
Community Event Planning Guide
Whether you’re organizing a small fundraiser or a major community festival, this guide provides essential steps, tips, and tools to help you stay on track and plan a successful event from start to finish.


1. Event Basics: Setting the Foundation
Define the What, When, Where, Who, and Why
Event Name: Choose something clear and engaging.
Date & Time: Check the city’s calendar for potential conflicts.
Location: Secure your venue early (indoor/outdoor) and ensure it's suitable.
Target Audience: Who are you trying to reach—families, youth, seniors, tourists?
Theme or Purpose: What’s the goal—celebration, education, fundraising?
Estimated Attendance: This helps guide your space, staffing, and budget needs.
Tip: Always ensure your event aligns with community interests and contributes positively to the city’s goals.
2. Budget & Funding: Know the Numbers
Plan Your Finances with Intention
Total Budget: Define what you can afford from the start.
Break Down Expenses: Include permits, rentals, entertainment, insurance, signage, and marketing.
Identify Income Sources:
Sponsorships (local businesses, corporations)
Ticket sales or registration fees
Grants or community funding programs
Vendor/booth fees
Tip: Monitor your budget regularly and keep receipts and records organized.
3. Permits & Approvals: Stay Compliant
Secure All Necessary Approvals Early
Venue Booking Confirmation
City Permits:
Special event permit
Alcohol permit (if serving)
Food handling (if applicable)
Noise permit
Insurance Coverage
Emergency Services Notification (police, fire, ambulance if needed)
Tip: Reach out to the City’s events coordinator or municipal office for permit guidance.
4. Logistics & Accessibility: Planning the Flow
Every Detail Matters
Schedule: From setup to teardown — map out every moment.
Vendors & Exhibitors: Confirm contracts, needs (power, space), and arrival times.
Equipment Rentals: Tents, tables, chairs, sound systems, etc.
Parking & Transportation: Signage, shuttles, or traffic flow control.
Accessibility Features: Ramps, washrooms, ASL interpreters, inclusive signage.
Tip: Walk through the site as if you’re an attendee—what would make it easier?
5. Programming & Entertainment: Engage Your Crowd
Create Meaningful Moments
Book Performers, Speakers, or Hosts
Plan Activities or Workshops: Think interactive, fun, or educational.
Incorporate Cultural or Community Groups: Local musicians, artisans, storytellers, or performers.
Tip: Mix scheduled programming with free-flowing spaces for people to enjoy at their own pace.
6. Marketing & Promotion: Spread the Word
Get People Excited to Attend
Create a Visual Brand: Logo, colors, tone of voice.
Social Media: Create an event page, post regularly, use countdowns and visuals.
Website & Email: Keep details current and accessible.
Traditional Media: Posters, newspaper ads, local radio.
Press Releases: Share your story with local news outlets.
Tip: Encourage community members, influencers, and partners to share and promote your event.
7. Staffing & Volunteers: Build a Solid Team
It Takes a Village
Recruit Volunteers: Post roles early — set up, welcome desk, cleanup, etc.
Assign Clear Responsibilities
Train Staff & Volunteers: Provide a schedule, contact sheet, and orientation.
Designate Key Contacts: For safety, troubleshooting, or emergencies.
Tip: Recognize volunteers publicly and provide thank-you gifts or follow-up letters.
8. Community Engagement & Impact
Make Your Event Meaningful
Partner with Local Organizations: Strengthens relationships and increases reach.
Include a Charitable Element: Donations, raffles, food or clothing drives.
Collect Feedback: Through surveys or comment cards.
Measure Outcomes: Did you meet your goals? What can improve next time?
Tip: Use your post-event report to build future partnerships and improve planning.
9. Emergency & Risk Management
Be Prepared for the Unexpected
First Aid Stations: Have a visible and staffed location.
Security & Safety Plans: Security staff, lost child protocol, hazard prevention.
Emergency Contacts: Print and share with team members.
Weather Backup Plan: Tents, alternate indoor venue, or rain date.
Liability Insurance: Protect yourself and participants.
Tip: Review your safety plan with local authorities or emergency services.
10. Post-Event Wrap-Up: End Strong
A Successful Event Doesn’t End When the Music Stops
Clean-Up: Return equipment, restore the space, and properly dispose of waste.
Debrief Meeting: Review what worked, what didn’t, and celebrate wins.
Final Financial Review
Send Thank-Yous: Volunteers, sponsors, vendors, and attendees.
Create a Final Report: Include photos, feedback, and recommendations for next time.
Tip: Share highlights online and tag supporters to build goodwill and visibility for future events.
