
9300.

6.1.3 Direct mail

If planning a direct mail campaign for your event (For example, a letterbox drop to
residents), contact Wodonga Councils events co-ordinator for a list of local companies to
quote on your specific requirements.

6.1.4 Noticeboards
Many local cafes and businesses around Wodonga have noticeboards where you can
place a promotional poster or information about your event. Please check with the
cafe/business owner before putting up the poster.

If your event is a sporting event, local gyms and sporting facilities may also have a
noticeboard where you can display a poster and information about your event.

Wodonga Council has noticeboards at Coles supermarket (off Hovell St), Woodland
Grove, the Baranduda Community Centre, Kookaburra Point (near Lake Hume) and the
Wodonga Sports and Leisure Centre. While it is not guaranteed that your poster will be
placed on the councils noticeboards, event organisers can drop off five A4 posters at
customer service, addressed to the communications and marketing team for
consideration.

6.1.5 Media
Tourism Victoria provides a Working With Media kit for organisations who wish to use the
media as a means of promoting your event via the Tourism Victoria website at
tourism.vic.gov.au/industry-resources/industryresources/
working-with-the-media/

6.1.6 Online tourism and event websites

Below are some suggested free websites to promote your event (subject to website
owner approval). Details you may include are date, time, location, a short blurb about
the event, the event website, cost to attend, event co-ordinator contact details as well as
a picture or logo in jpg format.
alburywodongaaustralia.com.au/events.asp - managed by Wodonga Council
Northeastvictoria.com.au managed by Wodonga Council
visitvictoria.com/
vic.gov.au/calendarday/2011/10/09.html?type=current&day=09&month=10&year
=2011
visitalburywodonga.com/whats-on
murrayriver.com.au/events/vic/
albury-wodonga-vic.com.au/add-links.htm
about-australia.com/events/victoria/murray/events/
australia.com/events/Events.aspx

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victoriastartpage.com/calendar.html
ausemade.com.au/vic/destination/events/victoria-events.htm
australiancountryevents.com
regional eventslive.com.au
alistguide.com.au/event
wottodo.com.au

6.1.7 Online news calendars

The below local news websites will also list community events:
bordermail.com.au/submitevent.aspx
mycommunityconnect.com.au
wodonga.iprime.com.au/index.php/lifestyle/infonet
2ay.com.au/community_2ay

6.2 Signage
Appropriate signage can also be used to promote your event and direct people to
amenities/locations at the event. Signs should be installed to provide safe, easy access
and movement at your event. Directional signage that indicates where toilets, exits and
information booths are located is strongly recommended. Sponsors requirements should
be taken into consideration when hanging signage. Signs are recommended to provide
information about:
Public phones;
Entrances and exits;
Ticketing (including services for people with a disability)
Toilets;
Water;
First aid posts;
Camping areas and facilities;
Parking;
Information centre;
Rules relating to alcohol consumption;
Lost and found;
Public transport pick-up and drop-off;
Security;
No smoking/alcohol consumption (if appropriate);
Program details;
Emergency services; and
Notice of closures to footpaths or walkways.

If you choose to promote your event using signage, be aware that some signs will
require a planning permit. Please check with Wodonga Council and allow sufficient time
for approval of permit requests.

Please note that signage anchored by star pickets/pegs should be approved by council to
ensure electrical, gas and telecommunication underground services on council owned
land are not affected. Please remember to remove any signage at the end of your event.

6.3 Wodonga Visitor Information Centre

The Wodonga Visitor Information Centre (VIC) has two locations with the main centre in
Hovell St, Wodonga and another centre located at Gateway Village. Staff at these centres
can promote your event to visitors passing through the region. The VIC can display an
A4 poster and/or brochures promoting your upcoming event. Feel free to chat to the
friendly staff on 1800 796 222 and let them know about your event.

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6.4 Professional photography and video recording

If planning to engage a photographer at your event and you intend to use the images in
the future for promotion or in a publication, please ensure subjects provide consent of
their image being used, as per the Privacy Act 2001.

6.5 Notifying residents

It is important to advise residents and local businesses in close proximity to the event
venue, that your event will be taking place. You can notify residents by conducting a
letterbox drop in the surrounding areas, including the following information:
Name of the event;
Event purpose;
Number of participants;
Any disruptions to residents and businesses;
Road closures;
Event organiser contact name and number; and
Public transport and disruptions

You should also forward a copy to Wodonga Councils events co-ordinator prior to the
event.

7 Event safety and regulations

7.1 Public liability insurance
Public liability insurance is mandatory for all events with a minimum of $10 million cover.
You may also need to ensure that there is adequate insurance cover for any volunteers.
Various insurance companies offer a community group insurance scheme with cover
available for most community events, celebrations and festivals. Two organisations are
localcommunityinsurance.com.au and communityinsurance.com.au

All contractors, performers, food vendors and other suppliers at your event should supply
you with a current certificate of currency prior to their participation at the event. Please
note that a tax invoice is not a certificate of currency and is not accepted as a certificate
of currency. For other insurance enquiries, please contact the councils risk management
advisor.

7.2 Risk and opportunity management plans

Prior to your event, it is vital that you make an informed assessment of all possible risks
and opportunities associated with the event. Through careful analysis, you must identify
any potential hazards (or detrimental consequences) that could pose a risk to anyone
involved in the event or potential opportunities for improvements. It is important to
include others in this process including emergency services, venue managers and risk
assessment officers.

A risk assessment meeting, attended by key stakeholders, should be held to ensure that
possible risks and opportunities are identified and managed. This should be documented
in a risk and opportunity management plan which will allow you to minimise the risks
involved and any opportunity for running of your event.

For large events, Wodonga Council will require a copy of your risk management plan to
be submitted as part of the venue booking process. For a copy of an event risk
management plan template, please contact Wodonga Councils events co-ordinator. For
risk assessment enquiries, please contact the councils risk management adviser by
phoning the number above.

7.3 Emergency management plan

Your event also must have an emergency management plan. This plan will outline your
response in the event of an emergency. It should consider:

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Possible emergency interruptions;

Evacuation procedures (including evacuation points);
Personnel responsible in emergencies and evacuations;
Emergency services meeting points;
Ambulance and emergency vehicle loading areas;
An incident control centre;
Arrangements for additional emergency services personnel;
Lines of communication in order of authority; and
Risk management strategy.

People involved in the staging of your event must be familiar with the contents of the
emergency management plan.

7.4 Emergency services

Depending on the location, timing, size and make-up of the event, event organisers will
need to inform the Country Fire Authority (CFA), State Emergency Service (SES),
ambulance service as well as the Victoria Police who, if requested, may attend and
provide a presence at the event. The provision of first aid facilities is essential to any
large scale event.

St John Ambulance or the Red Cross can be contracted for basic first aid requirements.
Serious injuries will require Ambulance Victoria.

It is important to identify and record details of local emergency services even if they are
not necessarily attending the event (see Table one). The CFA, police and ambulance
should be informed about the event either by letter or phone.

Table four: List of emergency services contact details

Local Contact Phone Informed/ Required to

organisation name number(s) booked attend
event?
Ambulance Yes Yes
No No
CFA Yes Yes
No No
Police Yes Yes
No No
SES Yes Yes
No No
St John Yes Yes
Ambulance No No
Security Yes Yes
No No
Local hospital Yes Yes
No No

7.5 Contingency plan

The contingency plan is formulated after you have conducted a risk assessment and
written your risk and emergency management plans. It is necessary to undertake
contingency planning to cater in advance for situations that may possibly arise.

7.6 Wodonga Council permits and local laws

If you are planning an event that involves busking, camping, advertising or selling goods
then you may require a permit from Wodonga Council.

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You can collect permit application forms for these activities from the Wodonga Council
offices or you can phone the civic services team. To ensure your event complies with
Wodonga Councils local laws, please phone the civic services team.

7.7 Traffic management

If your event impacts on any road, public transport or the flow of local traffic in
Wodonga, you will need to notify the council of your event and also develop a traffic
management plan.

Wodonga Council will be able to explain how your event may affect the road network and
traffic flow and elements required for a traffic management plan. Traffic management
plans need approval by Wodonga Council and possibly from VicRoads and should include
details of the following:
The aims and objectives of the plan; and
The area affected.

7.8 Temporary road closures

Depending on the nature of your event, you will be required to comply with specific
conditions in order to obtain your temporary road closure permit.

The councils civic services team will advise on conditions including newspaper adverts
for road closures that need to be met. For more information about road closures, please
contact the councils civic services team.

7.9 Noise levels

Music and other noise from events can often be loud and as a consequence noise
pollution can occur. Loud music or noise cannot be projected before midday or after
11pm. Under the State Environmental Protection Policy (Control of Music from Public
Premise) No. N-2, if your outdoor event involves the use of amplified music or loud
noise, you must monitor your sound levels to ensure they dont breach 65 decibels (dB)
for outdoor venues, when the measurement point is located outdoors and 55 dB when
located indoors. For indoor venues, this is five dB during the day/evening and eight dB
during the night.

Further information about Victorian State noise regulations is available via the
Environmental Protection Authoritys (EPA) website at epa.vic.gov.au/noise

7.10 Security
In the early planning stages, you will need to determine the likelihood of security issues
arising before, during or after your event. You will need to take into account:
Crowd control issues;
The serving of alcohol; and
The safe storage of money.

If any of the listed issues cause you concern, Wodonga Council recommends that you
consider contracting a security firm for your event. A security brief would then need to
be developed in partnership with the security firm. It should include details of:
The details of any security firms that have been contracted, including licence
details and the number of personnel at the event;
Roles and responsibilities of staff (including a list of people permitted in restricted
areas);
Victoria Police contact details for the event, including station and contact person;
Crowd control measures;
Cash protection measures;
Equipment protection measures;

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Procedures for confiscated or prohibited items;

Details of the venue layout, entrances, exits, first aid posts and potential hazards;
Potential issues that may arise; and
Areas where public access is restricted.

7.11 Catering
If your event is running for an extended period of time, you may want to consider
catering arrangements. These arrangements should enhance the theme and timing of
your event and can be promoted in your marketing campaign. Catering options could
include:
Getting participants to bring their own food;
Getting community groups such as local service clubs to supply food; and
Booking mobile food vendors.

You also must take into account the cost of food and its impact on your target audience.
Expensive meals can deter families from attending an event. Community groups can
provide a low cost catering alternative. This is also an effective way of engaging the
community in your event and having funds reinvested into the community. Another
option is to book a mobile food vendor. You can often charge a nominal fee for mobile
food vendors to attend your event as commercial operators. You must ensure that
vendors have documentation to indicate that they meet the Food Act 1984 requirements.
For more information on food vendors, contact Wodonga Councils environmental health
team.

7.11.1 Food hygiene

If you are planning on selling any kind of food in Wodonga, you may need a registration
or notification. Wodonga Councils environmental health team can guide you on which
classification you fall under according to the Food Act 1984. The act requires this process
regardless of whether you are profitable, non-profitable or a charity organisation.

If you are already registered with another Victorian council, please inform Wodonga
Council by lodging a Statement of Trade (SOT) at least five days prior to trading.

Failure to register or lodge an SOT could result in enforcement action being taken. For
further information, please contact Councils environmental health team.

7.11.2 Alcohol management

While the consumption of alcohol is part of many social festivities, responsible behaviour
is also necessary. To ensure that responsible use of alcohol is encouraged and enforced
at all events, organisers are required to prepare an alcohol policy.

Some aspects to include in your events alcohol policy are:

A signed relevant application form for use of Wodonga Council reserve/facility,
with appropriate indemnities and insurances provided;
A permit from Liquor Licensing Victoria (LLV) (justice.vic.gov.au/alcohol), once
you have sent your application in, a copy is forwarded to Victoria Police for
comment. Ensure you allow three weeks for this process;
Responsible Service of Alcohol certificates for those individuals serving alcohol;
and
Security personnel.

For further information, please go to responsiblealcohol.vic.gov.au

7.12 Fire management

Management of fire hazards should be addressed at the risk assessment phase prior to
the event. Sources of fire risks at events may include food vendors cooking using LP gas

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or audio/visual equipment causing electrical fires. To proactively manage these risks,

event organisers and staff should conduct pre-event safety inspections to identify and
control any potential risks. The appropriate fire extinguishers should be made available
in any high risk areas, for example dry chemical (powder) extinguishers for LP gas or
electrical fire, water extinguisher for wood or paper fire.

7.13 Gas cylinder safety

To maintain public safety it is essential that all portable gas cylinders are secured. For
information about gas cylinders and safety regulations, please contact Energy Safe of
Victoria on 1800 069 588 or visit esv.vic.gov.au

7.14 Fireworks
Under Victorian state legislation, fireworks may only be included at your event if they are
provided and operated by a pro-technician who is licensed by WorkSafe Victoria.

Event organisers are also required to obtain a CFA Permit Schedule 14 and supply a copy
of this permit to Wodonga Council if your event falls within the specified Fire Danger
Period declared by the CFA. Further information can be found at cfa.vic.gov.au

7.15 Contracts
If you are planning to engage performers or event suppliers for your event, or if you
have secured sponsorship from local businesses, its a good idea to have a short letter of
agreement or contract between you as the event organiser and them. If the
arrangements are in writing, this will ensure that both parties are fully aware of their
event responsibilities and obligations including the fees negotiated, the supply of
equipment and what occurs if the event is cancelled, and will minimise any disputes that
may arise. Make sure this letter of agreement is clear and both parties are happy before
signing.

7.16 Postponing or cancelling the event

In the unfortunate circumstance that your event has to be postponed or cancelled,
please ensure that you undertake the following:
Notify the media such as local radio and television stations as well as The Border
Mail (if time permits)
Place signage at the event indicating that the event is cancelled/postponed
Ensure you fulfil all agreements such as payment of performer fees (or a portion
thereof) as outlined in your contracts (see 7.15 Contracts).

Please remember that if an electrical storm is forecast or takes place at the time of your
outdoor event, it is extremely dangerous for paid staff and volunteers to continue to set-
up and work. Under your duty of care, it is advised that the event be cancelled or
postponed.

8 Human resources
8.1 Staffing
Without the contribution of both paid and volunteer staff, your event would not be
successful. When recruiting staff with the desired skills and personal qualities, it is
important to clearly define roles and responsibilities so that potential workers can be
matched with appropriate duties. Likely roles required at events include:
Publicity and promotions;
Catering co-ordinator;
Performers and staging;
Safety and emergency services;
Admission and ticketing;
Information services;
Car parking;

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Administration; and
Crowd control.

Ensure that you have adequate staff to manage the event. Often local service clubs and
community groups are happy to assist.

8.2 Recruiting volunteers

As discussed in the section above, the recruitment of volunteers can be vital to the
success of your event. The Albury Wodonga Volunteer Resource Bureau may be able to
provide assistance in the sourcing of volunteers.

As part of your volunteer screening process, it is advised that any volunteers aged over
18 years who are recruited, agree to a police check to ensure the protection of all fellow
staff and event patrons. Further information can be obtained via the Victoria Police
website at police.vic.gov.au

If your volunteers will be working with children at the event in a one-on-one

environment (for example, supervising childrens art activities), they will also be required
to obtain a Working With Childrens Check. There is a fee for this and you should decide
whether you as the event organiser will cover this, or whether it is up to the volunteer to
pay.

8.3 OH and S
As part of your duty of care to all event staff and attendees, you need to consider the
following OH and S elements as an integral part of your event preparations:

8.3.1 First aid

For large events of 500 or more expected attendees, or for high risk events such as
extreme sports, you should engage the services of a registered first aid provider (see
Section 7.4 Emergency services). For all other smaller events, there should be a
complete first aid kit located in your information tent and an event staff member who
has been trained in first aid.

8.3.2 Heavy lifting

Ensure all event staff and volunteers demonstrate safe lifting and carrying techniques
when setting up and packing down equipment at your event.

8.3.3 OH and S walk-through

It is strongly advised that the main event co-ordinator and/or an OH andS representative
at your event, conduct a walk through 30 to 60 minutes prior to your event commencing.
This process will ensure any potential hazards are identified and rectified before event
attendees are present.

8.4 Team briefing (prior to event)

Hold a briefing session for everybody involved with the event to go through the program
schedule/run sheet. In addition, explore the contingency plan that you have in place so
other members of the team are briefed of the duties and responsibilities in case of any
mishaps. Make sure AV/IT equipment has been tested and that the master of ceremonies
is fully briefed.

9.0 Post event

9.1 Evaluation
A thorough assessment to measure whether you have achieved the events purpose is
required. Aspects of the event that are successful need to be documented along with
areas that need greater work. Feedback should be sought from both patrons and staff in
an effort to make an informed assessment of the events overall impact. Evaluation

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questions should determine the success of your events aims and objectives. These could
include:
Overall satisfaction or enjoyment of the event. Did it meet expectations?
Any suggestions for improving the event

Other questions should relate to the actual staging of the event. These could include:
Please rate the parking ease and availability?
How did you find out about this event?
How do you think we could improve promotion?
Did you find the program enjoyable?
Please rate the catering for this event?

Feedback methods need to be quick and easy for participants to access and answer.
They also need to be measurable and useful for event organisers. Suitable methods
could include feedback surveys, roving evaluators talking to participants and collection of
hard data such as attendance numbers.

9.2 Debriefing
After your event is over, you will need to organise a debriefing to review all aspects of
the experience.

Debriefing is a process whereby the event stakeholders have the opportunity to discuss
what worked, what didnt, why it didnt work and how it could be improved.

All stakeholders should be involved in this forum including the Wodonga Council events
co-ordinator, sponsors, volunteers, security, vendors, performers and staff. It should be
viewed as a worthwhile experience with recommendations greatly assisting the planning
for your next event.

Some points to discuss in the debrief:

List what you thought was successful or worked well in the area you were
responsible for;
List what you thought was not successful or did not work well in the area you
were responsible for;
List your recommendations for the area you were responsible for; and
List your recommendations for the whole event.

9.3 Showing appreciation

It is important to acknowledge the hard work of all those involved in your event.
Regardless of the extent of their contribution, it is essential to let staff and volunteers
know that their efforts are appreciated. It is a good idea to plan an informal gathering for
staff, to give them the opportunity to talk about the event in a social setting, and in turn
give you the opportunity to facilitate a feedback forum. Dont forget to budget for some
catering at your debrief as a sign of your appreciation.

If you have obtained grants or sponsorship for your event, dont forget to send out a
letter or certificate of appreciation with some event photos.

10 Other
10.1 Helpful hints for the day
The success of your event can rely upon the realisation of the following helpful hints.
Be on time. Get to your event venue early to ensure all aspects of the event are
running on-time and according to plan.
Carry your contact list. Make sure you have your contacts list of all staff and
external authorities handy.

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Be well briefed. Make sure you and your staff are available to answer any
queries that may arise before or during the event (a frequently asked questions
and answer sheet at your information tent can be very handy).
Check logistics. Ensure you have all your logistical requirements and equipment
(like maps and mobile phones) at the ready or with the people delegated to
operate or manage them.
Relax and enjoy the day. This should be fun for you too.

10.2 Rides
While rides can be a major attraction and provide additional revenue for organisers, they
also require careful monitoring and organisation. If you intend to charge an entry fee into
the event or intend to erect any marquees or other types of structures, you also will
need to contact Wodonga Council as early as possible for advice and to determine if a
permit is required. If you are planning to have the rides or marquee structures on
Wodonga Council-land, you will need to again contact the council to see if this is
permitted.

Minor rides are typically offered to the public for free at the event organisers expense. In
this case, a flat fee is paid to the operator by the organiser at no cost to the public.
Major rides can be subsidised by the organiser and offered to the public at a discounted
price, or the ride operator can operate the ride at full cost and return a percentage or flat
fee payment to the organiser for this opportunity. Operators must take full responsibility
for their rides. You should collect from them current copies of any necessary permits and
insurance cover prior to confirming their booking.

10.3 Sun smart

As the event organiser, you must protect the health of your event employees, volunteers
and patrons. To minimise exposure to harmful UV rays, you should consider:
Programming activities so that they are not during peak UV radiation times
between 11am and 3pm;
Taking advantage of existing natural shade provided by buildings, trees and other
structures and knowing where the shade falls during the time of your event;
Using portable shade structures where there is no shade;
Locating key activities such as eating areas in shaded spots;
Encouraging staff and patrons to wear sun protective clothing including
sunglasses and hats; and
Providing staff and patrons access to SPF 30 plus broad spectrum sunscreen for
use at the event.

10.4 Sustainable event management

Wodonga Council aims for environmental best practice and the integration of ecological
sustainable development in all aspects of its events. To achieve this, Wodonga Councils
events team is currently working on a Sustainable Event Management System (SEMS)
which will support the planning, development and implementation of both Wodonga
Council-run and community-run events. The SEMS will also provide a framework to
ensure that those events are also consistent with Wodonga Councils stated sustainability
objectives.

Once completed, Wodonga Councils events team will be able to provide leadership,
change, the best advice and support for community event organisers to ensure events in
Wodonga are leading the region in sustainability.
It is envisaged that the SEMS will be adopted by Wodonga Council by the end of 2012.
Please contact the councils events co-ordinator for further information.

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10.5 Wodonga Visitor Information Centre trailer

For larger events with a high percentage of visitors from outside the Albury-Wodonga
region, the Wodonga Visitor Information Centre has a trailer which can be staffed by
volunteers for your event. Please contact the councils events co-ordinator at least two
weeks prior to your event to organise.

10.6 Contacts

Albury Wodonga Health Wodonga (02) 6051 7111

Campus awh.org.au
Albury Wodonga Volunteer Resource (02) 6021 0990
Bureau vrb.org.au
Attorney-General Departments Crime (02) 6250 6711
Prevention and Community Safety crimeprevention.gov.au
Australian Amusements Leisure and
Recreation Association aalara.com.au
Australian Performing Rights Association (03) 9426 5200
(APRA) apra.com.au
Bureau of Meteorology (03) 9669 4000
bom.gov.au
Community Group Insurance Scheme (03) 9860 3470
llcq.org.au
Country Fire Authority (CFA) District 24 (02) 6056 3022
cfa.vic.gov.au
Emergency calls only Police, Fire, and 000
Ambulance
Energy Safety Victoria 1800 069 588
esv.vic.gov.au
Food Safety Victoria, Department of 1300 364 352
Human Service health.vic.gov.au/foodsafety
Liquor Licensing Victoria (03) 9655 3366
consumer.vic.gov.au
Meetings and Events Australia (02) 9929 5400
meetingsevents.com.au/downloads
Phonographic Performance Company of (02) 8569 1100
Australia Limited (PPCA) ppca.com.au
Regional Development Victoria (02) 6056 2166
rdv.vic.gov.au
Resource Smart 1300 363 744
resourcesmart.vic.gov.au
State Emergency Services (SES) 1300 842 737
ses.vic.gov.au
St John Ambulance (02) 6059 2980
stjohn.org.au
SunSmart (03) 9635 5148
sunsmart.com.au
Sustainability Victoria (03) 8626 8700
sustainability.vic.gov.au
VicRoads (03) 9881 8000
vicroads.vic.gov.au
Victorian Building Commission 1300 815 127
buildingcommission.com.au
Victorian Gaming Commission 1300 182 457
vcgr.vic.gov.au

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Victoria Police Wodonga (02) 6049 2600

police.vic.gov.au
Victoria Workcover Authority (03) 9641 1555
workcover.vic.gov.au
Wodonga Council (02) 6022 9300
wodonga.vic.gov.au
Events team, Civic services team,
Environmental health team PO Box 923
Wodonga Vic 3689
Worksafe Victoria (03) 8792 9000
worksafe.vic.gov.au

Disclaimer
While this information contained in this planning guide has been prepared with all due
care for the benefit of the user, Wodonga City Council, its officers, employees, agents
(Wodonga Council) do not warrant or make representatives as to its accuracy. The
information is made available on the understanding that Wodonga Council shall have no
liability for any loss whatsoever that might arise as a result of the use of information by
the reader or any third parties who receive the information directly or indirectly. It is the
users responsibility to make his or her investigations, decisions and enquiries about this
information.

All information and ideas contained in this document are confidential to Wodonga City
Council. ABN 63 277 160 265. Use of any of the materials or ideas contained in this
document, without the prior written consent of the council, may result in legal action
being taken against those parties in breach of the confidentiality in which this document
has been prepared, written and submitted.

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Appendix one
Project plan/Critical path/Task list template for an event

<Event name>
<Event location>, <Event date and time>
Task Responsibilities: Started Finished Date

KEY MILESTONES
Expression of interest deadline
Marketing print deadline
Event date

TASKS COMPLETED
Establish date for event
Steering committee set-up and allocation of sub-committees (set
parameters and methodology of communication)
Venue contract reviewed and signed
Finalise title and theme
Seven to 10 months prior
Design and print
Arrange the design of logo
Finance
Prepare preliminary budget and have signed off
Confirm booking procedure (if tickets are involved)
Research funding grants to apply for
Ensure public liability insurance covers all event activities
Management
Draft critical path for review
Establish future committee meeting dates
Finalise committee responsibilities
Hold community and public consultation
Write event management plan
Marketing
Establish marketing and communications plan
Update regional tourism websites with event details
Program
Research ideas for entertainers/ performers/ activities
Sponsorship
Obtain information on demographics and the key benefits of
involvement from commercial perspective for inclusion in the
sponsorship flier
Sponsorship packages to be determined (levels, packages, inclusions
and entitlements)
Send sponsorship flier to print
Distribute sponsorship flier and make pitches
Review and enter sponsorship contact databases into database
Six months prior
Emergency services
Request first aid service service
Management
Confirm performers entitlements (travel, accommodation and meals)
Committee meeting
Program
Programme grid developed with performer time allocations
Discuss ideas for entertainers/performers/activities with committee
Research welcome to country
Five months prior
Community participation - expression of interest
Introduction of project to community through marketing, call for
expression of interest from individuals/groups interested in planning,
performing, volunteering
Food stalls
Research appropriate food stalls/vendors and update database
Send information to potential food stalls/vendors
Entertainment
Source performers as appropriate and update database

Confirm with committee with performers (and check against budget)

Update master spreadsheet for for entertainments

Send contracts to all performers/activites (outlining deadlines,
requesting photos, biographies and confirming entitlements)
Management
Committee meeting
Marketing
Put expression of interest detials on website
Sponsorship
Plan a schedule to follow up regularly with potential sponsors
Produce contract for sponsors, process invoices, and request logos as
sponsorship bookings come in
Venue
Evacuation plan
Four months prior
Design and print
Set program draft and brief
Finance
Appendix one
Project plan/Critical path/Task list template for an event

<Event name>
<Event location>, <Event date and time>
Task Responsibilities: Started Finished Date

Review 2012 budget

Food vendors
Compile draft contracts and forms
Raise invoices for food vendors
Entertainment

Confirm with committee with performers (and check against budget)

Update master spreadsheet with entertainment contact details

Review contracts (checking that risk management form is complete
and that insurance is current)
Management
Committee meeting
Wet weather contingency plan
Marketing
Engage in social media for event
Three months prior
Food Vendors
Send contracts to all food vendors (outlining deadlines and confirming
entitlements)
Check current food registration with the council
Infrastucture
Book infrastructre as per performers requirements
Confirm standard requirements for stages
Request quote from audio visual supplier
Entertainment
Book accommodation for performers where required
Management
Committee meeting
Marketing
Flier design and production
Poster design and production
Operations
Draft security brief
Get security quotes
Book security
Arrange parking staff for venue
Organise any permits for event
Organise any licences for event
Traffic management plan
Risk management plan
Sponsorship
Confirm sponsors' entitlements (acknowledgements, logos,
advertisements) and request materials as appropriate (advising that
full payment of sponsor package is required prior to print deadline for
the sponsor's information to be included)
Ensure all entitlements are adhered to
Volunteers
Meet with KM and VB about volunteer requirements
Send expression of interest to previous year's volunteers
Waste management
Organise requirements
Send out contract
Two months prior
Audio visual
Confirm AV and send contract
Design and print
Ascertain what material will be required for final program
Draft evaluation form and send to committee for review
Draft final program
Final proof of the program approved
Send program to print
Finance
Obtain performers travel itineraries and organise reimbursements as
applicable
Food stalls
Review contract (checking all elements of risk and that insurance is
current)
Ensure all appropriate paper work has been submitted including
registration, insurance and food safety program
Confirm power sources and update master spreadsheet
Identify water requirements and update master spreadsheet

Collate information with all final event details for information pack
Appendix one
Project plan/Critical path/Task list template for an event

<Event name>
<Event location>, <Event date and time>
Task Responsibilities: Started Finished Date

Infrastructure
Plan information area requirements (including furniture and signage)
and place orders as required
Book toilet cleaning
Organise general venue cleaning prior and post-event
Check if generator back up is required
Ensure SunSmart considerations are implemented
Organise keys for venue
Confirm event staff work hours for event

Organise water for green rooms, staff, event patrons and volunteers

Management
Draft runsheet
Undertake committee site visit
Confirm committee responsibilities during the event
Plan staff and confirm rosters for information desk, MCs, directional
staff and general duties
Committee meeting
Entertainment
Confirm technical requirements - add to master spreadsheet
Book Mayor/councillors to event
Organise Mayor's speech requirements
Chase invoices
Marketing
Banner (for Elgin Blvd) design and printed
Send event details to Out & About
Newspaper adverts designed
Draft text for final program and send to committee for review
Prepare signage brief (sponsor corflutes)
Send program text to graphic designer
Put posters in noticeboards
Book photographer
Security
Determine whether additional venue security is required and organise
booking if needed
Sponsorship
Confirm sponsor involvement in official opening
Volunteers
Update volunteer application form
Source external volunteers
Volunteers registered
Volunteers position descrption and roster prepared
Month prior
Catering
Staff/volunteer meal vouchers
Emergency services
Place first aid on site map
Finance
Update budget
Finalise cash float for onsite
Food stalls
Information packs send to food vendors
Send gas sheet information to relevant stallholders
Map out site plan

Follow-up phone call to ALL food vendor to ensure everything is fine

Infrastructure
Confirm all infrastructure
Send site plan to all suppliers
Pack-up list
Collate all signage
Review equipment list and do shopping list (if necessary)
Mark up site map for OH and S inspection
Brief parking staff
Inform emergency services of event
Map power outlets and wattage
Green room
Order food/ beverages for performers
Main stage
Confirm technical requirements
Review and finalise main stage confirmation to all performers with
onsite briefing notes (remember to confirm stage size within breifing
notes)
Distribute performer biographies and briefing notes to stage MCs
Appendix one
Project plan/Critical path/Task list template for an event

<Event name>
<Event location>, <Event date and time>
Task Responsibilities: Started Finished Date

Set-up housekeeping notes for onsite folder for MCs

Organise MC breifing
Management
Committee meeting
Confirm onsite staff roster
Print running sheets, program and site plan and distribute to all
involved
Prepare onsite contact list (including performer list)
Prepare event handbooks for staff/volunteers
Prepare onsite folders (including master folders)
Prepare stage manager folders
Marketing
Corflute production
Print program (with map)
Brief to photographer and film crew
Sponsorship
Set-up meetings with sponsors
Review and finalise sponsor onsite briefing notes
Volunteers
Volunteer training
Follow-up external volunteers
Volunteer position descriptions
Runsheet of volunteers and job allocation
Volunteer information packs
Collate all information for information tent
Week of event
Venue
Ensure keys from venue are obtained
Volunteers
Volunteer info evening
Management
Team breifing
Bump-in
Onsite (refer to individual run sheet for day)

Dismantle

Post event
Management
Send thank you letter to volunteers

Send thank you letter to performers, activities and market stallholders

Committee debrief
Sponsors meeting and debreif (and return any signage)
Analyse evaluation results
Review media coverage
Update budget
Finalise accounts
Prepare final report
Appendix two
Event budget template
Proposed (exc
Component Particulars GST) Working Actual Notes
Income
Ticket sales
Sponsorship
Grants
Raffles and fundraising
Stall or other fees
Total income $ $ $
Expenses
Venue hire Hire fee

Infrastructure Equipment hire

Audio visual (lighting and sound)
Traffic management
First aid
Toilets
Power
Security
Waste management

Program Entertainment
Travel and accommodation

Catering Food for staff/ volunteers

Food for performers

Marketing Design
Print advertising
TV
Radio
Program
Flyer
Distribution/ postage
Signage
Photography
Media launch

Administration Permit fees

Salaries and fees
Stationary
Decorations
Prizes
Insurance
Contingency
Total expenses $ $ $

Total $ $ $
Appendix three
Event marketing plan template

ng
ci
en
m
m
co
k
ee
W
ACTIVITY
Event name

Advertising
Television:

Print:

Radio:

Signage:

Social media:
Website
Facebook
Twitter

Printed materials distribution

Flyers - size, quantity
Brochures - size, quantity
Posters - size, quantity

Other