Venture Hawke's Bay together with Sport Hawke's Bay and local council authorities has developed an "Event Planning Guide" to aid event organisers in managing an event in Hawke's Bay.
This guide provides organisers both from within or new to the region with a guideline of what should be considered when running an event and who they can go to for assistance in Hawke's Bay. It should however not be considered an absolute event management guide.
To download the complete guide, please click here. (1mb)
Also available are additional resources which are referred to in the guide. To download these documents please use the links on the right.
The document is broken down into the below sections
(Please click the section headings for the relevant files):
1: Introduction:
The Hawke's Bay key event calendar is an important resource for getting an overview of the key events, which happen throughout Hawke's Bay. Venture Hawke's Bay is leading a strategy for the region to achieve a coordinated approach by organisations to further grow the event sector and develop local organiser skills. Within Hawke's Bay there are four councils that can assist event managers as well as other applicable organisations and their event contacts.
2: Event Industry Structure:
For a breakdown of the different organsiations in Hawke's Bay who can assist with different aspects of your event, this section will point you in the right direction.
3: Who needs these guidelines:
If you are organising an event in the Hawke's Bay area, these guidelines will assist you in addressing the organisational processes of an event as well as the health and safety issues associated with it. The Event Manager is responsible for the overall organisation of the event. It is very important that the Event Manager works closely with all people who are heading up different aspects of the event. In today's event environment, the Event Manager is being held ever more accountable when things go wrong.
4: Where to start:
Establishing the timing of your event is a critical part of the process, be sure to check the event calendar on the regional website or check with Venture Hawke's Bay to discuss your dates. Writing an event plan and site plan are also covered in this section.
5: Putting it all Together:
Once you have a documented event plan and have been through the process of drawing up a site plan, you should be now armed with enough information to break your event up into manageable areas. A checklist is included in this section to ensure you have thought of all of the key areas of planning. The process of allocating responsibilities to groups or individuals involved in the event management is also an important aspect of this stage of planning.
6: Event Planning:
This section covers every aspect of event planning, from budgets, sponsorship management, advertising, research, volunteers, venue selection, scheduling, power/lighting, waste management, sustainability issues, security, parking, toilets, signage, transport, ticketing, insurance, emergency procedures and community liasion.
7: Risk Management:
Risk Management is a critical part of event management with health and safety issues high on the list.Used properly, the principle of risk management should be applied to every aspect of an event and is really modern terminology for “what if”. The event manager needs to do an overall event risk profile process which then needs to broken down into a more detailed plan to be used to communicate to the wider group which includes anyone involved in the event including contractors. This should cover health and safety details.
8: Regulations & Permits:
This section identifies all those areas of an event that may require a permit and regulations to consider. If you have any of the below aspects at your event it is important to ensure you have undergone the relevant procedures. It identifies the key contacts within the Hawke's Bay districts that can assist in the following areas; alcohol, resource consent, noise, building consent, fire safety and permits, food and drinking water, road closure and first aid.
9: Further Resources:
This brief section highlights additional resources available to event organisers and lists some useful websites to be aware of when planning your event.