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Plan an Event / Event Management Resources

Run Sheet

An event Run Sheet should include all the details for the running of your event from start to finish including the set-up, the event and pack down by date, time, location and responsibility.

Examples include what time security should be on site to open the gates and what time will the post event clean-up crew be finished.

Each person involved in the planning of your event should be given a copy of the run sheet so they know who is taking care of any given task and the more detailed information you include, the better they will be able to do their job.

Remember it could be the simplest thing you forget to include that will have an effect on the smooth running of your event so small or large, it doesn’t hurt to include it.

Include a contact list of main event contacts and ensure everyone is aware of the line of control, if an issue arises who is the contact person.

If you develop a run sheet from two weeks out from your event, expect constant tweaking.

Run Sheet template [DOC: 117kb]

Event Management Plan

An Event Management Plan summarises the activities and functions of your event and serves as a referral tool that can be used on the day of and leading up to the event. 

Like the Run Sheet it should be made available to your event team and stakeholders.

It is the Event Manager’s bible as it will answer any question your team might have or at least identify the means to the solution. A list of things it might include are:

  • Key Timings
  • Event Contact List
  • Room Use Schedule
  • Site Plan
  • Access passes
  • Audio
  • Visual and Technical Requirements
  • Ticketing Plan
  • Food and Beverage / Vendors List
  • Alcohol Management Plan
  • Parking Plan or Traffic Management Plan
  • Security Plan
  • Conditions of Entry
  • Emergency Services Plan
  • Merchandise
  • Waste Management Plan
  • Health and Safety
  • Accessibility
  • Media.

To get further advice on putting together an effective Event Management Plan, email events@wdc.govt.nz.  ​

Accessibility

Event organisers have a moral and legal obligation to ensure the experiences of people with disabilities, impairments and older people are equally enjoyed. This includes providing clear and timely information about the event and its facilities to attendees who may have special accessibility requirements.

This checklist is designed to help event organisers assess their event accessibility. It refers to access requirements set down in NZS 4121:2001 – Design for Access and Mobility but is not a legal compliance document.

This checklist has been adapted from Arts Access Aotearoa’s Accessibility checklist with assistance from Whangarei District Council Disability Advisory Group.

Accessibility Checklist [DOC: 113kb]

Further resources and more in-depth information is available at www.artsaccess.org.nz

Health and Safety

This Health and Safety and Risk Management Plan template contains suggestions of what to include to provide event context and how to complete a Risk Assessment Hazard ID register.

It has an incident log template and an induction checklist template.

Event Health and Safety and Risk Management Plan template [DOC: 215kb]

Zero Waste

It is essential to try and reduce the effect of an event on the environment and it would be worthwhile to consider a Zero Waste Event.

This template provides an outline to help develop a Zero Waste event including:

  • key stakeholders and their commitment to Zero Waste
  • bin types and waste streams expected
  • collection system management
  • communications
  • recycling ambassadors (volunteers)
  • bin number and locations
  • a site plan.

Zero Waste Plan template [DOC: 1.2mb]

Covid-19

For advice about attending and organising events, visit the Unite again COVID-19 website.

COVID19 - Events and Entertainment (covid19.govt.nz)

New Zealand Event Sector Voluntary Code [PDF: 95kb] (majorevents.govt.nz)

Guidelines for managing alcohol at large events

Combining large numbers of people and the consumption of alcohol requires careful planning to ensure the event is run safely and meets the object of the Sale and Supply of Alcohol Act 2012 (the Act).

These Guidelines offer advice, guidance and recommendations for people planning alcohol management at large events.

It is written for both event professionals and one-off event holders.

Guidelines for managing alcohol at large events [PDF: 1.2mb] (alcohol.org.nz)

Smokefree and Vapefree tool kit

A variety of No Smoking / No Vaping bilingual signage approved by the Northland District Health Board and the Cancer society is available to download.

Smoke-free and Vape-free signs [PDF: 559kb]