Checklist - some things to consider:
Sports and recreational clubs are involved in event management at all levels, whether it's a sausage sizzle to raise funds or the organisation of a competition.
Events are a fantastic way to promote your club in the community. They are a great opportunity to get people involved and have fun at the same time.
Whether it's a big event or a small event, good organisation will ensure that your event runs smoothly.
Major Topics on this page
The majority of work for an event is in the planning. If you’re well-organised and are prepared and ready to go on the day, then everyone will be able to enjoy the events knowing what has to be done and that everything is planned for.
It might be a good idea to plan and identify several events in advance as part of you club planning and marketing strategy.
Planning your events
Planning is about deciding what kind of event your club wants, and making it happen.
Planning your event can happen in four stages: planning, preparation, presentation, and evaluation. The following action points will help:
- have a meeting to decide what kind of event your club wants to have and how the event might work.
- know the purpose of the exercise. Is it to raise money, increase membership, or reward volunteers?
- prepare a timeline. What needs to happen before the event, during the event and after the event?
- identify resources. What will you need?
- people
- equipment
- facilities
- work out costs. Do you have a budget for your event?
- know your goals. What are the aims? What are the benefits for your club?
- How will you measure your success?
What is to be achieved?
Who is it for?
Who can help?
What is it called?
How much will it cost?
Preparation
This part of the process details the 'what, where, how, who and when' parts of your event.
- Make the bookings necessary (travel and transport, accommodation, venue hire, equipment etc).
- Make the phone calls, write the letters, and send the emails.
- Confirm all bookings and arrangements.
- Send out the invitations.
- Confirm all resources and people - staff and volunteers. Depending on the size of your event your may want to give your volunteers an event job description
event job description (DOC, 28 Kb)
The guide for managing event volunteers gives more detailed and useful information on how to do this. (DOC, 227 Kb)
- Set and work within the budget.
- Write and work to an event checklist (DOC, 46 Kb)
- Write a running sheet for the event. This lets people know who needs to be where when, what they are doing, and when they’ll be doing it. Don’t forget to put contact phone numbers for people on the day.
- Plan a contingency if possible. If it’s an outside event is there a wet-weather contingency?
- Plan for your guests and VIPs – what they require, any special considerations.
- Good volunteers can be crucial for your event. They can provide valuable assistance from the planning through to the delivery stage. A guide for managing volunteers at events (DOC, 227 Kb)
- Marketing and promotion. Make sure you put the event on the club website, promote it through posters or flyers if relevant, and don’t forget the media if it’s a big event. The marketing and promotion section of Club Kit has more information about how to do this successfully.
Once you have all of these things taken care of, you’ll be well prepared and ready to go!
Presentation on the event
On the day of your event remember to:
- arrive in plenty of time to check everything before guests or attendees arrive.
- remember to do a health and safety check.
- alter your running sheet if anything has changed and advise people accordingly.
- advise people if there is a change of plan or if you have to revert to the contingency plan because of bad weather.
- take note of things that were done well and thank everyone for contributing.
Evaluation
Get together evaluate what worked really well, and what could be done better next time.
Take the time to review your event and think about any changes that you could make for the next one.
- where things go wrong?
- what were the successes?
- how could it be improved?
- did the event achieve its goal, or purpose?
This is a great time to acknowledge and thank everyone’s efforts.
Resources and more information
Your local council may have guidelines on running events in your area. Visit your local council’s website, or call them for more information, resources and training.
An event management training programme called Get Set Go is available from Wellington City Council. This council-run event management training programme is available to all potential event managers.
Other resources you can use to plan and run your events include:
Sample event checklist (DOC, 46 Kb)
Managing event volunteers: a guide (DOC, 227 Kb)
Event staff job description (DOC, 28 Kb)
Our Supporting Sport Event Health and Safety Checklist (DOC, 30 Kb)
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