Draw up a precise layout of your event, mapping out were everything and everyone will be situated before, during and when the event is coming to a close.
Having identified the main aims and objectives, complete a risk assessment, you can then start to get the finer detail of your event in place.
Develop a detailed event plan. This should be as comprehensive as you can make it including, health and safety arrangements, risk assessments and important contacts.
Organising committee – (depending on the size of your event) you may want to bring together a group of people to help organise your event. The committee should include an events manager to oversee the health and safety and supervision of participants.
Budgeting – organising an event can be expensive, so don’t leave yourself out of pocket, consider how you can claw back your expenses, for advertising, ticket sales, holding raffles and approaching local companies for sponsorship.
Marketing – consider what materials you might need, eg- posters or leaflets, article in local newspaper and news item on local radio.
Liaison – (depending on the size of your event) contact the emergency services and local authority about your proposed event.
Site/day/Activity plan - devise a formal plan that shows the intended position of all activities and facilities. Try and show entrances, exits, parking, toilets and emergency areas.
Emergencies – try and establish a step by step emergency plan, this might be more complex for large events. Assign someone from the organising committee to deal with this.
Volunteers and staff – remember that all volunteers and staff helping will need to have a CRB check and be ISA registered if they come into frequent contact with children and vulnerable adults. Ensure you have enough staff and volunteers to help out, brief them thoroughly on all aspects of the event.