Planning and organising events

Whatever event you are running, planning an event generally involves similar basic tasks and things you need to think about. Getting an idea to become a successful reality can be hard work, and there are common mistakes which it is easy to avoid. This section contains a range of tips and information to help you to plan and run a successful event.

Thanks to funding from the Big Lottery, all the information in this section has been updated and improved, and is now available as a printed information pack, “Organising a Community Event”. Copies are available in the Centre.

The Resource Centre also has lots of equipment available to hire that you may find useful for your event. Whether it’s a meeting, summer fête or social evening, we may have something you need available at low cost to community groups in Sussex. See our Equipment section for details of our full range.

• Covid-19 Risk Assessments

  Guidelines for risk assessing your group’s activities or your community venue to prevent the spread of Covid-19

• Days out in Sussex for community groups

  It is lovely to go on a day trip with your group, but the cost of transport and entry to attractions can make it difficult.

• Event planning checklist

  However big or small your event is going to be, planning it will follow the same general pattern – and you will want to avoid the same common pitfalls!

• Health and safety for community groups

  An introduction to health and safety for community groups run by volunteers.

• Licensing and regulations for events and fundraising activities

  Information for community groups in Brighton & Hove about licensing and regulations for events and fundraising activities.

• Local media contacts

  Media contacts in Brighton and Hove that are useful for community groups.

• Making your activities and events accessible

  How to remove barriers and make sure disabled people can participate in your group’s events and activities.

• Managing money at an event

  Tips to help keep track of your group’s cash when you’re running an event or stall

• Monitoring and Evaluation

  Information to help your community group think about what you are aiming to achieve, how to find out if you are succeeding, and how to demonstrate to the outside world that what you are doing is useful.

• Organising a public meeting

  Holding a public meeting can be a really good way of building a campaign or getting more people involved in your group.

• Organising online activities and events

  Organising an activity or event online requires the same basic steps as an in-person event or activity. The keys to success are to be clear about what you are trying to achieve and to plan it well. This information sheet covers:

• Public liability and employer's liability

  Information to help community groups decide if they need public liability and/or employer’s liability insurance.

• Risk assessment

  A simple guide to risk assessment for community groups.
  

• Running a crèche

  Information for community groups about providing childcare at a one-off community event.

• Sample risk assessments

  We provide sample risk assessments for our Bouncy Castle, Smoothie Bike, Popcorn Machine and Candy Floss Machines. We suggest that you use these to give you ideas when carrying out your own risk assessment. Your risk assessment should be specific to your event and organisation.

• Taking card payments at community events

  How to create a SumUp or PayPal Business account and take card payments

• Taking photos at community events

  A guide for community groups about how to respect people’s privacy when taking photos at your events

• Writing a news release

  Tips for community groups about writing and sending a news release

• Data protection for community groups

  A plain-English summary of data protection responsibilities for small, volunteer-run community groups, including how to comply with the UK General Data Protection Regulation (GDPR).