Where To Begin

WHY?
Events are organised for a variety of different reasons and are a great way of achieving different aims. Think about why you want to hold your event and what you want to get out of it (objectives).

Decide on the main objectives of your event, this will be very useful if you are planning to apply to any public or private bodies for financial support. Once you have figured these out, make sure they are SMART: Specific; Measurable; Achievable; Realistic; Timescaled

WHAT?
Now that you know why you want to hold your event and what your objectives are, its time to think about what will be the most successful way of achieving them.

Try to be original when choosing the style/type of event you will hold. Look for an angle that will set it apart, particularly if your event is similar to something else or is an annual event. This will also increase your chances of getting some publicity!

Think about the audience you are trying to attract. The type of event you choose will most likely determine the type of visitor that will attend: families, all ages, special interest etc.

A good way of determining what type of event will work best is by doing a SWOT Analysis. A SWOT Analysis is an evaluation of an organization’s Strengths, Weaknesses, Opportunities and Threats.

By using a SWOT Analysis, you can build upon the strengths and opportunities of the area/event and attempt to resolve the weaknesses and threats to the area/event.

WHO?
No event can happen without people. Throughout planning and delivering your event, you will have to deal with a diverse range of people who will need to be involved either directly or indirectly. Someone will need to be in charge (Event Co-ordinator) together with an Organising Committee to co-ordinate activity and communication.

Organising Committee
It is always wise to form an organising committee or steering group at the very beginning of the project. This will mean that all the numerous tasks involved can be shared and also ensures the smooth and safe running of your event. It may be useful to design a checklist detailing all the tasks each person is expected to do.

Here are some examples of the different roles within an organising committee:

Event Co-ordinator or Chairperson
The person who oversees and co-ordinates all areas of the organisation

Secretary
To prepare agendas, keep minutes at meetings, and distribute action points.

Finance/Treasurer
Responsible for financial control

Fundraising
Responsible for fundraising and securing all other sources of income

Promotion
Responsible for promotion and advertising

Entertainment
Responsible for booking performers, entertainers and attractions

Site Co-ordinator
Responsible for events infrastructure and co-ordination at the event.

Of course, you do not need a separate person for each of these roles; people can take responsibility for more than one aspect of organising the event. It is important however, to establish clearly identified roles at the beginning of the event planning process.

Event Co-ordinator
The success of the event will be the responsibility of the Event Co-ordinator. They act as the manager for the event so it is important that they can make clear decisions, co-ordinate and communicate to others effectively.

Effective organisation contains four elements:

Competence - ensure that all individuals working on the event have the necessary training, experience and expertise to carry out their activities safely.

Control - ensure that all people working on the event understand their responsibilities and how they will be held accountable for safety on site.

Co-operation - this relies on the involvement of all people working on the event in planning and monitoring of risk control.

Communication - ensure that all those who are to work on the event understand the importance and significance of Health and Safety objectives.

Durham 2020 Vision Events Team
Once you have formed your organizing committee, make it one of your first action points to inform the 2020 Vision Events Team the date, venue and nature of your planned event if you would like it to take place on public open space, the highway or other Council site.

This will start the event application process with 4. Safety Advisory Group (SAG) which will not only inform the timetable of your planning, but will also provide you with advice and expertise towards your planning requirements. Please click here to download the 5. Durham SAG Event Application Pack.

Target audience

Do think about who you want to attract to your event, these may be families, young people, schools, special interest groups etc. Use these groups as your target audience for marketing and promoting your event and plan your event round the people who are likely to attend.

WHEN?
Competition

Before setting a date for your festival/event, research other events being held. Make sure that you avoid clashing with major public events. You should check annual calendars, regional websites, local organisations, newspapers, other media and wider public events.

A key consideration is the competition you are faced with. Are there other events happening at the same time that may limit the visitor numbers and resources available to you?  If these events are similar to your event, can the type of your event be changed to avoid overkill of similar interests? Or could you link into them, giving all groups the opportunity to share information and, where possible, costs?

When deciding your date, take into consideration the school holidays, when families are more likely to attend. Public holidays and weekends will mean a majority of the working population, who will have more disposable income will be able to attend. This may affect the success of your event. Do not forget the summer can be a busy time with many events taking place within your area.

Lead in time - How long do I need to plan my event?

You will need to consider the lead-in (planning) time. Realistically, how long will it take to organise? You may find it useful to get a calendar and work backwards from your intended event date to ensure you have allowed sufficient time for all eventualities, if not, it would be wise to choose a future date if possible. 6 – 12 months is a good indication for any event, obtaining funding, getting a reliable committee, marketing and promotion can all take longer than expected!

If you need any help or advice in choosing your event date, feel free to get in touch with either Kate or Suzy in the Vision Events Team

Event Planner

It is always useful to create a Month by Month Planner for your event. Developing a Month by Month Planner will help guide all operational aspects of the festival/event and achieve your SMART objectives. This should also include all your Health and Safety arrangements. The planner should give details of time scales, tasks and responsibilities.

Begin by breaking down your aims and objectives with a time-scale and delegating specific tasks to members of your organizing committee.

The purpose of the planner, the timeline and the task list is to see at a glance what needs to be done and tick off the tasks as they are completed.

Please be aware that the example planner is a guide can be modified to be used in any scale event, large or small. For some event, you may need a longer lead in time, others may need a shorter one.