Some of our services are closed or have different hours over Easter, from Friday 29 March to Monday 1 April.

Prepare an event plan, if requested

After reviewing your booking request, we may ask for an event plan.

At least 12 weeks before the event.

Event plans

An event plan provides:

  • an overview of the event
  • lists all the items that need consideration
  • lists the actions you need to take to deliver each item.

When an event plan is required

Event plans are required for all events with 100 or more guests.

For events with under 100 guests, you may be asked to provide a event plan based on the type of event you are planning. 

The size, scope and complexity of the event determines the level of detail you need to include in your event plan.

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
8:00 am Bump-in commences Event Manager Event Organiser
8:30 am Marquee delivery Site Manager Marquee Company
9:30 am 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 Step 3 to see what else to include in your event plan.
  • If no, go to Step 9 to read what other items you may need to submit to Council.