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
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 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).
If you are using flyers and posters to advertise your events, you can print them at low cost in our Community Print room.
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
- Organise!
- 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
- 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)
Notes:
The Events team have lots of useful information and advice on organising events, especially on public land in Brighton & Hove.