Event Planning

The best events have clear objectives and messages, and a lot of work goes into planning these events.

Aim & Messaging

Why are we doing this?

  • What is the message we’re trying to send?
  • Who is that message for?
  • How will we get it to them? (petition/letter, leaflet, survey, competition, or via media/social media coverage?) 
  • What do we want them to do as a result?
  • Are there any messages we DON’T want to inadvertently convey?
  • What other results are we after?
    – for the people attending and
    – for the people we’re targeting

Planning

  • Set a time and date
  • Book a venue or fill out a Police Form 1- Note: specific requirements e.g. arrive early to sign in, or cover up Nanna t-shirts
  • How are we going to make it Nanna fun, but with a serious message
    – Knitting, music and singing
    – Signs, props and Nanna outfits
  • Who is speaking/performing?
    – What message do we want/expect from them?
    – What’s their title/role/any relevant background?
  • Allocate the following jobs:

Promotions

  • Post information on social media channels
  • Make a Facebook event
  • Post on website event page

See how to write and distribute a media release

Resources organiser

  • Write, design and print petition/letter, leaflet, survey, competition
  • Signs and props
  • Charged up sound system, mic, karaoke tunes and song sheets

MC

  • Prepare a timeline and speaker notes on small pieces of paper that can fit in your hand.

Spokesperson/s

See Spokesperson Tips

Notetaker

  • Prior to event check on events page for information and include links to more information.
  • After the event write a brief report about how many people were there, what it was about, when, where and who was there – full names – ask them to spell it. Plus any associated links.
  • Clarify speakers points – get back to them if needed to get accurate information.

Videographer and still photographer

  • Plan your shoot – landscape or portrait, depending on audience on social media.
  • Check the area first for the best light – where do you want to place people.

See Video and photo shoot hints

 Police Liaison/ Security/ Legal Observer

  • Wear a high vis vest with your title on the back