Event Planning Essay

Organising a sport or recreation event can be a daunting task, particularly for an individual or committee planning an event for the first time. While the scale of the events varies dramatically, the principles of event management essentially remain the same. This information sheet provides an overview of some of the major issues to consider when planning and running an event.
Planning and preparation: Effective planning and preparation are crucial to the success of an event. There are numerous elements involved in planning and preparation.
Purpose of the event: In planning an event it is important to understand why the event is being held, who it is for and who it will benefit. Having a clear focus and defined objectives will help direct the

It is useful to compile an event plan, or checklist, which will ensure that all aspects of the event are considered and adequately addressed in the planning stages. See the example event checklist at the end of this document to help you organise your event.
Finances and budget: When preparing for an event it is important that all sources of income and all costs are accounted for, including hidden costs and in-kind support. Developing an event checklist before the budget will ensure that all costs are considered. The event manager or organising committee should work closely with a financial manager or club treasurer to ensure the event follows the relevant financial procedures.
Sponsorship: Once the event manager and organising committee have a clear understanding of the finances and budget, they may wish to secure sponsorship for the event. When looking at sponsorship it is important that the organising committee has a clear idea of what it is that

The event manager should have a checklist of tasks with time frames to keep the event on track. Effective communication is essential to ensure the event goes to plan. There will always be minor difficulties and challenges; however, hopefully most of these will have been
18
considered and there will be contingency plans to address problems as they arise. During the event it is important to take the time to publicly acknowledge the contribution of staff, volunteers and sponsors.
Post event
After the event has been held, the following should occur:
 formally thank all those involved in organising and running the event
 provide sponsors with a report on the event and thank them for their involvement
 contact the media with any final results and media releases
 pay any outstanding accounts
 review the event and keep an accurate record of the organising committee’s methods and activities in order to learn from any mistakes and to make the process of organising future events easier.
Event Checklist
Planning
 Event overview
 Event plan
 Event manager and staff
 Event description
 Event objectives
 Timeline
 Budget
 Identify targeted audience
Operations
 Police contact
 Liquor