A basic Event Plan should include the following:
A Site Plan should include the following:
Ensure you have a back-up plan for every contingency!
The weather can be a determining factor in an event's success/failure. Getting correct information prior to the event will allow you to implement contingency plans where necessary.
Whilst you cannot change the weather, you can organise around the weather by getting information in advance.
Check online local forecasts at:
Event Manual or Management Plan
Like the process of assessing risks associated with the event, the formation of an Event Manual or Management Plan is based on common sense and planning. If you have been systematic in your planning, you will already have compiled much of the Event Manual document content. Check that you have included the following:
This document will be very useful in the potential absence of the event organiser and could enable the event team to proceed with the event in the way that the organiser originally intended. If you approach your Plan on this basis, it should become clear to you how much detail you need to include in the document. It is at this stage in your planning that you will need to ensure you have enough knowledge and expertise to manage your event safely and effectively and to take appropriate action to cover any gaps that may be identified.
Unless you are organising a very simple event on a very small scale, it is likely that you will need to contact a number of outside agencies to ensure that you have all the information you need and that you are not proceeding without necessary permissions and licenses (when obtained these too should be copied and included in your Event Manual). Once you have taken the necessary advice and ensured there are no objections to the event, you will be in a position to complete your written Event Manual. You will then be ready to proceed with the practical work required to:
When completed, and it is likely to take several days, the finished Event Manual should be copied and distributed as appropriate to staff who will work on the site and by arrangement to any emergency services. You will have determined before so doing whether the whole manual is to be distributed or just parts of it. For example, information concerning artists’ contracts should only be shared with a limited number of people.
The following document is in Word format. You can download software to view Word documents for free from the Word viewer page (opens in a new window) of the Microsoft website.
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