Community and stakeholder engagement

Community engagement is a crucial part of the planning process for events that will impact residents, businesses or public spaces. Early and effective engagement with stakeholders helps build positive relationships, addresses their concerns and promotes smoother event execution.

Speak to your Event Concierge early in the planning process. We can discuss potential impacts on the community such as road closures, noise and parking arrangements and explore options for accessible parking to give equitable access to people with disability and mobility needs.

Practice effective engagement

• Depending on the scale of your event, we might require you to inform the local community. A letterbox drop or public notification plan helps residents and businesses in the area understand event details including dates, times, road closures and potential impacts. This gives people a chance to raise concerns in advance.
• Respect and acknowledge the cultural and religious needs of the local community. This includes adhering to Traditional Owner protocols and consulting with local Indigenous groups if your event is on or near traditional lands. It’s also important to consider other cultural or religious events that may overlap with your event’s timing or location.
• Provide clear and accessible contact details for any complaints or queries. Include contact details for both phone and email. Have a dedicated team member or event liaison who can respond promptly to any issues that arise.
• Address concerns quickly and professionally, both before and during the event. Listen to community feedback and make adjustments as needed to maintain goodwill. It's important that stakeholders feel heard and respected through the entire process.
• For large-scale events or those which will have significant local impact, consider holding a community meeting or stakeholder consultation beforehand. This gives an opportunity to present detailed information, answer questions and address concerns in person.
• Any changes to traffic flow, parking or road closures should be communicated clearly in advance. Provide alternative routes and parking options to minimise disruptions for local residents and businesses.
• Regularly update stakeholders about any changes in event planning, scheduling or logistics that may affect them. Transparent communication reduces misunderstandings and builds trust.
• Inform local stakeholders about the environmental measures you're taking to minimise waste, noise and potential damage to the local area. 
• Engage with local authorities like police, fire services and council departments to ensure compliance with local regulations and to gain their support for the event.
• Consider inviting local authorities to have an information stall or presence at the event (where appropriate) – this strengthens relationships and also provides valuable resources and visibility to the community, such as safety information, local services and recruitment initiatives.
• Be prepared for some negative feedback, especially in residential or business-heavy areas. Handling concerns professionally, showing empathy and providing solutions where possible will help maintain a positive relationship with the local community.
• After the event, follow up with local residents and businesses to gather feedback. This shows that you value their input and are committed to improving future events. Document this feedback for future reference.