EVENT PLANNING - A practical checklist

Most voluntary organisations do not have their own theatres or events spaces at their disposal and will probably need to hire premises. Once you have identified the building you are going to use there are lots of things to consider before you open the doors to the public. This briefing is designed as a checklist to help you with the organisation of one-off events whether they are little or large, indoors or outside.

Consideration / What are you going to do?
Where are people going to park?
Where do I sell tickets?
Where will everyone sit?
How can I make sure everyone can attend?
What else do I need to think about?
There are important differences between events in indoor and outdoor settings, but the basic requirements are similar. Some of these considerations may not apply to your event but use them as a checklist and think about what needs to be done in your case.
sign posting of entrances, exits, emergency routes and location of facilities such as toilets
the security required, such as alarms, fences, safe storage etc
communication with the public, for example, PA systems, an information board, loud hailers for use by stewards or police, induction loops and minicom systems
communication between staff or volunteers, for example, a message board, Dictaphone, mobile phones, pagers, walkie-talkies
first aid arrangements
electricity, for example, you may need a generator or cabling to extend mains supply; early consultation with your local electricity board is advised
heating, adding to existing heating, bringing in portable heating or air conditioning may be necessary
water, as well as drinking water, is needed for catering and toilets and if you are planning on using a disused building without a permanent supply, or an outdoor site, get advice from your local water company sewerage, this may affect the choice of portable toilets and restrict you to chemical toilets on an outdoor site so talk to your water company for advice
lighting (normal and emergency), indoors and out - you may need to add to existing lighting, or provide it from scratch in a marquee. Try to provide lighting in car parks for ease of access and better security
traffic marshalling and signposting in the surrounding area (the AA and RAC provide a signposting service for large events involving large numbers of people) access for emergency vehicles if the building or site is not in regular public use
public transport routes
pedestrian access.

For temporary performance spaces think about:

the stage area and format required. If a stage is to be used by a touring company it should be adjustable to two heights - 45cm and 90cm, lock together into various combinations from the traditional 6m by 6m downwards, have four circular edge extensions for in the round work and be easily converted with railings for a stepped seating
arrangement for audiences, with the performers on the floor eg. dance
the number of performers and what they will be doing including orchestras, and other musical accompanists
the need for wing space - dancers especially need scope to run on
back stage and changing facilities, including toilets, washing facilities, mirrors etc.
arrangements for lighting, sound and technical control
storage for props, costumes, scenery etc.
routes for bringing in staging, equipment etc, known as the get in, for example, the potential
for a vehicle to get sufficiently close to the stage area for unloading and bringing in heavy
equipment
routes in and out for artists, including disabled people
blackout - lining curtains is the obvious cheap solution, remember to include any skylights. If not black, then very dark curtains and make sure they hang lower than the sill.

For exhibitions, think about:

the type of work on display
the layout of the space and route around the exhibition
the length and area of the hanging space
how freestanding items will be displayed
wall and floor surfaces
floor loading - can it take the weight?
natural light
other lighting
heat and humidity - some exhibits may be easily damaged and require air conditioning
workshop and storage space (for example, for packing cases)
route for the get in eg. if door heights will allow large canvases through.

Facilities for the public, consider:

toilets and baby changing
display points for posters and items for sale
catering and bars
space for functions eg. launch party or sponsor reception
creating routes around the site which take account of disabled people eg. slopes, stairways, ramps.

Facilities for the organising team should include:

access to telephones and on large sites, mobile communication systems like walkie-talkies temporary office space, especially for events spread over several days such as a weekend festival rest area for staff
toilets and changing facilities
storage for equipment, materials etc.

Temporary spaces and the law

It is important to be aware of legislation affecting your event. Failure to take account of relevant legislation could interrupt or halt your activities, or result in fines, or confiscation of equipment. The following may affect your project but you should also get specialist advice, for example, from your local fire brigade.

Health and Safety legislation

Setting up and running arts activities counts as a work activity and is subject to the Health & Safety at Work etc. Act 1974 and related regulations and subsequent amendments.

To find out how your organisation is affected contact: Health and Safety Executive Infoline Tel: 0845 345 0055

Fire safety

Fire safety is covered by a variety of legislation, notably the Fire Precautions Act 1971 and Factories Act 1961. When a licence is issued, additional conditions may be imposed concerning fire safety. Advice should be sought from your local fire brigade as early as possible so you can make sure you meet the required standards and have done the necessary checks.

Food

If food is available, all delivery, storage, preparation and sales of it, must comply with relevant legislation. Environmental health officers from your local council should be consulted at the earliest opportunity.