1. Event Details

Event details

Is the venue outdoors or indoors? In a hall or stadium? At parklands, a river, a beach or at another venue? Include information whether there are a combination of sites, e.g. both indoor and outdoor. This can have a bearing on the capacity of the event as well as crowd movement within the event.

Time is generally required for setting up (bump in) prior to an event, and time is required after an event to return the venue to its original condition (retro-fit). Ensure that the venue manager knows how much time is required.

Event Manager

The event manager is the person responsible for the overall organisation of the event. Information about the event manager and contact details will need to be updated and accurate before, during and after the event.

During the event it is essential that the event manager can be contacted at all times by staff and other stakeholders. Remember that this person is not necessarily the holder of any permits; the event manager is the manager of the event.

Description of the Event

When providing a description of the event ensure that as many details as possible are included so that anyone reading this plan will be able to easily understand the nature of the event.

Provide a brief outline of the event's attractions. Include sufficient detail to ensure that the stakeholders are aware of the entertainment, main attractions, key times and locations.

Patron Details

The target audience is the main group of people expected to attend the event, e.g. families, singles, under 18s, senior citizens, 18-25-year-olds.

Download event details form  (pdf)

Next - 2. General consideratons