Step 2
Prepare an event plan, if requested
At least 2 months before the event.
After reviewing your booking request, we may ask for an event plan and running schedule.
Event plans
An event plan gives an overview of the event and lists all the items that need consideration.
The plan also lists the actions you need to take to deliver each item.
The size, scope and complexity of the event determines the level of detail you need to include.
Running schedules
Event plans must include a running schedule that shows:
- the event start and finish times
- arrival (bump-in) and departure (bump-out) times and details of equipment
- vehicle access arrangements (as authorised by Council)
- the order and timing of activities such as speeches or performances
- arrival and departure times for VIPs, related security plans and backstage details
- the name and contact details of the host or master of ceremonies.
Send the schedule to your team and any contractors before the day of the event.
Example of an Event Running Schedule
| Time | Activity/Action | Responsible | Company |
|---|---|---|---|
| 8:00am | Bump In commences | Event Manager | Event Organiser |
| 8:30am | Marquee Delivery | Site Manager | Marquee Company |
| 9:30am | Portaloo delivery | Site Manager | Portaloo Hire Company |
Have you been asked to prepare an event plan?
- If yes, download the event plan template (153KB) and add your running schedule. Then go to the next step to see what else to include.
- If no, see what other items you may need to submit to Council.