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.
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.
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!
An introduction to health and safety for community groups run by volunteers.
Media contacts in Brighton and Hove that are useful for community groups.
Tips to help keep track of your group’s cash when you’re running an event or stall
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.
Holding a public meeting can be a really good way of building a campaign or getting more people involved in your group.
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:
Information to help community groups decide if they need public liability and/or employer’s liability insurance.
Information for community groups about providing childcare at a one-off community event.
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.
A guide for community groups about how to respect people’s privacy when taking photos at your events
Tips for community groups about writing and sending a news release
A plain-English summary of data protection responsibilities for small, volunteer-run community groups, including how to comply with the General Data Protection Regulation (GDPR) and the Data Protection Act 2018.
These books are available at the Resource Centre, to borrow or to use in the Centre.
- 501 more fundraising ideas
- A-Z of fundraising - 200 ideas for raising money
- Community Matters: Reference Manual for Community Organisations Advisers
- First Aid Reference Guide (St John Ambulance 2012)
- Guide to health, safety and welfare at pop concerts and similar events
- Health and safety at outdoor community events (Part 1 & 2)
- Involving young people: guide to board development
- Organising local events
- Organising things - a guide to successful political action
- Practical monitoring and evaluation - a guide for voluntary organisations
- The complete guide to business and strategic planning for voluntary organisations
- The Complete Guide to Creating and Managing New Projects for Voluntary Organisations
- The good practice safety guide for small and sporting events taking place on the highway, roads and public places
- The Health and Safety Handbook for voluntary and community organisations
- Tried and tested ideas for local fundraising events
- Welcome In: A Dementia-Friendly Guide for community groups and organisations
The services listed below are not provided by the Resource Centre. These are websites and services we feel are particularly useful for small groups in Brighton & Hove, and which are not easy to find by searching the internet.
Most useful services for local groups
An excellent online guide to how to organise a street party, and ideas for activities. Contains advice about everything from applying to close your street to making your own bunting!
The Events team have lots of useful information and advice on organising events, especially on public land in Brighton & Hove.
- First aid cover at events
- Health and Safety Information
- Help with project planning
- Help with publicity
- Information about campaigning
- Information about planning a journey
- Information on food hygiene
- Information on insurance
- Information on legal issues
- Information on organising a street party
- Information on running events and festivals
- Information on running outdoor community spaces
- Insurance suppliers
- Interpreting and translating
- Land for outdoor events
- Licences to show films at public events
- Pony rides
- Raffle prizes
- Risk Assessment (Health and Safety / Fire)