3. Consultation with key stakeholders

Consultation register

It is essential that events are developed and reviewed in consultation with identified key stakeholders. All these key people need to be contacted about the event well in advance.

Apart from the police, emergency services, Department of Gaming and Racing, local council and security personnel, it is helpful to brainstorm with the organising committee to generate a list of other groups which could be considered stakeholders. Involve those who may be affected by the event, they will appreciate the contact and will often be more cooperative and supportive if they are involved during the initial planning stages.

Planning meeting

A series of planning meetings should be conducted with the key stakeholders well in advance of the event to allow sufficient time for any planning changes.

Briefing - before event

Once the planning has been done it is essential to call all the participants together to conduct a pre-event briefing. Issues of communication, timetabling, responsible service of alcohol, security and emergency procedures should be clarified at this time.

NOTE:
The event manager must be in contact with police and other key stakeholders at all times before and during the event. The manager must have the authority to make critical decisions in relation to the event and, in an emergency, order the cancellation of, or evacuation from, the event.

Debriefing - after event

A formal debriefing should be conducted with the key stakeholders after the event when information about the event, including attendance and incident data as well as staff and patron feedback, is available. This should be completed as soon as possible to ensure that all information is documented while fresh in the minds of the stakeholders.

An event evaluation will be useful to determine what worked, what didn't work, and why.

Consultation log

It is important that a record of contact with various stakeholders is kept on file. These details are useful in the planning phase of the event as well as being useful for any future events. The log can be kept in a diary or a separate book and should include the date, organisation, contact person and details of the conversation.

Download consultation with key stakeholders form  (pdf)

Next - 4. Planning for the event