• to inform and educate the community about the cause;
• obtain media coverage for an activity;
• to raise funds; and
• to celebrate a community's strength and cohesiveness.

Organisers should also clarify WHO the event is for.
Most events will cater for a variety of interest groups:

• the local community;
• members;
• sponsors;
• media; and
• potential members.

Regardless of the nature of the event, your target audience or the event's objectives, some key steps should be followed to help ensure a successful event.

• What is the event for?
• What form will it take?
• When and where will it be held?
• How will the event benefit the participants?
• What could be barriers

• What physical resources are available (facilities and equipment) or accessible to support the event?
• What are the costs (time, personnel, money)?
• How can any potential barriers be overcome?
• Is there sufficient time for planning?

As early as possible, outline the responsibilities of each member - their tasks, deadlines, reliance on other members for support and any interdependency of tasks. (see MAUS & Microsoft Project)

• Set realistic dates, times, deadlines
• Consult with stakeholders for input

• List all the essential costs for the event

Costs should include administration, event delivery, marketing communication and 'contingency' dollars for unexpected expenses (normally 15% of the total budget expenditure).

• Direct Income (ticket sales, programs, catering, car parking)
• Indirect Income (advertising, sponsorships, raffles, donations). All sponsorships should be noted as income. Also include any costs incurred in obtaining the sponsorship. Refer to the Volunteering and Community and Business Partnerships fact sheet for advice on securing partnerships.

Drawing up a cash flow budget is also advised, which estimates when money is to be received and when it is to be paid out. Plan for income to be received in time to pay for accounts.

As a safety measure, nominate a cut-off date, when a final decision is made to proceed with the event or not. If income is not going to be sufficient to cover expenses, it is advisable to cancel the event.

Such tasks include catering, competition, facilities and equipment, finance, marketing and communications, programs/results/awards, security, insurance (to cover those attending your event), support services, transport, sponsorship relations and volunteers.

promotion and advertising - publicity that is paid for in order to have control over the communication message. Promotion and advertising should inform audiences about the key details of the event (where it is, when, how much, why it is being held, contact information). Paid promotion is often expensive, so it is worthwhile being creative with options.

sponsorship - an excellent way of obtaining resources or help for an event. Not only are in-kind arrangements possible (prizes for a raffle), sponsors can also offer cash, discounted leasing of premises (room hire discount) and networks and contacts to use.

• having a radio station or relevant magazine as a sponsor;
• distributing press releases to obtain publicity promoting the event;
• involving universities which may set creation of advertising material for the event as a course assignment;
• sponsorship from a printing company who would then be featured on the promotional material (sponsors should be featured on all promotional material); and
• featuring the event in all free classified sections like 'What's On', Community Noticeboards, listings in club and school newspapers and special interest magazines, interviews with the event coordinators etc.

Regular meeting dates for progress reports are advisable, to keep members feeling connected with each other, report on progress problems, and map out the next steps for the project and address contingencies.

A script sheet for the day distributed to all involved is an excellent guide for a smooth event. It also provides context for an individual's tasks. Information on this schedule should include: person, task, timing, those involved, location and contact information to reach the relevant people.

All activities, no matter how small, should be included in the script (greetings at the door, set microphone up and test, thank MC, present gifts).

Throughout the planning and event delivery stages, it is important to keep records of all activities, promotional material, media coverage, transactions and sponsorship agreements. This is for financial, legal and evaluation purposes. All material should be kept in a central file which can then be assessed by new staff for learning and guidelines for future events.

• obtain feedback from participants;
• thank and recognise all involved in the event including volunteers, sponsors, media and participants;
• hold a debriefing session;
• send out event reports to all sponsors and key organisation; and
• ensure records are kept in a central place for running the event in the future.

• Not appointing an Events Coordinator.
• Not maintaining accurate written records.
• Not monitoring progress closely.
• Allowing insufficient planning time.
• Failing to communicate and coordinate fully with committee members.
• Insufficient staff.

• Insufficient food and beverages.
• No first aid.
• Poor press coverage.
• No contingency plans for bad weather.
• Program running over time.
• Lack of hospitality for visitors.
• Failure to inform police or local authorities.
• Lack of color or glamour.
• Insufficient waste management systems (toilets and rubbish).
• Insufficient parking.
• Disabled facilities not available.
• Unclear direction signs.
• Emergency procedures not in place.