Windsurfing Western Australia

Event Plan Template

WWA Document Template1 of 82014 - 2015

Table of Contents

Table of Contents

Introduction

Definitions

Background

Objectives

Sign On/Off System

Personal Floatation Devices

Flares and Personal Location Beacons

Event/Race Briefing

RESCUE FACILITIES

FIRST AID

ADVERSE WEATHER CONDITIONS

Waiver/Release and Indemnity

Entry Disclaimer – Notice of Race & Sailing Instructions

Entry Disclaimer – Entry Form (On Water Event)

Entry Disclaimer – Entry Form (Off Water Event)

WWA Document Template1 of 82014 - 2015

Introduction

This Plan outlines the steps and measures Windsurfing Western Australia requires an event to have in place prior to sanctioning an event.

Background

Over the years it has become harder to run events due to the requirements imposed by councils and insurance companies. This has killed off events as it all got too hard for the volunteers involved.

To reverse this WWA would like to share our infrastructure and knowledge to remove the red tape pain for event teams.

We can provide:

  • Insurance for your event (councils require $20 million indemnity insurance for events);
  • Assistance obtaining the appropriate permits (we have the contacts and experience);
  • Ticketing and event admin (we have this functionality built into our web site);
  • Assistance in promoting the event to our members and the community;
  • General support, assistance and guidance where required; and
  • Use of the WWA event equipment and trailer.

Objectives

  • Ensure an event team is aware of what is required to organise a successful event;
  • Ensure appropriate safety measures are in place to minimise risk of proper loss or injury to participants, organiser, volunteers and the general public;
  • Ensure the event is in line with the objective of Windsurfing Western Australia; and
  • Ensure the event team has a realistic budget for their event and to minimise WWA’s exposure to a financial loss.

Event Plan Template

Event Details

Event Title
Sailing Disciplines
Proposed by
Event Date(s)
Venue

Event Description

Your BRIEF description should include the number of days, how many participants, the venue and features of the event.

Enter event description here

Proposed Program

Activity / Start / Finish

The Venue

Enter venue description here

Task List

Provide a breakdown of the work from start to finish that lists the main work tasks that must be accomplished. Very importantly you should indicate the timelines for each work task.

To get you started, WWA has a list of generic events tasks that need to completed for ALL events big or small. Start with this list and add the event specific tasks for your event.

WWA – Event Task List

Event Promotion

How are you going to let people know about your event?

WWA can offer the following avenues but we need you to produce the material such as:

  • Event Poster
  • Event details for web page
  • Location Guide for where your event is to be held
  • A blurb to go on Facebook etc.

WWA communication methods:

  • Email to members
  • Webpage on web site (mandatory as this will be used for ticketing and registrations)
  • Facebook
  • Twitter
  • Tumblr
  • SMS to members
  • We also have a Seabreeze log on if you don’t want to post under your own name (recommended)

Human Resources

Who is going to help you run your awesome event? It is time to call in favour and lock in your mates to ensure you have enough people on hand to help with your event. Typically for a large event the event team would be structured as follows. It is up to you how you structure your team but remember many hands make light work.

Please provide an organisation chart or list of team members who will help with running the event.

Budget

Please provide an Event Budget. The typical items to be included in the budget are:

WWA - Event Budget Template

Sponsorship

WWA is committed to run windsurfing events in WA but all events must aim to breakeven. A good way to provide income to an event is via sponsorship. To ensure each event is not targeting the same companies for sponsor, please advise WWA of the companies you wish to approach or already have agreements with. When approaching a potential sponsor it is a good idea to have a sponsorship proposal written. Should you be successful in obtaining sponsorship, it is important to formalise the agreement so ALL parties are clear on their responsibilities in relation to the agreement.

WWA – Sponsorship Proposal Example

WWA – Sponsorship Agreement

Risk Management

Showing that the event organisers have evaluated risks is very important to WWA, councils and the Department of Transport. Please review the WWA Risk Assessment and add any venue or event specific risks and how the risks will be mitigated.

WWA - Risk Management Plan

WWA - Risk Assessment

Evaluation

Particularly if your event will receive some government funding or commercial sponsorship, your proposal should stipulate the measures that will be used to evaluate the level of success of the event. Measures might include:

  • Spectator attendance
  • Satisfaction of participants (through surveys conducted)
  • Numbers of new recruits
  • Testimonials
  • Bookings for next year

WWA Document Template1 of 82014 - 2015

Event Equipment Needs

Provide a list of equipment that is needed for the event. Your list should state what items you already have and what items need to be procured.

Equipment Description / Total Required / Ready in stock / Present condition / Need to borrow / Need to hire / Need to purchase

WWA Document Template1 of 82014 - 2015