So what is involved in Event Planning?

Listed below is just a few of the ellements involved in Event Planning process that an Organiser should consider in their creation/development of their event. Depending on the size and type of event then the size of content required will be different.

Though it can seem a daunting task that doesn't help you in getting your event organised. The process of working through the requirements will help you in more ways that you could  imagine. Majority of organisers will have lots of relevent event details in their head as they are living breathing the event. These event details may seem small/ irrelevent to the organiser but to other people who are looking at the event these small details could make all the difference to getting the event permission or save time in getting the event organised or in the worst case save lives.

The Event documents show to people/organisations the level of knowledge/capability of the organisor and help these people understand what the event is doing and how they will keep people safe who come to the event.

The process also helps the organiser fully understand their event and all the implications that are required to manage he event.

What is an Event Plan?

An Event Plan or Event Manual is a document that contains all the event details. The size and type of content will be detremind by the size and complexity of the event.

This is a key document in your planning of an event and will be required by the Local Authorty for gaining permission for the land use and any licencing requirements, Policescotland and the other emergency services.

What is a Contingency Plan and why do i need one?

A Contingency Plan is a document that outlines how the event will manage issuses and who will implement the required actions. This can be either be incorporated within the Event Plan document or as a seperate document.

You may also have a Media Contingency Plan incase of a high profile or major incident at your event. The size of the content will depend on the size and complexity of the event and your companies policies.

Event Risk Assessments

Within your duty of care of being the organiser of the event, it is a requirement to show how you are providing a safe place for people to work or visit. A Risk assessment is the name given to this document and it should detail all the potential risks at the event and how these risks have been lowered to as reasonable as possible.

A seperate fire risk assessment should also be completed for your event.

Communications Plan

This plan deals with the way your event communicates with all the different ellements of the event such as management team, stewards, medical, staff, contractors. This can be done by using a flow chart showing chain of command and also detailed within the Event Plan.

It is best to create a master flow chart that has everyone involved in the event listed, then create specific plans for the different ellements of the event relating to the master communications plan; stewarding, medical, staffing, media contingency plan, etc. 

Counter Terrisum Plan

Due to the way the world is just now, organisers need to look at how to keep their event site and people attending safe from others who want to cause harm.

Depending on the type and size of event will depend on the actions required.