When planning an event for our community, it’s essential to create an inclusive, engaging experience. This toolkit outlines four key phases to help you plan, execute, and review a successful event.

This phase focuses on establishing the foundations, aligning your event with community needs, and fostering a collaborative approach. Our Events Department is here to support you with:

• Brainstorming: think about objectives and goals for your event
  

• Building an Event Team: Engage team members, volunteers, and casual staff. Involve diverse voices to ensure inclusivity and accessibility.
  

• Setting the Date & Booking the Venue: Choose a time and location that is accessible and convenient for your audience. Consider venue access, public holidays, and other local events to avoid conflicts.
  

• Creating an Accessible Site Map: Design the space to be welcoming to all, including pathways, seating, and accessible facilities.
  

• Conducting a Risk Assessment with Community Safety in Mind: Identify and mitigate potential risks.
  

• Programming to Engage: Select speakers, performers, or activities that reflect the community’s interests and values. Learn more about Programming.
  

• AV Requirements: Identify sound, video, lighting, and other tech needs. AV facilities are available on campus, or you can contact AVMelbourne for extra equipment.
  

• Selecting Suppliers Aligned with Community Values: Consider UMSU’s equipment options or find external suppliers who align with sustainable, community-friendly practices.
  

• Drafting a Run Sheet: Prepare a preliminary schedule of activities, resources, and assigned roles to ensure a smooth event day.
  

With the groundwork set, this phase involves refining details with a focus on inclusivity, accessibility, and clear communication.

• Finalising Agreements with Performers and Speakers: Work with Events team to confirm schedules, requirements, and shared expectations.
  

• Finalising run sheets and schedules: liaise with the Events team in ensuring all documentation is set.
  

• Arranging Licences for Screenings (if relevant): Confirm that any media screenings are appropriately licensed.
  

• Staff Coordination & Ticketing: Assign clear roles and communicate with the team to ensure responsibilities are aligned with the event’s objectives.
  

• Reviewing the Risk Assessment: Confirm all safety measures are current and meet the needs of the community.
  

• Planning for Contingencies: Have backup plans ready for any unexpected changes on event day.
  

This phase is about running the event and ensuring a positive, welcoming experience from start to finish.

• Following a Detailed Run Sheet: Use a checklist and timeline to keep track of all tasks from setup to pack-down.
  

• Site Setup, Signage & AV: Work with the Event casuals to set up according to your site map and ensure clear, accessible signage for attendees.
  

• Coordinating Contractor and Vendor Setups: Work with the Event Team to organise arrivals and setups to maintain flow and accessibility.
  

• Briefing Staff, Volunteers, and Casuals: Be there to brief the on-the-ground team to ensure they understand their roles.
  

The work doesn’t end when the event finishes. This phase is about wrapping up thoughtfully and reflecting with your team and the community.

• Returning the Venue to Its Original Condition: Respect the space and leave it as it was found.
  

• Debriefing with Your Team: Reflect on successes and areas for improvement with everyone involved.
  

• Finalising Payments & Acknowledging Contributors: Settle any outstanding payments and thank all vendors and participants.
  

• Evaluating the Event with Community Feedback: Use surveys to gather insights and assess the event’s impact.
  

• Review with the Events Team: Analyse successes, identify improvements, and brainstorm ideas for future community-focused events.
  

Feedback or Further Resources Needed? We welcome suggestions and are here to support you in creating engaging, inclusive events for our community. Let us know how we can help!