Fill in the Gaps – An Easy Guide to Event Management

tim — Thu, 22 Oct 2009 04:42:49 +0000

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,

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

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,

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

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

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

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.

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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)

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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

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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 .

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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

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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)

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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 _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ .

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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 :

_______________

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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: _______________________

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: _____________________

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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: ____________________________________

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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

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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 _____________.

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_ _ _ _ _ _ _ _ _ _ _ _ _ ( 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: _____________________

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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 !

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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!

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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 ! ! ! !

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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: _______________________

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: _____________________

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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

Signature:

Date:

Witness:

Descript ion of Subject :

………………………………………………………………………….

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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

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.

$ 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

www.yaq.org.a

$ 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

SYCC www.sycc.com.

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

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

Visible Ink :: young people defining Brisbane » event management

Fill in the Gaps – An Easy Guide to Event Management