Advice on organising a local, community event
From setting a clear budget to promoting the event, sending out invitations to getting the caterers in place, preparing a local, community event requires a lot of organisation and time devoted to it. What might seem like an easy task initially can quickly escalate to a stressful headache that takes up all of your time. If you have a local event in the pipeline, you may find the following advice from Weetwood Hall helpful on organising a community event.
Set a budget
Most events cost money to set up and organise, even small community ones. It is therefore important that the event organiser sets a budget based on what the group hosting the event can realistically afford.
When planning the community event, you should clearly state what the budget is being spent on. Write down an expenses plan, including the various costs like the venue fee, the caterers’ expenses and the presenters’ fees.
As the Guardian advises in its ‘Tips on Planning a Successful Community Event’, when planning the budget, you should allow a contingency for unpredicted expenses.
Get a team in place
Nobody said organising and running a local, community event was easy and tackling such a task alone would make the make the challenge considerably more difficult.
Getting an event organising team in place and assigning different team members to take care of specific tasks will ensure the preparation runs more smoothly and that everything is likely to be in place for the ‘big day’.
Of course the size of the event will significantly determine the size of the team in place to help organise it. Teams comprising of too little or too many people can create its own set of problems. As the Guardian advises:
“Don’t make the team too big, as management by large committee rarely works for this kind of activity. Make sure everyone knows and understands their role and responsibilities. Use small teams with a team leader reporting back if necessary, as this will reduce the number sitting round the table as part of the core team.”
Consider issues related to safety and access
It might sound obvious but when organising an event in the local community you will need to ensure everything is in place to assist the safety of the volunteers and visitors.
In its ‘Guide for Organising Voluntary Events’, the government highlights organisers need to take simple, sensible precautions to help the event remain safe. Organisers should consider how people will get to the event and the transport and parking that will be available, whether the venue is accessible for people with disabilities and whether it is clearly signposted so people can find it.
Marketing the event
For a local, community event in Yorkshire, or anywhere for that matter, to be successful people need to know about it in order to attend it. This means marketing and promoting the event.
This can be done through numerous channels. For the event promotion to be most successful, you should think carefully about who will be attending the event and therefore which marketing avenue you should go down.
For example, if the local event is aimed predominantly at pensioners, posting flyers through letter boxes in the vicinity and putting posters up in the community might be the most effective form of advertising.
Or if the event is aimed specifically for younger people, promoting it through social media channels might be more effective. As Weetwood Hall wrote in an earlier blog, social media has become a powerful way to promote an event and reach wider audience, regardless of whether the event is big or small.
If you are looking for a venue in Leeds to host a local, community event, get in touch with Weetwood Hall. Our dedicated events’ team can will help you put on an event in our stylish and flexible conference venue in Headingley on the outskirts of Leeds.