See our information on health and safety for community groups. It is useful to conduct a risk assessment, to help make sure you have thought things through systematically. Take care to do what you can to avoid accidents and injuries at your event. Practical considerations Health and safety Will you email a list of organisers and volunteers? Will you meet on a weekly basis? How will other people know when you have completed a task? 4. ![]() Reporting regularly to the other people organising the event and to the whole group is essential – it can stop an individual or an organising committee from making costly mistakes.īe clear about how, when and what you are going to communicate with each other as a group. Make sure everyone knows what is going on. They may be able and willing to take responsibility for a particular aspect of the event, so that your group has less to organise. Think about asking other local groups to get involved. Pinning a list or rota up on a noticeboard and asking people to pledge a small amount of time on the day or contributions of food, raffle prizes, etc.Putting together a list of jobs that can easily be handed over to new volunteers, even if they don’t want to come to meetings.Producing early publicity for the event which also serves as an appeal for volunteers.Thinking about the timing and location of your planning meetings, and asking potential volunteers what suits them best.Most events are too much work for two or three people. Be clear about what the roles and tasks are, and who is doing what. You may want to establish a core planning group to organise the event, with additional volunteers to help out on the day. Working together on a plan that includes all the main dates and deadlines can help clarify how much work there is to do, and when each bit of work needs to be done. ![]() Start planning your event well in advance to give yourself enough time to organise everything.Who are you hoping to attract to the event? Will there be activities for a range of different people?.Discuss what you want your event to achieve – will it raise the profile of your group? Will it bring people together? Are you aiming to raise money or just to have fun?.However big or small your event is going to be, planning it will follow the same general pattern – and you will want to avoid the same common pitfalls! 1.
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