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Event Planning Resources

Information and resources to help you deliver a succesful event

 

Planning an event should be fun and rewarding, and help us deliver our service and achieve our mission. In this guide, we aim to provide you with the tools you need to:

  • Deliver an event that is achievable with your available time and resources
  • Achieve a Return on Investment (ROI) that rewards your efforts – i.e. raises enough income or generates enough public awareness to justify the staff / volunteer time and financial investment in the event.
  • Minimise risk associated with the event.

Initial Considerations

  1. Be clear about why you want to host an event – is it to raise funds for TSA, are you trying to fund a specific project, engage the community etc.
  2. Decide on your target – how much net income do you need to raise, how many participants would you like to attend etc.
  3. Think about timing – how many staff hours can you realistically dedicate to the event coordination, and therefore, how much lead time do you need? Are you aware of any other events in the area that may compete with yours?
  4. Cost – get some quotes on major event costs to understand the potential expense budget of the event (better to overestimate cost), to understand the income you will need to raise to meet your net target.
  5. Resources – will you use your own team members (and if so, how many hours can they dedicate per week, and how will they continue to deliver on their normal role), or will you outsource to an event planner (and if so, what is the cost?).
  6. Decide on your event coordination team – who are the key people that will coordinate this event, ensure they have clearly defined roles.
  7. What type of event would work best in your community – what will attract revenue as well as strengthen relationships with employees, volunteers, clients, stakeholders and the public. Please refer to the Event Assessment Tool to establish the level of coordination and support required for your type of event.

Taking the time to brainstorm these considerations before starting the coordination of your event will help ensure you are organising an event that will help achieve your objectives and is realistic for your resources.

Event Resources

Please refer to these resources to help you plan your event:

  • The Event Assessment Tool will help you decide on the type of event you wish to host, and the support you will need.

  • The Budget Tool will help you develop a projected budget, record your actual income and expenses, and provide you with fundraising ideas.
  • Volunteers are at the heart of what we do, and it is likely that you will need volunteers to assist with your event. Please refer to the Volunteer Resources SArmy event pages before recruiting volunteers for your event.
  • There are many great resources that can provide you with further information and considerations when planning your event. This guide, developed by the City of Wodonga, is a great example:  http://www.wodonga.vic.gov.au/leisure-arts-visitors/events/images/Event_management_planning_guide.pdf

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