Coordinating even the smallest event can be time-consuming and resource-intensive. As a potential organiser you can save yourself a great deal of time and money by answering some key questions BEFORE deciding to go ahead with an event.

After answering the questions below, you may find that an event is not the best way to achieve your objectives, or that the resources required to successfully coordinate the event are not available.

Consider the following questions:

• What is the aim of your event? What do you want to achieve by staging it (e.g. raise money for a charity; create a sense of community; celebrate a special occasion)?
• Where will your event be held? Will there be any costs associated with hiring the venue or using a public space?
• Who do you want to come to your event? Your event might target a particular demographic such as young people, seniors, families or school children. It may be an event for a particular geographic area such as a suburb or a local government area. Perhaps you want your event to appeal to a particular interest group such as train enthusiasts, gardeners, lovers of jazz, etc.
• Do you know how to reach those people and tell them about your event? Do you have the resources to publicise your event to the right target audience? (see Section 8)
• What approvals will you need to run your event? (see Section 4 and Appendix A)
• What plans will you need to prepare in order to gain approvals from regulatory authorities and effectively manage your event?
• What resources will you need to run a well-managed event (e.g. staffing, venue, equipment, insurance, publicity, etc.)?
• Do you have access to the resources you need?
• What will the event cost to stage?
• What is your budget?
• Do you have an event finance plan?
• What other events are being staged at the time you propose to hold your event? Other events can affect the level of media interest in your event, the availability of transport and other support services, and the ease of travel to your event, e.g. if there are road closures to stage a bicycle race. For information about future events, contact your local tourism centre or local council.

After considering all these points now consider whether:

• an event is the best way to achieve your objective and reach your target audience AND
• you have the budget, resources and help to stage a well-managed and safe event.

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