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, colours, 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.