Fill in the Gaps – An Easy Guide to Event Management
October 22, 2009 by tim
Filed under Opportunities
This is a must read free resource for event managers, both old and new!
Fill in the Gaps – A guide to managing a community event Nov 04 1
Fill in the Gaps – A guide to managing a community event Nov 04 2
WHAT I S THI S?
What is this document for?
This document is a guide to running an event . I t answers some quest ions
you have about event management and includes checklists, templates and
handy hints relevant to event management .
The Fill in the Gaps Manual is a tool for how enthusiast ic people can run,
or be involved with, a community cultural event . Events could include
Under 18 gigs, bands events, theat re projects, fest ivals and community
gatherings.
The examples in the manual have worked before, so we know they’re
going to work for you!
Please note: There is nothing in here about Public Liability I nsurance.
Who is this document for?
Young people who have no or lit t le experience in running events can use
the “Fill in the Gaps Guide” .
The “Fill in the Gaps Guide” supports exist ing project management guides,
such as the “How 2, Where 2 Guide” (Aust ralia Council for the Arts) and
Sub 18 (Maroochy Shire Council) .
Are there other resources out there?
There are great guides out there for producing specific events (Under 18
year olds gigs) and promot ing your event .
For other resources, see our resource list .
Please get advice from a professional regarding legal issues.
How do I use this thing?
I t ’s ok, w e don’t expect you to read the whole thing in one go!
Just use a sect ion or example when it works for you to do that .
Where a page has got this border and says OUR EXAMPLE – , the
following example or document is something that was used by the Visible
I nk Fest ival 2004. The VI : Fest ival 2004 was an event funded by Brisbane
City Council and managed & delivered by young people.
Where a page has got this border and says Example – , the following
example or document is something you can photocopy and use yourself.
Enjoy, Love Karlet ta.
Fill in the Gaps – A guide to managing a community event Nov 04 3
WHO ARE WE?
Who are w e?
Karlet ta, Tammy and Lauret ta produced this manual. A lot of fantast ic
people in the Community Cultural Development & Arts I ndust ries also
helped us with ideas and feedback.
Lauret ta is employed by Brisbane City Council as a Cultural Development
Officer with Visible I nk (Valley) .
Karlet ta was one of 5 coordinators for the Visible I nk Fest ival 2004. They
entered the Young Art ist Mentor Program from February 2004 – December
2004. Karlet ta was the Mentoree, with Lauret ta as the Mentor.
This document came from an idea that Karlet ta had while working on the
Visible I nk Fest ival 2004. The realisat ion of the idea came from the Young
Art ist Mentor Program.
We met Tammy through her I ndust ry Placement at Visible I nk, and invited
her to be a Project Worker on this manual. She is awesome.
The majority of content in this Guide was produced by the Visible I nk
Fest ival 2004 Project Team.
Kate Walton, Lauret ta Rogers, Karlet ta Abianac, Tammy Newman
Fill in the Gaps – A guide to managing a community event Nov 04 4
CONTRI BUTORS
Visible I nk Fest ival Project Workers
Deanna Borland-Sent inella Product ion & Logist ics and QPASTT Project
Kate Walton Girl Friday
Leigh Smith Sponsorship & Promot ion
Bradley Nunn Visible I nk website
Natasha Watson Documentat ion & Evaluat ion
Karlet ta Abianac Community Partnerships
Also
Tammy Newham, Lauret ta Rogers
Other sources ie: Books
“Group Processes – A developmental perspect ive” Susan A. Wheelan,
“Visible I nk Fest ival 2004 Report ” Lauret ta Rogers, St Lukes I nnovat ive
Resources in Bendigo, “Generat ing the News”, Office of Youth Affairs,
Department of Employment and Training 2002, “Reconnect Act ion
Research Kit ”, Family and Community Services, October 2000, Dick, 1997
Focus Group at tendees
Gareth Lewis (BCC) , Shana, (Michael) Judd, (Daniel) Tristan, Paul
(Catalyst ) , Gerard Dowling (BCC) , Visible I nk Zillmere staff
Organisat ions / Groups
St raight Out Of Brisbane fest ival
Visible I nk (Brisbane City Council)
Visible I nk Live (events)
Young Art ists Mentor Program (Youth Arts QLD) ,
Arts Queensland,
Catalyst & Rapid crew,
Natural High Alternat ive,
All photographs are © 2004 Brisbane City Council
Proudly supported by Brisbane City Council
Fill in the Gaps – A guide to managing a community event Nov 04 5
I NDEX
WHAT I S THI S?…………………………………………………………………… 2
I T’S OK, WE DON’T EXPECT YOU TO READ THE WHOLE THING IN ONE GO! …………………… 2
WHO ARE WE? ……………………………………………………………………. 3
CONTRI BUTORS ………………………………………………………………….. 4
I NDEX ……………………………………………………………………………….. 5
ASKI NG ( CONSULTATI ON) …………………………………………………… 7
TOPICS COVERED: …………………………………………………………………………… 7
WHAT IS ASKING? …………………………………………………………………………… 7
GETTING AN IDEA ……………………………………………………………………………. 8
GETTING OTHER PEOPLE INVOLVED …………………………………………………………. 9
HOW TO RUN A GROUP / MEETING & RECORD INFO…………………………….. 11
FOCUS GROUP FORMAT …………………………………………………………………….. 12
QUESTIONS YOU CAN ASK A FOCUS GROUP ………………………………………………. 14
APPLICATION FORM – PROJECT WORKER …………………………………………………… 15
PROJECT WORKER ROLES AND TASKS………………………………………………………. 17
HINTS FOR WORKING WI TH GROUPS ……………………………………………………… 18
WHY RECORD MEETING NOTES? ……………………………………………………………. 19
MEETING NOTES………………………………………………………………………… 19
PLANNI NG ……………………………………………………………………….. 2 0
TOPICS COVERED …………………………………………………………………………… 20
WHAT IS PLANNING?……………………………………………………………………….. 20
ACTION PLAN ………………………………………………………………………………. 22
WHAT IS A PROJECT BRIEF? ……………………………………………………………….. 23
A PROJECT BRIEF ………………………………………………………………………….. 23
THIS IS AN EXAMPLE OF A BUDGET ………………………………………………………… 26
ANOTHER BUDGET………………………………………………………………………….. 27
TRACKING PETTY CASH……………………………………………………………………… 28
WHY TRACK PETTY CASH? …………………………………………………………………. 28
COMMUNICATION PLAN …………………………………………………………………….. 29
SI TE PLAN ………………………………………………………………………………….. 39
HINTS FOR PLANNING………………………………………………………………………. 40
( I MPLEMENTATI ON) ………………………………………………………….. 4 1
TOPICS COVERED …………………………………………………………………………… 41
WHAT IS DOING? ………………………………………………………………………….. 41
BEFORE THE EVENT…………………………………………………………………………. 42
WHAT IS A QUOTE? ………………………………………………………………………… 42
DATABASES ……………………………………………………………………………… 43
ADVERTISING / PROMOTING YOUR EVENT………………………………………………….. 45
HOW DO I PROMOTE?………………………………………………………………………. 45
LETTING THE MEDIA KNOW …………………………………………………………………. 47
GETTING SPONSORSHIP ……………………………………………………………………. 50
WHAT IS SPONSORSHIP? …………………………………………………………………… 50
LETTER REQUESTING SPONSORSHIP………………………………………………………… 51
YOUTH MANAGEMENT TEAM …………………………… ERROR! BOOKMARK NOT DEFI NED.
CONFIRMED EVENT VOLUNTEERS……………………… ERROR! BOOKMARK NOT DEFI NED.
INFORMATION PACKETS…………………………………………………………………….. 53
WHAT IS AN INFORMATION PACKET FOR?………………………………………………….. 53
Fill in the Gaps – A guide to managing a community event Nov 04 6
INFORMATION PACKET FOR PERFORMERS ………………………………………………….. 54
COVER LETTER ……………………………………………………………………………… 54
BOOKING CONTRACT……………………………………………………………………….. 55
PHOTOGRAPH/ AUDIO/ FI LM RELEASE ………………………………………………………. 57
WHAT IS A PHOTOGRAPH RELEASE FORM FOR? …………………………………………….. 57
INVOICE ………………………………………………………………………………….. 58
DEED OF AGREEMENT ………………………………………………………………………. 59
PROJECT WORKER/ VOLUNTEERS INFO PACK ……………………………………… 60
SIGN IN / SIGN OUT SHEET …………………………………………………………. 63
PROJECT WORKER/ VOLUNTEER SURVEY………………………………………………….. 64
SAFETY STATEMENT ………………………………………………………………………… 65
INVOICE ………………………………………………………………………………….. 66
PHOTOGRAPH/ FI LM/ SOUND RELEASE ………………………………………………………. 67
RISK MANAGEMENT PLAN …………………………………………………………………… 68
CONTRACT – PROJECT WORKER……………………………………………………………. 72
DURING THE EVENT ………………………………………………………………………… 74
CHECKLIST FOR THE SPACE ………………………………………………………………… 75
PERSON FRIDAY LIST …………………………………………………………………….. 76
THE BORED BOARD ………………………………………………………………………… 76
AFTER THE EVENT…………………………………………………………………………… 77
HINTS FOR DOING ………………………………………………………………………….. 78
WHAT CRI TICAL INCIDENT FORMS INCLUDE ……………………………………………….. 78
KEEPI NG TRACK OF I T ( DOCUMENTATI ON) DI D I T WORK?
( EVALUATI ON) …………………………………………………………………. 8 0
TOPICS COVERED…………………………………………………………………………… 80
WHAT IS ACTION RESEARCH? ……………………………………………………………… 80
ACTION REVIEW PROCESS …………………………………………………………………. 82
YOUTH MANAGEMENT TEAM MID REVIEW 2004 …………………………………………… 83
DOCUMENTATION BUDGET …………………………………………………………………. 85
AUDIENCE RESEARCH ………………………………………………………………………. 86
VIDEO CAMERA DOCUMENTATION INFO …………………………………………………….. 88
HINTS FOR DOCUMENTATION AND EVALUATION…………………………………………….. 89
PARTY ( CELEBRATI ON) THANKI NG ( ACKNOWLEDGMENT) ……….. 9 0
TOPICS COVERED…………………………………………………………………………… 90
WHAT IS CELEBRATING AN EVENT?…………………………………………………………. 90
ACKNOWLEDGMENT ………………………………………………………………………… 91
TYPES OF PARTY GAMES …………………………………………………………………….. 93
A BASI C EVENTS GRANTS & RESOURCE GUI DE ………………………. 9 4
WHAT ARE RESOURCES?……………………………………………………………………. 94
HINTS FOR RESOURCES …………………………………………………………………….. 95
FEEDBACK………………………………………………………………………… 9 6
FEEDBACK QUESTIONS …………………………………………………………………….. 97
Fill in the Gaps – A guide to managing a community event Nov 04 7
ASKI NG
( CONSULTATI ON)
Topics Covered:
· Get t ing people involved
· I nfo on groups (some ins and outs)
· Running a focus group
· Recording your meet ings and ideas
· Project Workers – how to get people involved to run parts of your
event
· Roles and tasks for a Project Team
What I s Asking?
I t is talking with groups of people and asking them quest ions to get their
honest response.
Working with these ideas, you develop your event .
ASKING
Richard, Vanessa & Deanna (Visible I nk Fest ival 2004 YMT)
Fill in the Gaps – A guide to managing a community event Nov 04 8
GETTI NG AN I DEA
So you want to run an event . What type? A Gig, Fest ival, party,
exhibit ion?
Before you talk with, or ask people for ideas, know the basics of your
event :
· Target audience
· The approximate month
· City
· Budget
· How many people can at tend at the most?
· Some of the non-negot iable stuff ie: Drug & Alcohol Free
· Locat ion if known
Why? Most ly, other people’s expectat ions, hopes and dreams of the event
is very different from yours. Said in another way, their ideas are not on
the same page, chapter, even book.
· OUR example – with the Visible I nk Fest ival 2004, we thought having a
graffit i board would bring in a lot of people, but tons of people we
talked to, asked for a jumping cast le! We had both, and both ideas
were really popular.
I know w hat I w ant – w hy should I ask?
Consultat ion works for your event ’s success. I f you don’t consult , your
event may not be as successful.
· You most likely won’t have people turn up to your event , because you
haven’t created something they want .
· Your workers / volunteers might lose their energy and passion for the
event because it ’s not something they want .
· You might think having a graffit i art wall would be awesome, but your
audience doesn’t . They might want a jumping cast le!
· When you consult , your audience feels like they are part of organising
the event , and are more likely to tell their friends about it .
· You get a broader view of what other people want regarding the event .
ASKING
Fill in the Gaps – A guide to managing a community event Nov 04 9
GETTI NG OTHER PEOPLE I NVOLVED
How do people join groups?
They see advert isements or hear about a group (Word of mouth is the key) . I f
they are interested they usually contact you.
Talk to all your friends – they may want to help out or know about it . Invite them
to join you!
Write the contact details of who commit ted to be there or get back to you.
Get t ing a group together :
· Write down what you want from the group
· Get a group together – (see below)
· Meet with them
· Ask what they each want the event to be
· Keep their answers!
· Use their answers to create the event (see Planning)
Remember that apart of every group is a conflict stage, so hang in there! You can
do it !
You could promote your meet ing by:
· Print (pamphlets, newspaper / magazine adverts, classified/ community
sect ion of your local newspaper, public not ice-boards)
· Community announcements on radio
· Schools
· TAFES and Universit ies
· Health/ community and youth cent res.
· E-mail groups
Your promot ional stuff must say:
· Who you want to get involved ( ie: ages, ‘culture group’)
· 20-50 word explanat ion of your group / event (dot points are best )
· Contact details (can have map / t ransport info)
· When they need to call you by
· The t ime and dates your group meets
· Locat ion of meet ing
· I f you are having food (people love food at meet ings)
· Just answer Who, What , Where, Why, How, When
ASKING
Fill in the Gaps – A guide to managing a community event Nov 04 10
CONFLI CT RESOLUTI ON HI NTS
A few opt ions on w hat to do w hile confronted w ith a conflict :
Remember that in a confront ing situat ion, you are in cont rol of your
emot ions. No one can ever make you upset . We react automat ically
somet imes. Just not ice your react ion, then choose how to react .
· Don’t get pulled into their drama. Remain calm.
· When someone is upset , accept that they are upset and that they are
saying what they are saying. Don’t t ry to set t le them down. Give them
space to be how they are.
· Just listen to them and accept that ’s how it is for them – in their world,
what they’re talking about is the t ruth.
· Ask the person quest ions. ie: What exact ly did I do / they do and why
are you upset? What does it mean to you that they said/ did that?
ie: Their response might be that when someone started speaking while
they spoke, it meant that the other person doesn’t appreciate them.
They are not upset that the other person spoke – what they’re upset
about is they think the other person doesn’t appreciate them.
· I f they are upset with you, don’t just ify yourself – no mat ter if it is the
t ruth for why you did something or how logical it sounds to you. Upset
people can turn everything around into proof for why they are upset .
Consider that it doesn’t mean or have anything to do with you. They
are upset about an opinion of what they think you think of them!
· Clarify ie: “So what I ’m hearing is that you’re upset because ___”
· I f you/ they’re really upset , you can make another t ime to work the
issue out .
Fill in the Gaps – A guide to managing a community event Nov 04 11
OUR EXAMPLE – HOW TO RUN A GROUP / MEETI NG & RECORD I NFO
HOW TO RUN A GROUP / MEETI NG & RECORD I NFO
What are impor tant parts of a focus group?
· People have their say
· Food and water
· We move around / be physical
· People get to part icipate
· People know that what they
are saying will be considered
· Have group guidelines
· Value adding concept vs what
I say makes what you say less
relevant
· Colourful environment
· Have it on their turf
· Be up front – know and say
what you are there for
· Clear t imeframe
What does a good focus group include:
Preparat ion!
A writ ten t ime-plan ( run it past experienced people for feedback)
Resources – colour pens, paper, hand outs, white board markers, food,
water, know where the toilets are, make sure the space is safe
Know your audience ( ie: what they like/ don’t like)
Advert ise it well with the people you’re target ing (key stakeholders)
Choose a venue your gr oup will like, is very easy to get to and to be in
Choose a cool person to co- facilitate with. I t ’s best to have two people
facilitat ing so that one person can look after tasks and the other
maintain the group. Someone also needs to take notes on what ’s said.
They need to be able to ident ify with your group
Set the size of the group for 20 people max
AN EXAMPLE OF A FOCUS GROUP FORMAT I S ON THE NEXT PAGE.
Recording
Make sure that you have a scribe that is on the ball and records exact ly
what is said – this means that you record what people say. Use exact
words. Don’t add your words to make what they’re saying bet ter or
clearer. Then it turns into your opinion, not theirs
Record the act ions people commit to doing after the meet ing, including by
when they will do them. Call them before they said they would finish the
task and find out what they have / haven’t done
Keep a database of all the people that at tended including their name,
phone and e-mail address
Keep in contact with people – send record of meet ing to all part icipants
and explain clearly the next steps
This should happen no later than one week after a meet ing
ASKING
Fill in the Gaps – A guide to managing a community event Nov 04 12
OUR EXAMPLE – FOCUS GROUP FORMAT
FOCUS GROUP FORMAT
· Get there about ½ hour before you start and set up the room.
· Have them create and put on their own name tag and have a chat
while you do this, to get to know the group
· Let them know when you’re about to start
· I nt roduce the people leading the focus group ( facilitators)
· Keep it informal and fun!
· Give a general explanat ion of what we are doing and want from the
group
· Do group Act ivity (Brain-storming, talking, sharing ideas, get creat ive)
· Check to see if anyone is keen to work on the project more
· Let the group know what you will be doing with their info. Confirm
everything people said they’d do, including by when they’ll do it
· Thank them for being here and cont ribut ing their ideas
· Make sure they know how to contact you again (e-mail, phone details)
· Leave some info for them
· Give them the minutes of the meet ing within 1 week of meet ing them
– make sure they are bright and fun -
Group Act ivity
· I nt roduce the purpose of the focus group. I e: We just want to chat
about this event and brainstorm some ideas
· Act ivity “Looks Like, Feels Like, Sounds Like”
Have butchers paper and colour markers
Give each person a piece of paper. Have them draw this symbol.
· Have each person spend a minute on each sect ion writ ing what they
imagine the event to Look like, Feel like and Sound like – if they could
have the best event they can think of – within our budget .
· Do this as an individual act ivity first , then ask the group to pass their
paper around the group, the broader group can choose one idea that
they like, share with bigger group
· This way people get to record their own ideas, have a chat and share,
and then the broader group gets to view everyone’s work
· People think in different ways, some people are visual, auditory, or
kinaesthet ic ( touch) . Doing this exercise gets the most out of your
group.
Looks like
Sounds like
Feels like
ASKING
Fill in the Gaps – A guide to managing a community event Nov 04 13
· Always use colour pens
· Record what is said on the board and use colourful borders
· Ask them to grab some food, then set t le back down
What is the next step?
· You need to let the group know what you will be doing with their info
I .E THE YOUTH MANAGEMENT TEAM WI LL BE TAKI NG ALL OF THESE
I DEAS AWAY AND WORKI NG OUT WHAT WE CAN MAKE HAPPEN.
BUDGETS, STAFF, TI ME AND SAFETY ARE ALL CONSI DERATI ONS TO
DEVELOP THE EVENT.
· Look for people who we can touch base with to check out the program
or people who want to become involved in making it happen
· Ask people to record their contact details – circulate a database form
for people to put on their name, phone and e-mail
Closing act ivity
· Use st rength cards, photo language or bear cards. Lots of youth
services have these. They are from an organisat ion called St Lukes
I nnovat ive Resources in Bendigo
· People select a card individually then share in a group – good way to
close the group.
· Ask group to choose a card that reflects how they feel at the end of the
session
ASKING
VIF: : 2004 Focus group facilitated by SpeakOut design studios
Fill in the Gaps – A guide to managing a community event Nov 04 14
QUESTI ONS YOU CAN ASK A FOCUS GROUP
WE USED THESE QUESTI ONS TO GET FEEDBACK ON WHAT AN EVENT I N A
SUBURB COULD BE AND HOW TO PROMOTE I T.
I n these quest ions, the word act ivit ies is used a lot . I t refers to things
that you enjoy doing. I t could be a hobby or sport ; an act ivity that you
think is important to youth culture; or an act ivity could be something that
you and your friends do every now and again, for example, skateboarding.
ACTI VI TI ES
What act ivit ies do you like to do?
What sort of things would you like to get in to?
What do you like to do in your spare t ime ie. Weekends, after school?
Do you do these with friends, in a club or group or by yourself?
I s it important to go to an event with your friends?
What type of act ivit ies would you like to t ry but haven’t been able to?
Why haven’t you been able to t ry them? they haven’t been offered, to
expensive, to far to t ravel to, don’t know where to go to t ry them?
What act ivit ies have you been to that haven’t worked and clicked with
youth culture? Why haven’t these worked?
SPACES
Where would be the ult imate youth space where young people of
__________ hang out?
I s this a designated youth space or more of a meet ing place?
Where would you go to do an act ivity?
What spaces?
Can you access those spaces easily?
Have you done act ivit ies in those spaces before? What were they?
MARKETI NG
How do you hear about things that are going on?
Have you been to anything you have see that is on?
What makes you want to go to an act ivity?
How do you remember when and where it is on?
Do you go with friends or by yourself?
PLANNI NG
Do you like get t ing involved in planning act ivit ies – going to meet ings,
having people contact you to run things past you?
Or do you like just rocking up at the event?
Do you prefer events that are organised with input and close contact from
the people of _____________?
FUTURE
What would be an act ivity that we could bring to _______ that would
really interest the young people?
Would you be interested in _______________________?
ASKING
Fill in the Gaps – A guide to managing a community event Nov 04 15
EXAMPLE – PROJECT WORKER APPLI CATI ON FORM ( 2 PAGES)
Project workers are a great way for people to get involved. I t is also a way
for people to lead differents parts of your event . I f you have a lot of
interest from people you can select people based on a writ ten applicat ion
and interview.
APPLI CATI ON FORM – PROJECT WORKER
Event Name _________________ Contact Person: __________
Applicat ion Opens: _________________ Applicat ion closes: ________
Select ion Period: _________________
Personal Details
Name:
Age:
Address:
Contact Number:
Select ion Quest ions
1. Why do you want to be a part of ______________?
2. How will your involvement in ______________ benefit you?
3. What areas of Event Management are you interested in? (Refer to
at tached)
4. What skills and st rengths do you bring with you to the
______________ team?
5. Have you been involved in any fest ivals or community events before?
6. What t raining and skill development opportunit ies are you interested in
achieving?
7. What benefits do you think ______________ will have to the
______________ community?
8. What is your availability to work on the event? We are asking you this
one because we need to know what t ime you have left in your week
after all of your commitments. We will work around your availability.
Please provide the follow ing details:
a. What day/ s of the week?
b. What hours are you available?
c. How many hours would you like to work per week?
d. How long can you commit to the fest ival? (weeks/months)
e. What other commitments do you have?
Thankyou for taking the t ime to fill in this form.
ASKING
Fill in the Gaps – A guide to managing a community event Nov 04 16
The next steps
· The Event Coordinator/ Recruitment Manager will be in contact with
you to advise you of the outcome of your applicat ion by ______.
· The next step will be for the Project Workers to meet with the Event
Coordinator/ Recruitment Manager to draft act ion plans and to sign off
cont racts before _________. The act ion plans will determine the tasks
to be completed with t imeframes at tached.
· Cont ract salary will also be determined.
ASKING
Fill in the Gaps – A guide to managing a community event Nov 04 17
OUR EXAMPLE – PROJECT WORKER ROLES
PROJECT WORKER ROLES AND TASKS
Coordinat ion of
Fest ival
Cultural Program
Officer
Budget management
Training and development
Record keeping
Liaison with key players
Communicat ion link
Workplace health and safety
Management of volunteers, staff, teams
Risk assessment
I nform Councillors and key Council staff
Development and maintenance of working groups
Linkage between Council and community
Product ion, logist ics,
HR
Worker 1
Contacts/meet ings (youth culture networks)
Timetables/ planning
Power
Safety ( first aid, youth workers, inform police,
ambulance)
Venues
Site plans
Stage managements
Cont racts for performers
Not ice to residents
Promot ion,
market ing,
sponsorship
Worker 2
I dent ify range of ways to promote event
Liaise closely with Steve Capelin and Media and PR
within Council
Fliers/ posters/web info
Radio/ tv
I dent ify key market ing partners
Community contacts
and par tnerships
Worker 3
Develop a data base of all contacts
Community consultat ion
Meet ings, meet ings and more meet ings
St rategies for part icipat ion and involvement
Evaluat ion/
recording/
Reflect ion
Worker 4
Celebrate Achievements
I nform key players re: achievements
Document processes (video, camera, news updates)
surveys
Evaluat ion reports
Sustainability
ASKING
Fill in the Gaps – A guide to managing a community event Nov 04 18
HIIINTTTSSS FOR WORKIIING WIIITTTH GROUPPPSSS
Contact details
· Collect people’s contact details at every weekly meet ing.
· Keep everyone’s contact details in a file. This includes a list for people
who contacted us and are interested in joining.
· You could list their: Full name, phone, postal address, e-mail and the
project they are interested in.
· Also list people’s skills and talents. Always draw on your groups talents
· Print out and store these contact lists in a folder named Contacts.
An example database for young people is:
Name Address Phone E-mail Skills/Qualificat ions Experience Talents
AT EACH MEETI NG, WE PASSED AROUND A BLANK DATABASE FORM. WE
ASKED PEOPLE TO ADD OR UPDATE THEI R CONTACT DETAI LS, WHI CH WE
PUT I NTO OUR ELECTRONI C FI LE AFTER THE MEETI NG.
When recording meet ings
We recorded the following details in our minutes:
Meet ing Date
Who at tended
Any apologies (people who told us they wouldn’t be at that meet ing)
What people promised to do, with who and by when
Major decisions / Topics discussed
When meet ing people, alw ays:
· Know what you intend to get out of the meet ing?
· Use an Agenda (explanat ion on next page)
· What are your and their expectat ions?
· Validate, appreciate and respect what they say
· Value add to others ideas
ASKING
Fill in the Gaps – A guide to managing a community event Nov 04 19
OUR EXAMPLE – MEETI NG NOTES
Why record meet ing notes?
We record meet ing notes (minutes) because, as much as we want to or
think we should, we’re not going to remember everything that we talked
about and agreed on in the meet ings we go to.
Also, always use an Agenda. An agenda is a list of things to talk about .
MEETI NG NOTES
Date: _ _ _ _ _ _ _ _ _ _ _ _ Event name: _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _
At tended ( Name & Role if possible) :
_ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _
_ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _
Their Event / Organisat ion: _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _
What they do / have done: _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _
_ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _
Act ions taken / not taken from last meet ing:
Major decisions / topics discussed:
Act ions from this meet ing:
Who w ill do What act ion With By w hen
Things for next meet ing’s agenda:
Ask for and record any possible:
· Linkages with your event
· Training / Mentoring opportunit ies
· Contacts of other organisat ions / people we could work with?
ASKING
Fill in the Gaps – A guide to managing a community event Nov 04 20
PLANNI NG
Topics covered
· Act ion Planning
· Project Brief – get t ing all your ideas into an easy format
· Budgets – keeping it nice and easy
· Tracking Pet ty Cash
· Communicat ion Plan – this is your Media and Market ing Act ion Plan
What is planning?
Planning is choosing your idea and goals, writ ing down what they are and
what you’re going to do to have those things happen by developing Act ion
Plans ( record steps you need to take and by when) .
You can plan act ions to take, people to meet and money you’ll spend.
PLANNING
Fill in the Gaps – A guide to managing a community event Nov 04 21
The most effect ive w ay of planning is
Imagine / discuss / picture what your goal or event will look like when it is
complete.
Imagine and write what things will need to be done a day before the
event , then a week, month etc. Keep going backwards unt il today.
You can do up t ime frames: Week start ing, key tasks, key act ions, who
will do it , who is responsible.
AN EXAMPLE OF AN ACTI ON PLAN WE USE I S ON THE NEXT
I know w hat to do. Why should I w r ite it dow n?
I f you don’t write down your tasks and ideas, they will most likely be lost
or forgot ten. You’re human. Your memory plays up some t imes.
When you plan you are focused and when you follow your plan your event
happens as you had pictured.
Just thought w e’d w arn you…
· Things will happen that you don’t expect .
· Leave the week before the event most ly free of tasks, so when
unexpected things happen, you can work on them.
PLANNING
Fill in the Gaps – A guide to managing a community event Nov 04 22
EXAMPLE – ACTI ON PLAN
ACTI ON PLAN
Timeframe Comments
(start and complet ion)
Who w ill support you
in this area?
Tasks
PLANNING
Fill in the Gaps – A guide to managing a community event Nov 04 23
EXAMPLE- PROJECT BRI EF
What is a Project Br ief?
A Project Brief is a document that says the basic informat ion about a
project .
A PROJECT BRI EF
Name of Project :
Project Descr ipt ion: ( 5 0 – 1 0 0 w ords)
Project Timeframe:
PHASE I NDI CATI VE TI METABLE
I e: Consultat ion
Planning
Doing
Research
Celebrat ing
Object ives of the Project :
Key tasks:
PLANNING
Fill in the Gaps – A guide to managing a community event Nov 04 24
Outcomes:
I nvolvement :
Work Space: ( w here are you w orking and w hen)
PLANNING
Fill in the Gaps – A guide to managing a community event Nov 04 25
Budget Requirements/ resources:
I tem Est imated Cost Actual Cost
TOTAL
Risks and st rategies to overcome these:
Evaluat ion methods:
PLANNING
Fill in the Gaps – A guide to managing a community event Nov 04 26
OUR EXAMPLE – BUDGET
THI S I S AN EXAMPLE OF A BUDGET
- INCOME -
ITEM IN KIND CASH
Office Space ( rent ) $500.00
Office Equipment $500.00
Sub- total $500.00 $500.00
Total $1000.00
- EXPENDITURE -
ITEM IN KIND CASH
Project wages
Project Expenditure
Product ion
Admin
Print ing $15.00
Postage $20.00
Phone $150.00
Rent – Office Space $500.00
Stat ionery $20.00
Transport Allowance – young people $100.00
I nternet $45.00
Purchase resources $100.00
Miscellaneous $50.00
Sub- total $500.00 $500.00
Total $1000.00
PLANNING
Always add ext ra for things that ,
right now, you don’t expect to buy
This is your backup money
Money for young people to
get to meet ings
Money that comes in to your
budget to help pay for stuff What people give you for free
Money that
goes out of
your budget
to buy stuff
The Expenses total must
match the I ncome total
Fill in the Gaps – A guide to managing a community event Nov 04 27
OUR EXAMPLE – ANOTHER BUDGET (WE LOVE OUR BUDGETS)
ANOTHER BUDGET
I tem Supplier Est imated cost Actual Cost Amount spent
Total $ $ $ $
PLANNING
Guess the cost
Who you’ll buy the item from or will
give it to you (In Kind)
Quoted price
How much you
paid for the item
once you’ve
bought it
Fill in the Gaps – A guide to managing a community event Nov 04 28
OUR EXAMPLE – TRACKI NG PETTY CASH FORM
TRACKI NG PETTY CASH
Why t rack Pet ty Cash?
I f you don’t t rack where your pet ty cash is going and has gone, you
usually get into t rouble from your Auditors (Accountants who t rack your
money to say you didn’t steal any) . When you t rack your pet ty cash, it ’s
easy to see where your money has gone to.
ALWAYS KEEP RECIEPTS.
Date Name Amount I nit ial
Witness
For ( item) Receipt
/ $ back
I nit ial
Witness
PLANNING
The person taking the
petty cash
What you intend to
buy with it
Yes / No
If you returned the
remaining petty Cash
and / or receipt
A person saying they saw you
return the remaining petty
cash and / or receipt
A person saying they
saw you take the petty
cash
Fill in the Gaps – A guide to managing a community event Nov 04 29
OUR EXAMPLE – COMMUNI CATI ON PLAN ( PROMOTI ONAL PLAN) 9 PAGES
OK, don’t get scared, this is really full on but once you have done it you
can just keep on edit ing for future projects. This is one that w as used
for the VI Fest ival. The best par t of this plan is the table- check it out .
COMMUNI CATI ON PLAN
Visible I nk Fest ival 2 0 0 4
1 .1 Background
Brisbane City Council provides a st rategic framework for youth
development pract ice. Brisbane City Council’s ‘Living in Brisbane 2010’
st rategic direct ions, ‘Creat ive City Policy’ outcomes and ‘Visible Act ion’
youth st rategy inform this framework. The Visible I nk Fest ival is a key
tool in ensuring the delivery of the outcomes of this framework; valuing,
resourcing and working with young people.
Visible I nk Fest ival is a unique series of events created for and by young
people. The fest ival is a supported project , allowing young people to
develop skills in cultural development , event management and planning.
The fest ival is a celebrat ion of young people’s culture and lifestyles, held
in Brisbane City and surrounding suburbs.
Current ly Brisbane is host to a large variety of fest ivals specifically for
young people and many which include and invite them to part icipate as
emerging art ists, arts workers and audience members. Therefore it is
vital that the Visible I nk Fest ival provides something different for young
people, ensuring that it appeals to young people who may otherwise not
be accessing any fest ivals in Brisbane.
The Visible I nk Fest ival needs to be marketed as offering a unique
experience and a diversity of events for young people: providing young
people an opportunity to part icipate in the development of the fest ival
including t raining and workshops in the lead up to the fest ival.
This is the third Visible I nk Fest ival. The first was held in 2001 and
at t racted more than 1000 young people and the second was held in 2003
and at t racted similar figures. The 2004 Visible I nk fest ival offers young
people an innovat ive opportunity to part icipate in the development of the
fest ival and a series of excit ing events that are a part of the fest ival.
Fill in the Gaps – A guide to managing a community event Nov 04 30
1 .2 The Fest ival
The Visible I nk Fest ival is managed and organised by the Youth
Management Team that consists of between 12 and 15 young people.
The Youth Management Team is supported by one full t ime Cultural
Development Officer and five part – t ime Project Workers (all young
people) .
The object ives of the fest ival are:
Celebrat ion of Diversity
1. Encouraging celebrat ion of diversity and cross cultural understanding
2. Celebrate young people’s various culture/ s in a supported and posit ive
environment
Par t icipat ion
1. Providing mult iple part icipat ion opportunit ies
2. Providing an opportunity to express, create and program ideas
Youth Development
1. Providing an opportunity to access and develop a sense of ownership of the
arts and cultural spaces in the Brisbane City
2. Engaging in the polit ical and community debate about issues affect ing them
3. Promot ing a posit ive image of young people and to be valued for their
cont ribut ion in the community.
4. Having access to mentors and processes that facilitate the creat ive
expression of their ideas
5. Provide an environment framework in which the development of youth
enterprise is encourage and supported.
Visible I nk Fest ival:
The Fest ival will be held from Tuesday April 13th through to Saturday
17th April 2004. I t will begin with the Embassy Roadshow touring the
City, which will consist of a range of act ivit ies such as music, art , drama
and skate workshops as well as youth forum discussions in 5 locat ions
across the City. The Embassy Roadshow will value add to other exist ing
events and services within the City. On Saturday 17th April the Fest ival
will then move into King George Square and will host a variety of events
such as fashion, skate and band act ivit ies, workshops, art inst illat ion
displays, and chill out spaces.
Fill in the Gaps – A guide to managing a community event Nov 04 31
Visible I nk Fest ival Suppor ted Events:
A variety of t raining in arts and cultural development will be held leading
up to the fest ival for the Youth Management Team. There will also be
linkages with Nat ional Youth Week events and Council act ivit ies from
Saturday March 27th through to Saturday April 3rd.
1 .3 . Target Audience
Based upon audience research, our media and promot ional campaign is aimed
direct ly at the following demographic groups:
Pr imary:
Brisbane residents aged 12 – 25 years
Secondary:
Brisbane City Council Staff
Parents of Brisbane residents aged 12 – 25 years
Educat ional I nst itut ions – ( teachers/ principals) who are want ing to promote
youth act ivit ies within their inst itutes to students.
Arts and cultural groups
Youth services
Specialist youth groups or special interest groups
Culturally/ socially act ive individuals (people within the City who are
interested in arts and cultural act ivit ies) .
Stakeholders:
Youth Management Team
Visible I nk Valley, Visible I nk Zillmere, Flexi-school, I nala Youth
Development Project (staff and space users)
SAAY Teams (The Social Act ion Youth Team) and the Social Policy (Youth
Team)
Lord Mayor’s Office
Brisbane City Councillors
Brisbane Market ing
City Entertainment Program
Youth Sector Organisat ions/ agencies
Local Brisbane Media
1 .4 Budget
Total budget for informal and formal media processes is $______________
(See above pages for example budgets)
Fill in the Gaps – A guide to managing a community event Nov 04 32
1 .5 Market ing Goal
The goal of the market ing plan is to maximise part icipat ion in the Visible
I nk Fest ival including lead up act ivit ies and fest ival events.
1 .6 Market ing Object ives
To maximise the total part icipat ion in the development of the Visible I nk
Fest ival (Youth Management Team) .
To maximise total audience numbers during the Visible I nk fest ival: lead up
workshops, performances, and events.
To maximise posit ive media coverage of the value and cont ribut ion of young
people to the wider Brisbane community.
To ensure that Brisbane City Council is acknowledged and promoted as the
Visible I nk Fest ival supporter.
To increase ongoing part icipat ion of young people with the Visible I nk
Spaces.
1 .7 Key St rategy
The key st rategy that will be undertaken to meet the object ives of the
market ing plan are:
A grassroots market ing campaign, which takes advantage of exist ing
youth networks, schools, mass gathering places, key youth radio
networks, localised media and word of mouth.
The grassroots campaign will be complimented by the following
st rategies and key act ions:
Fill in the Gaps – A guide to managing a community event Nov 04 33
St rategy Target
Audience
Key Act ion Who Budget Timing
Appeal to young people’s
value and independence
and experimentat ion by
posit ioning the fest ival as
a unique youth culture
event
Local media Brisbane Ext ra, Courier Mail
Time Off – Advert ising/
Sponsorship
4ZZZ, YIRN, Visible Ink
Website, Quest Papers
BCC
Media
BCC
Market ing
VIF
Media Stor ies:
Youth Management Team
Ambassadors – 27th
January 2004
Lead Up workshops – 2nd
March 2004
Fest ival lead up 6th April
2004
Fest ival –17th April 2004
Post Fest ival – 19th April
2004
Adver t ising:
Editorial and
Advert isement 6th – 13th
April 2004
Radio:
4ZZZ: Monthly unt il March,
Weekly during April
Website:
YIRN: Monthly unt il March,
Weekly during April
Visible I nk Website:
Monthly unt il March,
Weekly during April
Local Papers:
Quest Local Papers: I nala,
Zillmere, City, Wynnum
Fill in the Gaps – A guide to managing a community event Nov 04 34
and Jindalee Areas
Media Stories:
Fest ival lead up 6th April
2004
Fest ival –17th April 2004
Leverage the interest of
young people in new and
visually appealing media,
through unique
promot ion of the fest ival
to areas where young
people frequent ly visit
Shopping
cent res
Young
people 12 –
25 years
Queen St reet Mall promo
Dist ribute I nformat ion to
info booths in town and
Queensland Tourism
VIF Liaise
with BCC
Market ing
Show case of Visible I nk
Fest ival: 500 – 530pm
April 16th 2004
St reet Performers, Music,
I nformat ion
Posit ion the exist ing
Council Visible I nk
Spaces, Flexi-school,
I nala Youth Development
Project , Visible I nk
website, YIRN and Your
City Your Say as contact
tools for the Fest ival.
Young
people 12 –
25 years
E-mail space users
Facilitate links between
VIF and Web-spaces
generat ing act ivit ies to
include as apart of the
VIF
VIF
YIRN,
Your City
Your Say
General VI F updates:
Ongoing monthly updates
Act ivit ies: provide young
people to voice their
opinions
Leverage exist ing youth
networks
Young
people 12 –
25 years
Youth Netw orks:
Office of Youth Affairs
Youth Affairs Network of
Queensland
Youth Arts Queensland
Local Government
Associat ion of Queensland
Creat ive I ndust ries – QUT
Judith Wright Cent re
Natural High
Ant i-Discriminat ion
Commission
Brisbane Youth Service
VIF Updates: Ongoing
monthly
At tend: Meet ings and
Forums as required
Fill in the Gaps – A guide to managing a community event Nov 04 35
Large Fly I nteragency
Piccabean I nteragency
QPAST
Recreate
Queensland Skate
Associat ion
Contact I nc
Children’s Commission
Generate
The Program
The Source
Youth Gas
Schools, TAFE,
Universit ies
Nat ional Youth Week
Events
Leverage young people’s
interest in and access to
a variety of youth
cultures.
Young
people 12 –
25 years
Speak-Out :
A3 Posters (300)
Programs ( to be included
in VI update and Chill
Out )
A6 Fliers 2 Colour
(10000)
St ickers 2000
Training Sessions with
Speak Out (6 Sessions)
Dist r ibut ion of Posters:
Libraries, Universit ies,
key schools and key
stakeholders within BCC
and Community, GERAD
interagency networks
JSA cleat , print ing and
program
Speak Out – t raining and
VIF liaise
with BCC
Market ing
Speak Out Training:
Commence January 15th
2004 – 19th of February
2004
Design Completed:
February 17th 2004
Sent to Elizabeth for
Approval
Elizabeth will get Lord
Mayor Approval
Pr inted: 1st March 2004
Collateral ( poster / flier )
dist r ibut ion: 15th March
2004
Fill in the Gaps – A guide to managing a community event Nov 04 36
design
Leverage exist ing youth
networks by target ing
organisat ion/ services.
Brisbane
youth
Service
Open Doors
Jabiru
QPASST
Contact I nc
Youth Arts
Queensland
Children’s
Commission
Social Policy
(Rena)
Office of
Youth Affairs
Natural High
Show bags (2000) VIF I nvest igate potent ial youth
network sources
Collate informat ion and
products
Completed by April 1st
2004
Appeal to Brisbane City
Council staff/Councillors
and broader community
by posit ioning the fest ival
as a unique youth
enterprise and youth
culture event
Customer
Service
Social Policy
Councillors
Social Policy
(Youth)
I nside out
St rategy
Council
newslet ters
to staff and
rate payers
E-mail updates
I nvitat ion to act ivit ies
Admin Group Wise (1
week before event )
Under 25 Network
Brisbane Market ing EZine
City Link – Council
Newslet ter (Christ ian
Thompson)
Livable City (post -
fest ival)
VIF Updates: Ongoing
monthly
Key act ivit ies:
I nvitat ion to Councillors to
meet with YMT, I nvitat ion
to at tend event on 17th
April 2004
Fill in the Gaps – A guide to managing a community event Nov 04 37
Evaluat ion
A range of tools will be implemented that evaluate the fest ival including
surveys, interviews and act ion research pract ices.
Data collected by these tools at the Visible I nk Fest ival act ivit ies will be
completed by fest ival part icipants, audience, volunteers and the youth
management team.
The tools will measure sat isfact ion with the fest ival, how they heard about
the fest ival, and suggest ions for what could be improved with the fest ival
promot ion.
KEY FESTI VAL ACTI VI TI ES
The following act ivit ies are all a part of the Visible I nk Fest ival. The
Visible I nk Fest ival is a developmental fest ival and as such, all associated
act ivit ies form the broader fest ival agenda.
Lead Up Act ivit ies
January 2004 – May 2004
Training: Provided primarily to the Youth Management Team to build on
and enhance young people’s skills and capacit ies in developing cultural
projects.
Training is offered weekly and ranges from workshops on how to run
meet ings, to writ ing project plans, t rouble shoot ing and problem solving,
how to work well with young people and communit ies and how to start
your own small business.
The t raining is facilitated by a range of community groups such as Natural
High, Youth Arts QLD, Yes!Be! , Visible I nk Cultural Program and YIRN.
Workshops: A diversity of workshops will be held at a range of locat ions
across the city in the lead up to the fest ival. Key sites for workshops
include: I nala, Flexi-school, Zillmere, and QPASTT. Workshops will include
hip hop, rap, mixing, break dancing, drumming, singing.
1 . Embassy Road Show Events
Tuesday the 13th of April to Thursday the 15th of April
The Embassy Road Show is a series of mini events that will be held in the
following locat ions:
North: Zillmere
South: I nala
East : Wynnum
West : Jindallee (skate culture specific event )
Cent ral: Flexi School
The Embassy Road Show will offer:
Workshops: music, art and performance art
Fill in the Gaps – A guide to managing a community event Nov 04 38
Forums and discussions about young people’s life stories
Music jams
Access to the Visible I nk Web site, Your City Your Say and YIRN
2 . Visible I nk Fest ival
Friday the 16th of April 4 pm – 11 pm
Ar t ies Band Wars Saturday
PCYC Zillmere
Facilitated by Visible I nk Zillmere
Saturday the 17th of April 10 am –10 pm
King George Square
All act ivit ies that have been associated with the Visible I nk Fest ival will be
show cased at the Visible I nk Fest ival.
The range of act ivit ies will include workshops, performance art , st reet
performance, skate workshops, fashion, games and sport ing act ivit ies.
Fill in the Gaps – A guide to managing a community event Nov 04 39
OUR EXAMPLE – SI TE PLAN
SI TE PLAN
Light
Tower
Skate
Rock
Climbing
Main
Stage
Dressing
Green
Rooms
Sound
Jumping
Cast le
Forum
Workshop
Acoust ic
performan
Film
Light
Tower
Water
St John
Emergency
Vehicles
Access
Shade
3 Phase
Power
3 Phase
Power
Emergency
Evacuat ion
Area
Emergency Procedures
1. Report all emergencies, issues of safety and crit ical incidents to your space warden
2. Space warden reports to event manager
3. For all inst ruct ions regarding emergencies wait to be advised by your space warden
4. Complete all necessary forms regarding a crit ical incident ( these are in your info
packs) . Hand them to event manager.
Visi Van
BYS Van Graffit i Maze
Crtv Democ
Project ion
CD BBQ
Fill in the Gaps – A guide to managing a community event Nov 04 40
HIIINTTTSSS FOR PPPLLLANNIIING
(Some of these hints came from the Generate website)
· Keep an I deas book to use for this event or the next one.
· Keep all your receipts!
· Keep a list of your ideas of organisat ions you’d like to sponsor your
event . This may or may not be used for this year’s event , depending
on the t ime we need to create the Sponsorship Request Pack and on
their deadlines for requests. Go all out – don’t worry about knowing
how you’ll get them or not .
· Make sure you save everything on a computer and have a back-up file.
· I nvest igate whether or not your event needs to be covered by public
liability insurance
· Get together with other young people, youth liaison officers, the local
council, community development officers, youth workers or youth
cent res to help establish a network which can help you get involved.
· Talk to people and other organisat ions in your community
· Make sure your event is free of alcohol and drugs
· Use neut ral environments which make all young people feel
comfortable
· Think about scheduling your event in evening t imeslots
· Make part icipat ion costs reasonable
Fill in the Gaps – A guide to managing a community event Nov 04 41
( I MPLEMENTATI ON)
Topics covered
· Things to do before an event
· Run Sheet
· I nformat ion for cont ractors
· Promot ing your event
· Tax I nvoice
· I nformat ion Pack for Performers
· I nformat ion Pack for Volunteers
· Risk Management Plans
· Cont racts for Project Workers
· Sponsorship
· Let ters of Support
· Keeping t rack of volunteers
What is Doing?
Doing ( implement ing) is taking act ion on something you planned to do.
This sect ion is divided into 3 par ts
· Before the event
· At the event
· Packing up the event
Deanna Borland-Sentella, Kate Walton, Leigh Smith (VIF: : 2004)
Fill in the Gaps – A guide to managing a community event Nov 04 42
BEFORE THE EVENT
Here is a list of some things event managers do or think about .
· Take a big deep breath! ! !
· Celebrate your achievements so far, think about where you started and
where you have got to now. Pret ty cool!
· Have heaps of sleep before the event so you have heaps of energy
· Double-check all of your planning documents
· Make sure you have enough staff / volunteers to help you out
· Get quotes.
What is a quote?
· A quote is where you ask a business to tell you how much it may be to
rent or buy a product from them. The opportunity of quotes is for you
to choose from different businesses (suppliers) what you want ,
including the cost and type of equipment . Get t ing a quote doesn’t
mean you’ll use that business or what they quoted you with. I f you
don’t know exact ly what equipment you want , ask someone
experienced or let the business know. They’ll ask you what you plan to
do, and do a quote based on that .
· Equipment cont ractors: Make sure all your equipment and providers
have signed agreements saying what exact ly they’ll supply you with,
the cost and by when you’ll use it .
· Employment cont ractors: Make sure people know their roles and what
is required of them
· Do a volunteer drive. Get people from the local area involved. There
are so many amazing people who like to volunteer. Make sure you give
them good roles ( includes where they can learn something new) and
keep them fun. I f you t reat your volunteers well, they just keep
coming back!
· Doing a volunteer induct ion pack (see example)
· Do a risk Management Plan (see example) . Run this past your team.
· Finalise your budget . Doing your budget well means you can relax a lot
earlier after the event .
DOING
Fill in the Gaps – A guide to managing a community event Nov 04 43
OUR EXAMPLE – EVENT RUN SHEET
EVENT RUN SHEET
Event Name Date Time Locat ion
Time Act ivity facilitators Cost
3.00 pm
4.00 pm
5.00 pm
6.00 pm
7.00 pm
8.00 pm
9.00 pm
Risk Management I ssues:
Example
Act ions: ( things you can do to
minimise the r isk)
Water
Food poisoning
Secur ity/ safety
Cont ractors
Films
Volunteers
Employment of young people
Elect r ical
Weather
Provide water and cups
Do not supply hot food
Working with 2 police liaison officers
Service agreements sent to all facilitators
and equipment providers
A not ice will be shown re: content of
films/ appropriate viewing
I nduct ion
I nduct ion/ children commission
cards/ statement supplier forms
Gaffa tape down
Wet weather plan
‘Higher Ground’ act ivit ies at the VIF: : 2004
Fill in the Gaps – A guide to managing a community event Nov 04 44
EXAMPLE – KEEPI NG TRACK OF VOLUNTEERS FORMS
Put your volunteer’s names in each t ime- frame applicable to them.
Event Name Date Address
Time Space Act ivity Facilitators
12.00pm
1.00pm
2.00pm
3.00 pm
4.00 pm
5.00 pm
6.00 pm
7.00 pm
8.00 pm
9.00 pm
Fill in the Gaps – A guide to managing a community event Nov 04 45
ADVERTI SI NG / PROMOTI NG YOUR EVENT
How do I promote?
With collateral. Collateral is what you use to promote your event . For
example:
· Media releases (For info on how to alert the media see the next page)
· Fliers
· Posters
· Community announcements on local radio
· St ickers
· E-mail updates
Some impor tant info to include on collateral:
· What it is
· Where it is
· When it is
· Recognit ion of funding
Some of these places may help in promot ing your event
· Cafes
· Music shops
· Libraries
· Child care cent res
· Community based services
· Schools
· Announcements at local schools-newslet ters, roll call, assembly,
enlist ing students to put posters and hand out Fliers at lunch t ime, etc
· Community newslet ters
· Local newspaper
You can not place posters & fliers in the follow ing locat ions
( w ithout approval) :
· Telegraph poles
· Bus stops
· Any place that you do not have the approval of the owner i.e. You can
not Hand out posters in shopping cent res without the approval of
cent re management
· Schools (without the approval of school administ rat ion)
· t rain stat ions (without the approval of the t rain stat ion administ rat ion)
· cafes (with out permission of the owner) .
Put t ing you’re your posters and fliers up at these places will risk them
being taken down and thrown away – all that hard work gone to waste. I f
you do want to promote in these areas get in contact with the right people
ie: Brisbane Transport to find out their approved processes.
Fill in the Gaps – A guide to managing a community event Nov 04 46
Tracking collateral
Record who promises to dist ribute the fliers, what they’ve taken, where to
and by when they’ll do it .
Name # Fliers/ Posters Where to By w hen Done?
One of our Draft posters and the actual poster we used
We used this draft remote cont rol image on our t -shirts
Fill in the Gaps – A guide to managing a community event Nov 04 47
LETTI NG THE MEDI A KNOW
The following informat ion is taken (and edited by us) from Generat ing the
News, by Office of Youth Affairs 2002.
Two ways of let t ing the media know about your event is to send them a
Media Alert and a Media Release.
Send these to Editors, News Directors and Chiefs-of-Staff. I t really works
to ring up the media organisat ion and ask for that person’s name, and put
it on your alert / release.
Media Aler t
A media alert is sent out around 3 days prior to an event .
I t is like a cross between an invitat ion and a media release. I t is used to
alert the media of an upcoming event and encourage their at tendance.
St ructure your media alert to include the what , where, when and who of
your event . The more interest ing and newsworthy your media alert the
more likely the media are to turn up.
Media Release
A media release is sent out the day of your event .
I t is a clear and concise summary of your story. I ts purpose is to at t ract a
journalist ’s at tent ion to your issue. The media look for stories and issues
that will interest , excite and appeal to their readers.
One way of encouraging the media to at tend your event or cover your
story is by providing them with a good opportunity for photographs to be
taken and interest ing footage to be recorded.
When it comes to the media, pictures really do speak a thousand words.
You can invite the media to take photographs and footage or provide them
with your own.
MEDI A ALERT / RELEASE EXAMPLES ARE ON THE FOLLOWI NG PAGES
Generat ing the News, by Office of Youth Affairs, Department of
Employment and Training, Queensland Government , Edit ion 3, 2002
A booklet that provides t ips for dealing with media professionals and gives
young people and community organisat ions the tools they need to
generate media coverage of their events or issues. Down load the PDF
from the website or contact the Office of Youth Affairs for a free copy.
Phone: 1300 55 59 54
Email: oya@det .qld.gov.au
Web: www.det .qld.gov.au
Fill in the Gaps – A guide to managing a community event Nov 04 48
EXAMPLE – MEDI A ALERT ( SENT 3 DAYS PRI OR TO EVENT)
Organisat ion name
Address
Phone
Fax
Email
Website
Date, Month, Year
MEDIA ALERT
ATTENTION: Editors, News Directors and Chiefs-of-Staff
BOLD CATCHY HEADLINE ATTRACTS ATTENTION
The lead paragraph contains the ‘who’, ‘what ’, ‘where’, and ‘when’ of the
event and is usually less than twenty- five words.
The second paragraph contains what you couldn’t fit in the first paragraph
and usually covers the ‘why’, or purpose of the event .
Details of what will be happening at the event , including noteworthy
speakers or at tendees, who is expected to at tend, what will be available to
at tendees and the ‘newsworthy edge’ should be included in an alert .
Alerts are usually shorter than releases.
Where: Full address details of the event locat ion
When: Day, date, month and year, Time and durat ion
Photo opportunity: Who or what will be available to be photographed.
Contact: Who to contact for more informat ion and how.
Fill in the Gaps – A guide to managing a community event Nov 04 49
EXAMPLE – MEDI A RELEASE ( SENT ON THE DAY OF THE EVENT)
Organisat ion name
Address
Phone
Fax
Email
Website
Date, Month, Year
For Immediate Release
MEDIA RELEASE
BOLD CATCHY HEADLI NE ATTRACTS ATTENTI ON
The lead paragraph contains the most important informat ion, such as
who, what , where, when and is usually less than twenty- five words.
The second paragraph contains what you couldn’t fit in the first paragraph
and usually covers the ‘why of the story’ or more informat ion on the ‘who’.
“A quote from yourself or a spokesperson is usually appropriate around
about the third paragraph,” Mr Template said.
“I f it ’s an interest ing and newsworthy quote it can also be the following
paragraph, and since you already know it ’s Mr Template talking, you don’t
need to write that again.”
Most sentences are less than fifteen words where possible.
The whole story should fit on a single page.
Less important informat ion is posit ioned towards the end of the story.
Contact : Who to contact for more informat ion and how.
Fill in the Gaps – A guide to managing a community event Nov 04 50
GETTI NG SPONSORSHI P
What is sponsorship?
Sponsorship is when someone gives you something for free. Yay -
There are two kinds of business sponsorship:
· Cash – money in your bank / hand.
· I n Kind sponsorship – resources (paper, photocopier, office-space,
non-cash prizes, food, legal advice, wages, postage, a BBQ etc.)
How do I get sponsorship?
This is the most effect ive way of get t ing sponsorship:
· Write a list of what you want . Be specific! Only go for what you need
· Think about who you want the goodies from.
· Look in the phone book for the company you want free stuff from.
· Write (and send) them a let ter (no more than 1 ½ pages)
· Call them a few days later ( follow-up call) .
· I f they say no, be interested in their “no”.
Find out why they said no to your request . When you are interested in
their “no”, you’ll find you’ll have more “yes” answers! Why? I say because
then you can give another company or them what they want next t ime, or
you know to not call them next t ime you’re looking for sponsorship.
See our resour ce guide for info on funding / grant s.
DOING
Fill in the Gaps – A guide to managing a community event Nov 04 51
OUR EXAMPLE – LETTER REQUESTI NG SPONSORSHI P
LETTER REQUESTI NG SPONSORSHI P
4 th February 2 0 0 4
At tent ion: Sponsorship Coordinator
Organisat ion Name
Fax
Re: Sponsorship for _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ (event name)
I am writ ing to inform you about the _____________, to provide details
relat ing to the benefits of sponsorship, to request sponsorship from your
organisat ion,, and to advise t imeframes for sponsorship.
Visible I nk Fest ival ( VI :: Fest ival)
The _____________, is an event funded by _____________. Last year
the _____________, at t racted over _____________, young people.
The _____________, is a youth development init iat ive invit ing
part icipat ion across the City from arts workers, business, community and
young people.
The _____________, is host ing a series of act ivit ies within the City
(st retching from ____________ to _____________) culminat ing with a
HUGE event in _____________, on Saturday April the 17th 2004 from 10
am – 10 pm. This event will showcase the talents, energy and inspirat ion
of local young people.
Benefits of Sponsorship
· Your associat ion with the ____________ will direct ly link you with the
important 12 – 25 years demographic.
· The ____________ est imates _______ part icipants at the 2004
events.
· Your organisat ion will receive the following promot ion:
· Associat ion with the ____________ and ____________.
· I nformat ion about your organisat ion and logo on the ____________
Web site: ____________
· Announcements during the event every hour on main stage
· Placement of your logo on the ____________ Poster
· Acknowledgment in formal correspondence
· Placement of your logo in ____________ Advert isement (3 adds
during March/ April)
DOING
Fill in the Gaps – A guide to managing a community event Nov 04 52
Request for Sponsorship
· The ____________ will provide part icipants with a sample bag
containing youth focused items.
· I t is intended that ____ sample bags will be dist ributed to part icipants.
· I t is requested that your organisat ion provides the following items to
be included in this sample bag:
· 500 small boxes of _______
· 500 lolly variet ies
· relevant promot ional material for show bag ( ie. Key rings, st ickers,
magnets etc)
Response and t imeframes for sponsorship
A let ter of acceptance for sponsorship, a elect ronic copy of your
organisat ions logo and a brief profile of your organisat ion ( to be included
on the ____________ web site, a maximum of 100 words) .
This is required from your organisat ion by 9th of February 2004.
We look forward to hearing from you soon.
Yours sincerely
_______________
Name
Role
Organisat ion
Phone
E-mail
DOING
Fill in the Gaps – A guide to managing a community event Nov 04 53
I NFORMATI ON PACKETS
What is an I nformat ion Packet for?
There are 2 I nformat ion Packets on the following pages for:
· Confirmed Performers
· Confirmed Volunteers
They contain:
· Legally binding cont racts
· I nvoices
· I nformat ion forms
· Promot ional items and dist ribut ion informat ion.
We posted this pack to the performers weeks before the event .
DOING
Fill in the Gaps – A guide to managing a community event Nov 04 54
OUR EXAMPLE – I NFORMATI ON PACKET FOR PERFORMERS ( 6 PAGES)
I NFORMATI ON PACKET FOR PERFORMERS
COVER LETTER
Date: _________
To: ___________
Event Name: _______________
The following informat ion needs to be returned by _ _ _ _ _ _ _ _ _ _ (date) :
· Booking Cont ract
· Promot ion Form
· Profile Form
· Photograph Release Form
· I nvoice ( I f you do not have an ABN number, you will need to fill in a
statement of supplier form. This form can be obtained from the post
office. You will need to provide the invoice and a statement of supplier
form to secure payment ) .
Please return all forms to __________________________________.
Name and address.
Yours sincerely,
_______________
Name
Event
Phone
Address
DOING
Fill in the Gaps – A guide to managing a community event Nov 04 55
BOOKI NG CONTRACT
The following cont ract is to cert ify that the art ist listed below will agree to
the following condit ions and will be present 1 hour before the t ime
scheduled for their performance. I f there is any breach of this cont ract , all
agreements will be exempt and payment will be withheld.
You can include in their cont ract a statement (clause) that states you can
use their Demo CD’s on the radio to advert ise an event they are
performing at .
Art ists: _________________________________
Event : _________________________________
Venue: _________________________________
_________________________________
Event Manager: _________________________________
Address: _________________________________
_________________________________
Performance Date: _________________________________
Performance Times: _________________________________
“I ncludes Setup t ime” _________________________________
Payment : _________________________________
(Refer to informat ion for cont ractors. I nvoices must be received no later
than April 30th 2004) .
Music Equipment : _________________________________
Supplied by performer
Security: _________________________________
Supplied by: _________________________________
Product ion: _________________________________
Supplied by: _________________________________
I f you have any enquires please contact __________________________.
Please sign below and send to: _________________________________.
All cont racts must be completed and returned by ___________________.
Please note this is a drug and alcohol free event . No alcohol or drugs
permit ted.
SI GNED: _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ DATE: _ _ _ _ _ _ _ _ _ _ _ _ _
( For and on behalf of the Event Manager )
SI GNED: _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ DATE: _ _ _ _ _ _ _ _ _ _ _ _ _
( For and on behalf of the Per former)
DOING
Fill in the Gaps – A guide to managing a community event Nov 04 56
Specificat ions:
What equipment will you provide: _______________________________
How will you be set t ing up the stage space: _______________________
Profile
The Visible I nk Fest ival will be doing some very hard core promot ion
including posters, fliers, web site updates and dist ribut ion of programs
across the City.
Please provide the following details to be included in Visible I nk Website,
Visible I nk Fest ival Program, and Visible I nk Update.
Can you please contact __________ (name) on ________ (number) if
you are keen to appear on the (name of media confirmed to promote
them) to promote your band. The ________ (media name) is (printed /
broadcast ) every _________ (day, week, month) on / at __________
( t ime) . You can promote your own band and upcoming performances.
Per formance Name: _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _
Number of Per formers: _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _
Names: _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _
Ages: _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _
Key Contact Details: _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _
_ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _
Phone: _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _
Email: _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _
Please give a one sentence statement descr ibing your
per formance:-
_________________________________________________________________________________
_________________________________________________________________________________
_________________________________________________________________________________
Please return by _ _ _ _ _ _ _ _ _ _ , to _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ .
DOING
Fill in the Gaps – A guide to managing a community event Nov 04 57
PHOTOGRAPH/ AUDI O/ FI LM RELEASE
What is a photograph release form for?
This form gives you ( the photographer / filmer / recorder) writ ten
permission from people being photographed or filmed to use their image
etc on your promot ional tools ie: Reports, films
Please complete this and return. This form allows the ______________
team to film and photograph you while you are performing. Images will
be used in ______________ formal documentat ion relat ing to the fest ival.
I (name) _______________________ of (address)
consent that _____________ may use the photographs of me (give
details) _____ __________
for the purposes of advert ising, media publicity, publicat ion, display or
I nternet page or any other ______________ purposes in whole or part .
Date of Shoot:
At ( locat ion) :
I understand that I do not have any interest in the copyright to the
photograph(s) nor shall I receive any payments.
Signature:
Date: ____ ______
Witness:
Descript ion of Subject :
_______________
_______________
_______________
DOINDOING
Fill in the Gaps – A guide to managing a community event Nov 04 58
I NVOI CE
I f you are paying people for stuff ( ie wages, re- imbursments) , you need to
get them to fill in this invoice.
Refer to the Aust ralian Tax Office for more info on Aust ralian Business
Numbers and Statement of Supplier forms ect at www.ato.gov.au.
Date: _______________________
From: _______________________
ABN: _______________________
Or
Statement of Supplier Form At tached:
To: _______________________ Name
_______________________ Organisat ion / Event ’s legal name
_______________________ Address
_______________________
Details
Role:
Event :
Other :
Dates:
GST is / is not applicable
Total:
Amount
$
GST $
$
Signed: _____________________
DOING
Fill in the Gaps – A guide to managing a community event Nov 04 59
DEED OF AGREEMENT
A deed of Agreement is used to confirm spoken or unspoken agreements
between an employer (event organisat ion) and employees / cont ractors
(performer and staff) . The agreements usually include t ime and dates,
wages, workplace health and safety informat ion and who the main contact
person is.
Deed of Agreement betw een
____________________________ (Event Organisat ion)
And
____________________________ (Performer and staff)
Re: Hip Hop Workshops w ith _ _ _ _ _ _ _ _ _ _ _ _ _
I t shall be agreed upon that :
1. Performer or staff will provide:
- A series of 3 workshops commencing Tuesday the 13th of April,
Wednesday the 14th and Friday the 16th of April from 9.00 am – 12.00
midday.
- The workshops will focus on DJ’ing, Mixing and MC’ing
- The workshops will be held at ( write in here the locat ion of your
event )
- Equipment to support these workshops.
- A show case opportunity as a part of the _______________ (event )
Saturday April 17th at 5.40pm, on the main stage.
- Provide hip hop CD’s for young people.
2. The Event Organisat ion will provide:
- A total of $___________ facilitat ion cost for the workshops.
- A venue for the workshops
- Worker support in the establishment of the relat ionship between the
Event Organisers and the Performers and the Event , including poster
design, workshop format development and media releases.
- A total of $_________ for a show case at the the event , April 17th,
5.40pm. The showcase will include (write in here what performers will
be included) . The Event Organisat ion will provide sound and light ing
equipment to support your performance ( including turn tables, mixing
board, pa, mics) .
Signed by Event Organiser ____________________________________
Date: ____________________________________
Signed by Performer ____________________________________
Date: ____________________________________
DOING
Fill in the Gaps – A guide to managing a community event Nov 04 60
OUR EXAMPLE – PROJECT WORKER / VOLUNTEERS I NFO PACK ( 9 PAGES)
This is a good info pack to send out to your
per formers/ staff/ volunteers. I t has heaps of handy info in
one pack!! I t w ill save you t ime to get everything all signed
at once.
PROJECT WORKER/ VOLUNTEERS I NFO PACK
CONTENTS::
1 . Service Agreement
2 . Sign I n form
3 . Volunteers survey
4 . Checklist for the space
5 . Safety guidelines
6 . Tax I nvoice
7 . Media Release Forms
8 . Risk Management Plan
DOING
Fill in the Gaps – A guide to managing a community event Nov 04 61
Date:
Name:
Address:
Dear Gabrielle
Re: _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ ( Name of event )
This Service Agreement is between _____________ and _____________.
Project Descr ipt ion
The _____________ in partnership with _____________ will host an
_____________ (name of event ) on _____________ (date) .
Date of workshop: _____________
Time of workshop: _____________
Name of Workshop: __________________________
Locat ion of workshop: __________________________
Number of Part icipants: _____________
Cont ract fee: _____________
The events are targeted at young people aged 12 – 25 years. All VI events are
free from drugs and alcohol.
Project Representat ive will be responsible for:
· Work with staff to support the project
· Part icipat ing in planning meet ings and discussions
· Part icipat ing in debrief and evaluat ion processes
· Providing good quality equipment /materials and facilitat ion of the
workshop
· Producing a tax invoice two weeks before the workshop commences
Cont ract Details
· Period of Work:
· Access space for planning, preparat ion, and evaluat ion as negot iated
· Total cont ract amount : including materials, t ransport costs, facilitat ion
fee $_____________
· Note: You are / are not covered under______’s Workers Compensat ion
· I t is a condit ion of your cont ract to read and sign all relevant forms
at tached in this informat ion pack and return to _____________ 2
weeks prior to workshop commencement .
Please post to _____________.
DOING
Fill in the Gaps – A guide to managing a community event Nov 04 62
_ _ _ _ _ _ _ _ _ _ _ _ _ ( the business) will be responsible for:
· The Officer will manage the event including budget expenditure and
allocat ion, risk assessment and management and safety
· The Officer will provide clear direct ion, st ructure and support to the
event
· The business will provide adequate staff to support and review the
project
· The business will provide resources for the event to operate i.e.
computers, telephones, fax machine
Service Agreement Approval
I hereby approve of the responsibilit ies out lined in this Services
Agreement :
Name: _____________________
Posit ion: _____________________
Signature: _____________________ Date: _____________________
Name: _____________________
Posit ion: Project Representat ive
Signature: _____________________ Date: _____________________
Name: _____________________
Posit ion: Witness
Signature: _____________________ Date: _____________________
DOING
Fill in the Gaps – A guide to managing a community event Nov 04 63
SI GN I N / SI GN OUT SHEET
Volunteer / Project w orker
Name of Event : ………………………………………………………
Name: ……………………… Age:……… Address: ……………………………………………………
Thank-you for volunteering at _____________! Your help is great ly appreciated.
1 . Your role::
Your main role as a volunteer is to be a friendly face, help create a posit ive vibe
and provide informat ion about the fest ival to anyone that asks. Addit ional tasks
will be assigned to you based on what role you agreed to volunteer for ( this will
be detailed in your volunteers pack, provided to you once you sign in) . This event
is all about diversity and respect – as a team will aim to respect others and be
friendly and courteous at all t imes ( lots of smiles! ! )
2 . Who to ask for help::
I f you have any quest ions, or encounter any situat ion that you don’t know how to
deal with, please don’t hesitate to ask for assistance from any of the team at an
event . You can ask the space wardens, details provided n site plan. Lauret ta is
your key contact during the event .
3 . Safety::
a. I t is absolutely essent ial that you sign in at the beginning of each shift and sign
out at the end of each shift then leave this form with Lauret ta or one of the space
wardens. By signing in and out means that you are officially a volunteer for
___________ during the t ime that you work and therefore covered by _______
insurance. I t also helps us keep t rack of who’s around and who is doing what .
b. I t is also essent ial that you have read and understood work place health and
safet y forms provided, crit ical incident forms and steps to take in case of an
emergency. By signing this form it acknowledges that you have read and
understood all forms included in the volunteers pack.
c. Personal Safety.
Personal Property: : You will need to ensure that your personal property is safe
and secure at all t imes. _____________ will not be responsible for loss or
damage of any personal belongings.
Transport : : I know that you probably already know this but thought it was worth
ment ioning. How you get to and from act ivit ies is very important . Some t ips:
commute with friends (always in pairs) , arrange your t ransport to and from
events before you at tend, make sure you have money for the fare.
4 . Market ing Release ::
The team will be filming and taking lots of photo’s at the fest ival. In signing this
form, you are consent ing that ______ can use the photographs/ film/ sound
recordings of you as a part of the event documentary.
Date & Event Signature when
signing in
Time when
signing in
Signature when
signing out
Time when
signing out
Example 17.04.03 Jo Bloggs 9: 00am J. Bloggs 8.00pm
Please fill in our volunteer survey at tached. This is very important !
DOING
Fill in the Gaps – A guide to managing a community event Nov 04 64
PROJECT WORKER/ VOLUNTEER SURVEY
Please fill in our volunteer survey. This is very impor tant !
How did you find out about the event? (Please Tick)
Friend Via Email Uni/ TAFE
Poster Youth service Family member
Visible I nk Space School Other (List ) ………………………
What made you want to project worker/ volunteer?
What do you like about the event?
What do you think could be improved?
Would you be interested in volunteering or being a project worker for
future Visible I nk events?
(Yes or No)
Are you current ly on the Visible I nk Mailing List? (Yes or No)
I f no, would you like to be added? (Yes or No)
Please provide email address:
THANK-YOU!
DOING
Fill in the Gaps – A guide to managing a community event Nov 04 65
SAFETY STATEMENT
The ____________________ is an awesome community event that aims
to ensure a fun and safe t ime for all.
Safety and risk are key issues that all events must address. The
____________________ team st rive to implement a safe event . You can
help us implement a safe event by following the guidelines out lined below:
· Your responsibilit ies as a volunteer, and
· The _______________ responsibilit ies as event manager
Project Worker / Volunteer Responsibilit ies
· Act responsibly
· Follow the inst ruct ion of event manager and stage manager
· Report to the event manager 1 hour prior to commencement of your
work
· Follow crit ical incident procedures. Report any crit ical incident to stage
manager or event manager. The stage/ event manager will record
incident and implement necessary act ion.
· Ensure that your equipment is safe and report any faults with
equipment to event / stage manager
· Set up and pack down equipment in a safe manner
· Follow the guidelines for an event free from drug and alcohol
Responsibilit ies
· Provide adequate staff to ensure a safe event
· Cont ractors provide safe equipment
· Site set up is safe and funct ional
· Provide appropriate first aid staff
· Liaise with Ambulance and Police Service
· Provide appropriate security staff
· Provide clear inst ruct ion regarding crit ical incident procedures
· Ensure Event Manager is accessible and responsive to issues of safety
and risk
· Implement a risk management plan
· Promote the event as free from drugs and alcohol
Thank you for working with the ____________________ team to ensure
a fun and safe event ! ! ! !
DOING
Fill in the Gaps – A guide to managing a community event Nov 04 66
I NVOI CE
I f you are paying people for stuff ( ie wages, reimbursments) , you need to
get them to fill in this invoice.
Refer to the Aust ralian Tax Office for more info (www.ato.gov.au)
Date: _______________________
From: _______________________
ABN: _______________________
Or
Statement of Supplier Form At tached:
To: _______________________ Name
_______________________ Organisat ion / Event ’s legal name
_______________________ Address
_______________________
Details
Role:
Event :
Other :
Dates:
GST is / is not applicable
Total:
Amount
$
GST $
$
Signed: _____________________
DOING
Fill in the Gaps – A guide to managing a community event Nov 04 67
Market ing and Communicat ion
Release authorisat ion
PHOTOGRAPH/ FI LM/ SOUND RELEASE
I (name)
of (address)
consent that ______________________ (organisat ion) may use the
_____________________ (event ) .
I allow ______________________ to use all or part this
footage/ recording for advert ising, media publicity, publicat ion, display,
I nternet pages and any other purposes that would help to promote the
______________________.
I understand that I shall not receive any payments and that I do not hold
copyright .
Signature:
Date:
Witness:
Descript ion of Subject :
………………………………………………………………………….
………………………………………………………………………….
………………………………………………………………………….
………………………………………………………………………….
………………………………………………………………………….
………………………………………………………………………….
DOING
Fill in the Gaps – A guide to managing a community event Nov 04 68
RI SK MANAGEMENT PLAN
Name of Event : _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _
Locat ion of Event : _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _
I dentified Risk
Risk
Frequency
Risk
Magnitude Risk Control (what to do) Risk Plan (How to do it)
1. Food poisoning Low Low/Medium 1. Follow food safety procedures
2. Obtain Food handling certificates BCC
3. Contractor to comply with temporary food
stall licence
1. Suitable storage for food products (eg. Eskies)
2. Use utensils, gloves, cleaning products during food
preparation and handling.
3. Suitable food disposal (eg bins)
2. Dehydration
Mild symptoms
Severe symptoms
Medium Medium 1. Provide water on site. 1. Supply water and cups
3. General emergency Low High 1. Emergency Procedures
2. First Aid procedures
1 A Brief workers on emergency procedures
B brief workers on first aid procedures
4. Medical emergency
Falls/abrasions/cuts/
Sickness
Injury
Death
Medium Low/high 1. First aid procedures in place
2. Notify emergency services
1 a. First aid kit on site
b. Brief workers on first aid procedures
c. Incident forms on site
2 Phone local police and ambulance in advance about event
3 Work with local police service
5. Weather
Heat
Rain etc
High Low 1. Provide adequate shelter
2. Provide sun protection if required
1. Hold event in doors
6. Traffic
Moving vehicles in car
park
High High 1. Keep foot path and street clear 1. Emergency access areas designate, emergency services
informed
7. Electrical
Shocks
Death
Low High 1. Electrical equipment to be safety checked
and tagged
1. Ensure any electrical equipment complies to safety
checks – Check dates on tags. If not, talk to internal BCC
people.
Fill in the Gaps – A guide to managing a community event Nov 04 69
2. Suppliers electrical equipment needs safety checks –
otherwise, use hire companies (who regularly check their
equipment.
3. Suppliers to tape down cords where necessary
4. First aid equipment on site
8. Safety of YP
Abduction
Stolen property
Chroming/other drug
issues
Low High 1. Brief team about being aware of Young
people in public spaces and others using
that space.
2. Advertise and promote the event as free
from drugs and alcohol
3. Police and Ambulance have been informed
of all events and will be on call at all
events.
1. A. Young people will be under the supervision of staff
b. Include these considerations in staff/security
induction
c. Training with young people and volunteers on issues
of chroming and how to work well with young people
d. Brief all safety staff specifically Police and Security of
anticipated safety issues and desired responses
2.a. Posters/ fliers/and all advertising material to state that all
festival events are free from drugs and alcohol
B. Signage at events stating that the event is free from drugs
and alcohol
9. Food
Burns
Fire
High
Low
Low/medium
High
1. First aid and emergency procedures in
place
2. Brief food staff on first aid and emergency
procedures
1. Fire extinguishers on site
2. First aid kit and officer/s on site
3. Identify first aid officer to food staff
9. Employment of YP
Injury
Legal issues
Low Medium 1. Contracts
2. Review of performance (appraisals)
3. Inform yp of insurance/public liability,
cover and risk
4. Suitability checks
1. Young people involved with the event to apply for working
with children card
2. Consent forms re: project worker participation
3. ______ public liability coverage in place
10. Volunteers
Injury
Legal issues
Low Medium 1. Inform volunteers of insurance/public
liability, cover and risk
2. Transport
3. Provide information packs with all safety
procedures
1. Workplace health and safety
2. Develop and distribute volunteer packs for all events
3. Volunteers to sign in/out for the shift
4. Volunteers to sign a form acknowledging that they
understand safety, workplace health and safety, critical
incident and emergency procedure guidelines
Fill in the Gaps – A guide to managing a community event Nov 04 70
11. Films Low Low 1. Provide signage for viewers detailing that
the films are produced by young people
and highlight issues relevant to young
people.
2. View films and make decisions regarding
appropriateness (considering language,
violence, nudity, coarse language)
1. Display signage for films re: viewing by young audiences
12. Contractors Low Medium 1. Contract professional businesses that have
current public liability insurance
1. Access copies of insurance policies and details of cover
2. Discussed with contractors safety issues and contractor
responsibilities
12. Performers Low Low 1. Assess level of risk associated with
performers
1. Inform performers re: risk, rights, responsibilities
Access insurance policy details from low/medium risk
performers
2. Performers to sign safety guidelines form
Name: _____________________ Name: _____________________
Signed: _____________________ Signed: _____________________
Dated: _____________________ Date: _____________________
Fill in the Gaps – A guide to managing a community event Nov 04 71
RISK MANAGEMENT
SCENARIO
EVENT __________________________________________
DATE ______________________________________________
VENUE ______________________________________________
TIME ______________________________________________
DESCRIPTION
Answer the who, what, where, when, how and why? (50 words)
___________________________________________________
___________________________________________________
DOING
Fill in the Gaps – A guide to managing a community event Nov 04 72
CONTRACT – PROJECT WORKER
Event / Organisat ion _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _
Worker Name _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _
Posit ion Tit le _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _
Work Locat ion _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _
Commencement _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _
Status ( ie: Cont ractor) _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _
Durat ion _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _
End of cont racts _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _
Funded by _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _
The employee is responsible to _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _
Salary _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _
Schedule of Payment _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _
Review Process: A review process w ill commence
_ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ in to the cont ract , and
_ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ pr ior to cont ract complet ion.
Terminat ion of Cont ract :
This cont ract can be terminated by ___________________ or the
cont ractor giving a _____________ not ificat ion.
Note: This cont ract fee is an acknowledgment of your work and is based
on est imated hours.
Purpose of Posit ion
· To work with ( ie: Officer)_________________________ to develop
( ie: component ) ______________________________________.
· To provide leadership in heading up ___________________________.
To work with young people in the act ion planning and implementat ion.
General Dut ies Required
To part icipate in the planning, development and evaluat ion of ________.
To work in partnership with the Youth Management Team, key Working
Groups, other services where relevant , and key youth and community
services in the development , implementat ion and evaluat ion of the Event .
( ie: To lead two Event Components:
1. Product ion, Logist ics, and Human resources
2. Community Contacts and Partnerships)
· To develop an act ion plan based on steps and resources to achieve
tasks. This will be developed in collaborat ion with _______________.
· To work as a team member.
· To part icipate in t raining where appropriate. To determine a t raining
plan with _______________.
· To implement act ivit ies in a safe, responsible and ethical manner
· General correspondence and reports
DOING
Fill in the Gaps – A guide to managing a community event Nov 04 73
· To facilitate outcomes consistent with _____________’s Object ives.
· To adhere to __________________’s policy.
· To provide feedback, both writ ten and verbal to _______________
regarding part icipant feedback.
· At tend meet ings and provide documentat ion of at tendance (minutes of
meet ings) .
· Liaise with a range of consumer groups and develop data bases
reflect ing contact .
· I dent ificat ion with _______________’s vision, Code of Conduct , Beliefs
and Ethos, adhere to dress code.
· To comply with _______________’s Complaint and Grievance
procedures.
· The work that you conduct with the _______________ is the shared
intellectual property of the _______________.and the Cont ractor.
· Comply with contemporary Human Resource Management Pract ices,
including Workplace Health & Safety, Equal Employment Opportunity
and Ant i-discriminat ion policies.
Signatures:
Project Worker ____________________________________
Date: ____________________________________
Name ____________________________________
Tit le ____________________________________
Event Organisat ion ____________________________________
Date: ____________________________________
Name ____________________________________
Tit le ____________________________________
Event Organisat ion ____________________________________
Date: ____________________________________
Name ____________________________________
Tit le ____________________________________
Event Organisat ion ____________________________________
Date: ____________________________________
Note: Original copy of this document to be obtained by Project Worker,
two copies to be obtained and held on file by event organisat ion for
durat ion of cont ract .
Fill in the Gaps – A guide to managing a community event Nov 04 74
DURIIING TTTHEEE EEEVVVEEENTTT
Handy Tips
· Take some t ime out to enjoy the event
· Have heaps of water
· Take heaps of yummy t reats to eat (healthy stuff to help you keep up
your energy)
· Ask people to help you out – give other people tasks to do so you don’t
get too t ired
· Run things past people and get second opinions
· Do up a big list of all the things you need to do – break it down in to
lit t le easy to deal with steps
· Do up boxes with all the handy stuff you will need for your event like
st icky tape, pens, posters, signs, sunscreen
· TAKE HEAPS OF PICTURES – it ’s awesome to have a visual record of
the event – people love to look at pictures. I t also helps you to record
the event and is important when writ ing your reports for the people
who funded you.
DOING
Fill in the Gaps – A guide to managing a community event Nov 04 75
CHECKLI ST FOR THE SPACE
What you can do in the space at the event ::
1. Chat to young people, ask them how they are doing, hang out with
young people.
2. Talk to young people about what is happening at the event , hand out
programs and direct people to areas of interest .
3. Do a safety check in your area. Ask yourself the following quest ions:
are all cords secure and out of the way? Has there been any spillage?
I s all of the equipment funct ioning properly?
4. I s the space clean, if not grab a bag and some gloves and clean it up.
5. Let people know where the toilets are located.
6. Let people know that there are water stat ions.
7. I f anything appears unsafe or a concern for you, please talk with your
space warden, refer to your space warden. Their name is also listed on
your site plan.
DOING
Fill in the Gaps – A guide to managing a community event Nov 04 76
OUR EXAMPLE – PROJECT WORKER ROLE
PERSON FRI DAY LI ST
There are heaps of people who are keen to help out with projects. Here is
a bit of a list of things that they can do to help out .
Stat ionary
· Make sure the stat ionary stock is full
· Tacks
· Pens
· Gaff tape
· Notebook
· Volunteer pack
· Scissors
· Blue tack
Cleaning stuff
· Tissues
· Plast ic bags
· Garbage bags
· Gloves
Other
· Sunscreen
· Water
· Snacks – mints and something filling
Opt ional
· Sparklers
· Bubbles
THE BORED BOARD
Doing this list w ill help keep your office run smoothly.
· Check mail box
· Wash dishes
· Re-stock tea, coffee, sugar, milk
· Re- fil recycled paper
· Empty bins
· Give people in the office a big – and hug
· Tidy the office
· Pull down old posters
· Sweep office
DOING
Fill in the Gaps – A guide to managing a community event Nov 04 77
AFFFTTTEEER TTTHEEE EEEVVVEEENTTT
Handy Tips
· Make sure you celebrate with all the people who helped make the
event happen
· Send out Thank You let ters to your sponsors
· Send out Thank You let ters or cert ificates to all the people that helped
out
· Hold a debrief session with the event organisers so you get feedback
on what worked / didn’t work about the event , and any ideas for future
events
· Get all your bits and pieces in order – make sure that everything has
been paid, finalise your budget and do up an evaluat ion report about
the event (see the Keeping Track of I t sect ion)
· I f you have received a grant you will need to do an acquit tal report – a
report stat ing the success of your project and your budget expenses.
DOING
Fill in the Gaps – A guide to managing a community event Nov 04 78
HIIINTTTSSS FFFOR DOIIING
Bored Board
You could have a list of tasks to do if people are bored or have completed
their tasks for the day. Hang it up in the office. ( I n this sect ion)
I deas Book / Sheet
Have an ideas book so you can plan or use an idea at the next event if
you don’t use it at this event .
Display Signs
Create and display signs / safety stuff. ie:
· Surf the waves, not the crowd,
· Toilets this way
· No alcohol or drugs,
· The event ’s age limits (where applicable)
First Aid
Always have people who are qualified in First Aid at your event . You may
need to consider having qualified ambulance officers at your event if it ’s
got risky stuff. ie: skateboarding.
Also have a full First Aid box available, with incident report forms to be
completed for any injury needing more than a bandaid.
You might like to ask the organisat ion you are working with for a copy of
their Crit ical I ncident form.
This form needs to be signed by the supervisor of the event and kept on
file for at least 5 years.
What Cr it ical I ncident forms include
The person who was injured’s:
· Name
· Contact details
· I njury type
· Where it happened
· Who looked after them
· Who was around at the t ime of
injury
· I f they’ve had the same
symptoms/ injury before,
when and the t reatment they
were given
· I f the person went to hospital.
I f so, where, how long for
· Signature
The Business / event ’s:
DOING
Fill in the Gaps – A guide to managing a community event Nov 04 79
· Business name
· Coordinator / contact person
· Signature
Pet ty Cash
Have a chosen Pet ty Cash person for when supplies run out . Keep all the
receipts.
Fill in the Gaps – A guide to managing a community event Nov 04 80
KEEPI NG TRACK OF I T ( DOCUMENTATI ON)
DI D I T WORK? ( EVALUATI ON)
Topics Covered
Act ion Research
Different ways to Document
Great quest ions to ask your team when document ing all the good stuff
that you’ve been doing
Debrief Session
What is Act ion Research?
“Act ion Research is a process by which change and understanding can be
pursued at the one t ime. I t is usually described as cyclic, with act ion and
crit ical reflect ion taking place in turn. The reflect ion is used to review the
previous act ion and plan the next one. I t is commonly done by a group of
people.” (Reconnect Act ion Research Kit , Family and Community Services
October 2000, Dick, 1997) .
How can w e use Act ion Research?
· Plan things, reflect ( look aback at what is working, what isn’t and what
can be done different ly) , act on things that can improve, observe what
is working/ not working, write down key learnings ( important things
you learn along the way.)
· Read the Recommendat ions from previous events every 2 months to
confirm you are implement ing them.
· Make recommendat ions – add to the document a lot and refer to it
monthly.
· Keep asking yourself quest ions like: What is working?, What isn’t
working?, What could be done different ly?
DOCUMENTATION
Fill in the Gaps – A guide to managing a community event Nov 04 81
OWN EXAMPLE – DOCUMENTATI ON MEDI UMS
For the Visible I nk Fest ival 2004, the aim of our documentat ion was to
spread the documentat ion mediums across different events of the fest ival.
Therefore different events had different ways of being documented.
Some we documented with photos only, some by video and some by
sound recording.
Some documentat ion Mediums are:
Audio Visual St ill Visual
Running
Wr it ten
Vox Pop
(short snappy
interview)
Postcards 30secs bites Reports
Radio Documentary Art work Vox Pops Surveys
St reaming on YIRN Photographs Short Film Brainstorming
Radio Adverts Documentary Poet ry
Events to Document :
Pre event
Event
Post Event
DOCUMENTATION
Fill in the Gaps – A guide to managing a community event Nov 04 82
TRAI NI NG: ACTI ON REVI EW PROCESS
ACTI ON REVI EW PROCESS
This was writ ten and presented by Jenny Kaighin, Lauret ta Rogers
(Brisbane City Council staff) and 2 Project Workers: Deanna and Natasha
(Visible I nk Fest ival 2004) at the Local Government Associat ion’s ‘Youth
Development Conference’.
Why do Act ion Research?
· Try it out and learn from it
· Being responsive
· Suits a local context
· Develops over t ime
· Way of understanding and doing things bet ter
· Brings people together
· I nvolves people who are most affected
· Helps t rack crit ical issues
· I s an easy and flexible process, very simple
· Assists change and act ion
· I t works!
· Ongoing process that allows for adaptat ion
· Gives a focus
· I s process oriented
· Provides benchmarks – good pract ice
TI PS
· Skills audit – know what your st rengths are, work as a team
· Get people doing it and then talk about the theory
· Make your quest ions simple
· I nvolve relevant people
· Be flexible and comfortable about change
· Share power and processes
· Document in easy ways – butchers paper, film, Q and crit ical issues,
shoe box
Always reflect – What works? What doesn’t? What can we do different ly
next t ime?
DOCUMENTATION
Fill in the Gaps – A guide to managing a community event Nov 04 83
OUR EXAMPLE – YOUTH MANAGEMENT TEAM MI D REVI EW
YOUTH MANAGEMENT TEAM
MI D REVI EW 2 0 0 4
Name: ___________________ Age: _____ Suburb: ________________
Youth Management Team
How did you find out about the 2004 fest ival and the YMT meet ings?
How have you felt about the progress of the fest ival at the YMT
meet ings?
How could the YMT meet ings be improved?
What has not worked in the YMT meet ings?
Skills and Training
What skills have you learnt from the being involved with the fest ival?
How could the t raining element of the fest ival be improved?
What types of t raining would you like to see in the future?
DOCUMENTATION
Fill in the Gaps – A guide to managing a community event Nov 04 84
St ructure – Youth Management Team
What has worked about the YMT’s st ructure?
What hasn’t worked about the YMT st ructure?
What could be improved?
St ructure – Visible I nk Fest ival 2 0 0 4
What has worked about the fest ival’s st ructure?
What hasn’t worked about the fest ival’s st ructure?
What could be improved?
Thanks for your t ime and responses!!!
DOCUMENTATION
Fill in the Gaps – A guide to managing a community event Nov 04 85
OUR EXAMPLE – DOCUMENTATI ON BUDGET
DOCUMENTATI ON BUDGET
Film Documentary
I tem cost per unit total cost Total
DV Tapes
Training
Video Tapes
Video cases
Photography
I tem cost per unit total cost Total
Film (x 36
photos)
Photo
development
Training
Wage
Radio Documentary
I tem cost per unit total cost Total
5 pk Mini-disks
Casset te Tapes
Other Expenses
I tem cost per unit total cost Total
Chubba Chupps
Print ing
Evaluat ion
Reports
Face paint
Budget Total: ______________________________
Left over: ______________________________
DOCUMENTATION
Fill in the Gaps – A guide to managing a community event Nov 04 86
OUR EXAMPLE – RESEARCHI NG OUR AUDI ENCE
AUDI ENCE RESEARCH
What suburb do you live in?
· Gained from placing st icker on map of the city
How old are you?
· Gained by writ ing age into onto a map of the city
What t ransport did you use to get to the Visible I nk Fest ival?
· Gained by put t ing a st icker on to an appropriate square on to a board.
Each square had the following headings:
· Walk
· Skateboard / Rollerblade
· Car
· Bus
· Train
· Ferry
· Bike
· Taxi
· Motorbike
What have you enjoyed the most today?
Video Documentary quest ion – to see what the young people connected
with in the fest ival
Take around a blackboard to different events and let young people write
on the space what they have enjoyed the most today. – capture this with
the digital camera every ½ hour.
How did you find out about the Visible I nk Fest ival?
Have possible means to find out about the fest ival all on A4 pieces of
paper – and then put these up on one side of the display board.
Are you aware that the fest ival was organised by young people for young
people? And what do you think of this?
Video documentary quest ion – to capture the idea of young people made
the fest ival and being part of the fest ival.
Have A4 art diaries for young people to go crazy drawing. On the cover it
could say ‘Made by young people for young people, please add your
comments, thoughts, suggest ions, drawings, poet ry, graffit i’
DOCUMENTATION
Fill in the Gaps – A guide to managing a community event Nov 04 87
EXAMPLE – DEBRI EF SURVEY
This is an example of the types of quest ions and topics you can cover in a
debrief. Debrief sessions are best held 48-72 hours after an event . I f
something major happened at your event (something bad or crazy) you
may need to debrief 24-38 hours after an event .
Ask for feedback on:
1. Thoughts and feelings
2. What worked
3. What didn’t work
4. Highs
5. Lows
6. What would stay the same
7. What do we recommend doing another way – which way
8. St rengths of the team
9. What makes you want to get involved in the Visible I nk Fest ival
Topics to consider :
1. Youth management team
2. Youth part icipat ion
3. Project workers
4. Community consultat ion
5. Promot ion
6. Suburban act ivit ies
7. Training / mentoring / support
8. Format of events
9. Decision making
DOCUMENTATION
Fill in the Gaps – A guide to managing a community event Nov 04 88
OUR EXAMPLE – I NFO ON VI DEO CAMERA DOCUMENTATI ON
VI DEO CAMERA DOCUMENTATI ON I NFO
( for volunteers)
VI DEO CAMERA / DI GI TAL CAMERA
Thank you so much for helping out with the documentat ion. I t is really important
to have a memory of the fest ival and also record what happened for future
reference. Because we are using equipment that either is personally owned or
belongs to the space please take ext reme care at all t imes. I f you have any
problems please see ( person responsible) as soon as possible. Any problem
can be fixed.
WHAT YOU SHOULD FI LM
You will be briefed on the day of ‘what to film’, depending on what is happening in
KGS.
Certain events/ act ivit ies will be filmed specifically as well as specific Vox Pop
quest ions as they fulfil a vital role in the overall documentary.
We will be filming at specific t imes during the day due to bat tery space, tape t ime
and specific events at the fest ival.
We only have limited tape space (2 ½ hours) to film the KGS event on. Therefore
not every thing that happens on the day can be filmed. Time and planning has
been put into the types of shot s that are needed for the documentary therefore
specific shots will be filmed. Always keep shoot ing to under 5 mins per shot of an
event or act ivity due to lack of tape space.
VERY IMPORTANT: Please do not watch any of the filming you have done back on
the camera. By back t racking on the camera you can easily mess up the t ime
code and cause problems in edit ing.
VI DEO CAMERA / DI GI TAL CAMERA RESPONSI BLI TY
You are responsible for the camera, and it is your duty of care to look after the
camera. Therefore do not lend the camera to anybody else, for we need to know
at all t imes where the camera is.
Accident ’s do happen and things can break, however we can minimise this by only
those who are in charge of the camera using it and touching it .
I f anything goes wrong, please see Natasha as soon as possible.
RELEASE FORMS
All people recorded must sign photograph release forms. Whenever you take the
camera around to film make sure you have release forms and pens on you.
The release form should ideally be signed before you start filming.
I f someone does not want to be on filmed, that ’s okay! Do not film anyone
without his or her permission.
Performers, volunteers and youth management team members have already
signed release forms therefore you are free to film anyone on stage or any of the
volunteers.
Everybody who is over 16 yrs must sign a release form.
We are unable to film anyone who is under 16 years unless we have their parents
or guardians permission.
DOCUMENTATION
Fill in the Gaps – A guide to managing a community event Nov 04 89
HIIINTTTSSS FFFOR DOCUMEEENTTTATTTIIION AND EEEVVVALLLUATTTIIION
· Use lots of different mediums (visual, writ ten, verbal)
· Skills audit – know what your st rengths are, work as a team
· Get people doing it and then talk about theory
· Make your quest ions simple
· I nvolve relevant people
· Be flexible and comfortable about change
· Share power and process
· Document in easy ways – butchers paper, film, Q and crit ical issues,
put your ideas in a shoe box
Wr it ing a Wr it ten Repor t
· When doing a writ ten report , keep it simple! ! ! You can use the
following headings:
1. Summary (basically what the purpose was of your event )
2. Content and Object ives (what you did, how you did it , what were
your goals, what steps did you take?)
3. St ructure (Who was involved and what did they do?, how did you
consult with people?)
4. I nvolvement and Engagement (How did people get involved, what
did they do?)
5. Awareness (This is all about your media and market ing stuff)
6. Recommendat ions (This is where you can put your ideas about
what you can do bet ter next t ime)
7. Cost analysis (your finalised budget )
8. Appendices (basically stuff that doesn’t fit anywhere else or
documents that you refer to)
Alway s ref lect – What wor k s? Doesn’ t wor k? What can we do dif ferent ly
nex t t ime?
DOCUMENTATION
Fill in the Gaps – A guide to managing a community event Nov 04 90
PARTY ( CELEBRATI ON)
THANKI NG ( ACKNOWLEDGMENT)
Topics Covered
· What is celebrat ing an event?
· Ways to acknowledge people
· Party types
· Party Games
What is celebrat ing an event?
You can also have a party to celebrate your achievements, highs and lows
and acknowledge each others part icipat ion – most of all – this should be
easy to produce and FUN!
Your party should include lots of fun stuff….
· Food
· Music
· Film- look back on memories
· Bubbles
· Jumping Cast les
· Twister
· And the list goes on…
Types of par t ies
Dress up
Lawn / Ten Pin Bowling
Skat ing
Games day
Music / Band party
Thank you Sponsors party
Dinner / lunch
BBQ
Fill in the Gaps – A guide to managing a community event Nov 04 91
ACKNOWLEDGMENT
Always take the t ime to acknowledge your partners, volunteers, staff and
stakeholders who in some way produced the event .
· This is best done face to face.
· People like things they can keep – ie: cert ificates, photos
YMT Members Brad and Freya with Steve Capelin
(Brisbane City Council) sharing a bite
YMT Members with the Lady Mayoress of Brisbane City Council
Fill in the Gaps – A guide to managing a community event Nov 04 92
OUR EXAMPLE – THANK YOU CERTI FI CATE
Fill in the Gaps – A guide to managing a community event Nov 04 93
TYPES OF PARTY GAMES
Honey I love you…
· Have the group standing around in a circle
· One person stands in the middle
· The person in the middle chooses one person from the circle
· The person in the middle says to the person they’ve chosen “Honey if
you love me give me a smile”
· The person in the middle does something silly to t ry and make them
laugh.
· The person responds with “Honey I love you but I just can’t smile”
· I f the person responds without smiling, the person in the middle must
look for another person to ask.
· I f the person they choose laughs they are then in the middle.
The Lap Sit
Purpose: Teamwork, Communicat ion, Burst ing the personal space bubble
· Have everyone stand in one circle, arranging themselves so that
someone about the same size as them is on either side of them.
· Everyone turns to the right .
· Step in closer to the cent re and put your hands on the waist of the
person in front of you.
· “ Concent rate on the person in front of you sit t ing comfortably on your
knees, and t rust that the person behind you will guide you, too.”
· First do a t rial run.
· On the count to three the group is going to bend down, touch bot toms
to knees and come right back up to make sure they are all standing
closely enough together.
· This act ivity usually amazes people by what they can do in solidarity.
JUST HAVE
FUN
CELEBRATI ON
Fill in the Gaps – A guide to managing a community event Nov 04 94
A BASI C EVENTS GRANTS & RESOURCE GUI DE
What are resources?
Name Website Key Descr ipt ion
Grants
Link:
ht tp: / /www.gra
ntslink.gov.au
$ Aust ralian Government Grants list
Foundat io
n for
Young
Aust ralian
s
www.youngaust
ralians.org
$ The Foundat ion provides Grants for young Aust ralians and
also runs challenging programs for ambit ious youth.
AYTC www.atyp.com.
au
$ ATYP offers one of the world’s largest theat re workshop
programs for young people, creates outstanding product ions,
runs regional residencies across Aust ralia and mounts
groundbreaking nat ional and internat ional project s.
Youth Arts
Queenslan
d
www.yaq.org.a
u
$ R YAQ provides professional development , support and advocacy
for the youth art s and cultural development sector and young
and emerging art ists and artsworkers.
Stage X www.stagex.co
m.au
$ Stage X is a four month program of arts events focusing on
the younger end of Brisbane’s populat ion. Stage X grew out of
a desire to profile and celebrate the creat ive lives of young
people – their arts and cultural interest s, ideas and products.
Visible Ink www.visibleink.
org
R Provide free facilit ies and resources for young people to
develop their communit ies. (based in Brisbane suburbs)
Art Start www.det .nsw.e
du.au/ artstart
L
SYCC www.sycc.com.
au
P This website gives young people access to up- to-date info on
youth act ivit ies and events in the Cent ral Coast .
Churchill
Trust
www.churchillt r
ust .org.au
$ Yearly assists about 100 Aust ralians to develop their really
good idea further by visit ing overseas. The average award is
$20,000 and involves about eight weeks away. There are no
prescribed qualificat ions for the award – merit of the proposal
is the primary test . Applicants must share the results of their
visit with the Aust ralian community by producing a report .
Generate www.generate.
qld.gov.au
P
SVA www.socialvent
ures.com.au
Social Ventures Aust ralia’s SVA Big Boost provides seed
funding from a $250,000 pool as well as workshops and
mentoring. I f your business assists the community or helps
make this world a bet ter place – check it out !
Business
Ideas
Grant
www.yellowpag
es.com.au
Yellow Pages Business Ideas Grants provide grants for original
business ideas, though not exclusively for young
ent repreneurs.
Shell
Livewire
www.shell.com Shell Livewire is a business planning compet it ion where you
are paired with a mentor from Rotary.
Big Break www.nescafebi
gbreak.com.au
A business plan compet it ion to win start up cash.
FestNet www.festnet .co
m.au
$ R FestNet is a fantast ic, free, resource for anyone involved in
the management and organisat ion of cultural Fest ivals in
Regional Victoria.
Fill in the Gaps – A guide to managing a community event Nov 04 95
HIIINTTTSSS FFFOR REEESSSOURCEEESSS
· Work out who can help you in your local community
· Go for gold with grants – if you have not done one before, find out who
has and see if they can help you. Having someone to read over it and
give you feedback is best .
· You will for sure have hundreds of good ideas. Write them down and
keep an ‘ideas bank’. You really don’t want to lose all the good ideas!
Then, when some good grants come along, you can look at your ‘ideas
bank’ and send in your idea.
· I f you know of any good resources that have helped you, free call the
Office of Youth Affairs on 1300 55 59 54 or e-mail your suggest ions to
oya@det .qld.gov.au so that we can include them on the Generate
website.
RESOURCES & GRANTS
Fill in the Gaps – A guide to managing a community event Nov 04 96
FEEDBACK
Hello
We appreciate and value that you read this guide.
We would like you to fill out this feedback survey and send it back to us.
I t should take no longer than 15 minutes to complete the survey.
Our I ntent ion
To get comments on the Content and Layout of this guide.
· To get in writ ing what results people have produced from using this
guide.
RESOURCES & GRANTS
Fill in the Gaps – A guide to managing a community event Nov 04 97
FEEDBACK QUESTI ONS
You can use any or all of the sect ions in answering your quest ions.
I f you only used a few things in this guide, please let us know about it .
Sect ion 1: Planning
Sect ion 2: Asking / Consultat ion
Sect ion 3: Doing
Sect ion 4: Documentat ion & Evaluat ion
Sect ion 5: Part y and Acknowledging
Sect ion 6: Resources
Sect ion 7: Feedback
What worked about this guide? / What did you use?
___________________________________________________________
What didn’t work? / What didn’t you use?
___________________________________________________________
What was missing that you would like to see in here?
___________________________________________________________
What worked / didn’t work about the lay out?
___________________________________________________________
What results did you produce from using this guide?
___________________________________________________________
Have you got any other comments?
___________________________________________________________
Thank you for your t ime. Your feedback is valuable to us.
Please get this back to us by 2 2 th November 2 0 0 4 .
To Fill in the Gaps guide
C/ Karlet ta Abianac
Post PO Box 1416
Fort itude Valley QLD 4006
Fax 07 3403 0186
Phone 07 3403 0136
RESOURCES & GRANTS
What is this document for?
This document is a guide to running an event . It answers some questions you have about event management and includes checklists, templates and handy hints relevant to event management .
The Fill in the Gaps Manual is a tool for how enthusiast ic people can run, or be involved with, a community cultural event . Events could include under 18 gigs, bands events, theat re projects, fest ivals and community gatherings.
The examples in the manual have worked before, so we know they’re going to work for you!
Please note: There is nothing in here about Public Liability Insurance.
Click here to download the PDF files of Fill in the Gaps
