A collection of resources and links that will help you to run better events, whether outdoors or in!
While the resources and links listed below are not necessarily all about running outdoor events, there is much information provided that can be readily applied to any event – the basics, after all, are always the same: when, where, who is it for, type of event, venue, budget, catering, design, promotion, MC, staff … and so on.
- Event Management Plan, Checklist & Guide (Latrobe Council)
- Community Events Toolkit (Queensland Health) (PDF)
- Community Events Toolkit (Queensland Health) (DOC)
- Event Risk Management (SPARC NZ)
- Stakeholder Communications (SPARC NZ)
- Sustainable Events Guide (QLPA)
- Event Audit (venues2events)
- Web Strategy for Events (Blue Wire Media)
Finding a Venue
Creating a Presentation
Registration, Ticketing & Scheduling
As an event planner, staying within your client’s budget is key. And to do that, you need a detailed event budget that you and your client agree on. Whether you’re new to event planning or a seasoned professional, keeping an event budget will help you stay organized and prepared for any client inquiry — and help you avoid going over budget. For a basic event, such as a seminar or dinner party, Excel or other spreadsheet programs can be helpful.
The Balance Small Business
When you host an event, there are a lot of things to monitor. Event budgets are among the most important aspects of event planning and management. Whether it’s a large concert performance or a small fundraising event, there are a wide range of expenses and revenues to manage—and without a centralized place to track them, important items can fall through the cracks and push you over budget.
Event Traffic Management
If you are organising a special event in Queensland, such as a sporting or community event, you should first refer to the Queensland Government’s Best practice guidelines for event delivery in Queensland. This outlines the guiding principles for event organisers interacting with the Queensland Government to enable them to successfully plan and manage an event. For information about managing events in Queensland and access to this guide, please visit Help with running special events.
Depending on the size, location and impact of your event, you may identify several stakeholders such as local council, landowners and Queensland government agencies which you may need to contact to discuss your event and requirements.
To run a special event in Queensland, organisers must obtain written approval from the Queensland Police Service (QPS) and the public or private authorities responsible for the roads the event will use.
The Department of Transport and Main Roads has published a step-by-step guide on the process for seeking approvals. Read through Supplement 6.2-1 Special Events Affecting Roads in Queensland for information.
The Department of Transport and Main Roads is committed to supporting local community and sporting groups by making it easier for them to hold events.
As part of this commitment, Transport and Main Roads has introduced the Event Traffic Marshal (ETM) scheme, an alternative option for traffic control in low speed / low risk environments at sporting and community events. The ETM role allows basic traffic control activities to be delivered by trained volunteers at permitted special events.
Community and sporting organisations often require the assistance of volunteers to allow events to proceed smoothly, and to reduce the cost of staging events. Volunteers traditionally undertake various event tasks such as parking attendance; event set up activities; and pedestrian / spectator control.
This fact sheet provides Event Organisers with information about engaging volunteers as Event Traffic Marshals (ETMs) to undertake basic traffic control duties at Special Events in low risk road environments.
The Special Event Traffic Marshal Scheme is administered by the Department of Transport and Main Roads.
The scheme is intended to provide sporting, community and special interest groups with an alternative option to manage traffic in the vicinity of the event, in circumstances where accredited Traffic Controllers may not be required for basic and low risk duties.
Related and Useful Articles
The Event Organiser’s Ultimate Guide to Productivity
How to Manage Time and Stress as You Plan Your Event
Managing events is stressful!
In fact, Forbes named “event coordinator” the fifth most stressful job of 2017 — and the only career in the top five that doesn’t pose a threat to your physical safety (other contenders include enlisted military, firefighter, airline pilot, and police officer).
A vision of a world in which responsibly produced sporting events are the norm.
Other interesting and useful resources?
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Disclaimer: Please note that QORF does not endorse the quality of any of the resources listed on this page and will not accept responsibility for any omissions or mishaps caused as a result of an event manager not doing his or her homework properly. That said, we wish you all the best for your next event and we are very happy to help promote it for you when the time comes. Go to the What’s On page for more information.