![]() ![]() Sending out personally addressed invitations works well. Follow this up 3–5 days before the event with a phone around or further general publicity.Ĭonsider organising a ‘telephone tree’ to share the load or focus on people you think are critical to the success of your project. For more significant events, such as an all-day field trip, you may want to give a month’s notice and request an RSVP. Traffic management, especially where access is off a State Highway.įor a meeting or small event, try to give people two weeks’ advance notice.Will you need transport at the site? If you’re organising a bus, look out for bridge limits, tight corners and turning spaces.Can you demonstrate everything you want to at the site?.A back-up venue, especially if meeting is on a marae, as a tangi will take precedence/Īdditional considerations for an outdoor event or field day:.Accommodation if required – at a standard and price that suits the audience.Occupational, safety and health hazards – undertake a site inspection prior to the event.Space for displays and other information.Access to refreshment facilities and toilets.Space for childcare or children’s activities if a family-oriented event.Acoustics and background noise levels from the street or other meeting rooms.Lighting/blackout for slides and overheads, heating and fresh air.Location – travel times, transport to venue.Suitability of furniture and facilities – number of chairs and tables, comfort, equipment availability, location of power points, parking, access for disabled.Size – enough room for everyone together, plus space for break-out groups.Organising a venueĬheck out the venue in person or get someone you trust to do it. When advertising, keep in mind the objective and target audience – let the audience know what they will get out of attending. Send a copy of the programme and a press release to the local papers. Use a range of publicity options, such as school newsletters, posters on notice boards and shop windows, free papers, local radio. Gifts/Koha – if you are being hosted on a marae, the koha should reflect the costs of normal venue hire as well as food if this is provided.įor a ‘start-up’ meeting or public meeting, invite everyone who has shown an interest and publicise it widely so everyone has a chance to get involved.Equipment hire (see list provided in the checklist.Think about whether any of the following expenses will apply: It’s practicable to charge participants.Costs can be shared amongst different groups and agencies.On the income side of the budget, consider whether: Even for a smaller event, it’s important to check you have enough money for venue hire or the equipment for catering (for example, a barbecue and gas bottle). For a big meeting or event, you may need to draw up an indicative budget. Write up an action plan with allocated tasks and organise one person to check periodically that things are on schedule. ![]() Are there any possible legal aspects, such as OSH considerations?.Will people attend? What ‘market research’ have we done for this event/meeting? Is it something that people have been calling for, or an idea someone came up with? If the latter, it may pay to ring around a few people you would expect to attend and check on their interest.What do we want those coming to know/do/experience?.What resources can we muster for this event or meeting? Who else can help?.Is there sufficient time to organise and publicise it adequately?.Is an event/meeting the best option for what we want to achieve and for our audience?.Together with your organising team, discuss the following questions: If you’re the sole organiser, use experienced people to check your initial ideas and make sure you’re on the right track. publicity, artwork and displays, catering, iwi liaison. It’s also important to identify who can help you – ideally you’ll have a team of people with different strengths, e.g. There are a lot of little things to remember when you’re organising a major meeting or event.īefore you even start to organise your meeting or event, it’s worthwhile checking that this is actually what you need to do and that it’s realistic for your budget etc. ![]()
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