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.

Contact us for more assistance
or to connect with the City of Miramichi