Planning tools

Procedural Manuals

To avoid any misunderstanding, ground rules need to be negotiated and the roles and responsibilities of all involved in the organisation of the event clearly agreed to and recorded. A Procedure Manual is one of the tools that identifies these roles and responsibilities and records the elements that make the project work.

ArtsYakka Template

Download a Procedural Manual Outline. Use this to help you structure your own manual.

 

Checklists

Checklists are the organiser’s friend! Once you have developed a list of tasks, you can track your progress and share information with others.  An example of a great checklist can be found in the Scottish Arts Council publication Don’t Panic, which provides practical advice on promoting performing arts in small venues. A copy is available online at www.scottisharts.org.uk.

If you are organising a festival, a great checklist can be found at www.artslaw.com.au/Publications.

ArtsYakka Template

Here's another handy download for large scale events and festivals:
a Sample Festival Action Checklist.

Planning guides

Publications are readily available for anyone considering staging a community event or festival. A particularly useful resource is:

The Planning Guide for Event Managers (1999), published by the Queensland Government (Liquor Licensing Division, Queensland Treasury) – available on line  www.liquor.qld.gov.au  or telephone 13 13 04. This practical guide includes general information about events and has been designed in a 'tax pack' style to help event organisers to work through and consider issues such as: selection of a venue, safety regulations, public liability, event promotion, security and first aid, management and alcohol.

By completing this planning guide you will create a management plan for your event (which will be required by the Liquor Licensing Division if you wish to sell alcohol at any large public event).  In most cases, a copy of the management plan will also have to be provided to the local police and council, along with any other relevant agencies.

You can create a simple planning template by using headings: Who, What, When, Cost, Partners.

ArtsYakka Template

Download a simple Planning Template

Case Study

The Committee for the Village Festival in Yeppoon have worked hard on planning for success. Follow this link to read the Village Festival in Yeppoon Planning Case Study.