Organisers of festivals and events need to meticulously plan the idea from the initial concept right through to the event itself. A tightly controlled, time-based schedule is outlined in the TIMELINE chart to help you do this.

Develop a draft programme with plans to guide all operational aspects of the festival/event.

The TIMELINE Event Planning Guide Checklist (PDF) (Word Doc.) in 1.3 is colour-coded to help you produce a planning schedule:

Red = Immediate Action required
Yellow = Action Follow Up
Green = Action confirmed and completed

Set "SMART" objectives:

• Specific
• Measurable/Manageable
• Achievable
• Realistic/Relevant
• Time bound

These will help you to measure the success of your event.

You may decide to include "fringe" events to support your main event. This can create interest and encourage a wider audience. For example, firework displays, floral/craft demonstrations. See the Case Studies in TIMELINE Section 7 for ideas.

The Health & Safety Executive (HSE) have published a comprehensive Event Safety Guide. This covers all aspects of organising events to comply with legislation.

Contact: www.hse.gov.uk
Telephone: 08701 545500
Email: hseinformationservices@natbrit.com

Key Points:

• The anticipated size will dictate the choice of venue
• Avoid duplication by clearly defining responsibilities
• Coordinate any tasks that are likely to overlap
• Avoid any possible conflict by building good community relations
• Stay flexible and adaptable

See Also:

1.3 TIMELINE Checklist-Event Planning Guide (PDF)
1.3 TIMELINE Checklist-Event Planning Guide (Word Doc.)

1.6 Firm up Concept/Theme
Section 2 Identification and Investigation
Section 3 Management Plan
Section 4 Event Contingency Plan
Section 5 Line Up
Section 6 Implementing Event - Operational Plan
Section 7 Case Studies