City of Wodonga - Youth Services
EVENTS
Foreword
Wow! What a journey the last four years have been here at the City of Wodonga Youth Services. Push-WAMY
Wodonga had existed some eight years before my arrival on the scene in April 2001. Upon my appointment
I was met by an awesome bunch of passionate young people who wanted to plan and implement drug and
alcohol free events for young people in their community. After my first event, it quickly became apparent that
there was a need for more refined policies and procedures on how to run a successful event. After pulling a group
of professionals together to look at the events, it was apparent that a step-by-step process was required. Since
there was no such manual in existence, Richard Slade, a third year social work student, assisted me to begin the
first draft of this manual. This manual is a testament to all the young members of Push-WAMY over the years
that have contributed intellectual knowledge to the event manual you are about to read.
In 1999 Push-WAMY was successful in obtaining a grant from the Victorian State Government “FReeZA”, which
assisted the committee to hold 8 music events in that year. FReeZA produced guidelines for the implementation
of the music events and committees used these to shape their events. Push-WAMY and FReeZA have continued
their partnership over the past five years and this manual is based loosely on those guidelines. However, this
is a step-by-step manual with a lot of intellectual knowledge that has been gained through on-the-ground
experience.
Another contributor to the journey was our successful application to “Hot Spots”, a Victorian Government
initiative on drug and alcohol issues in the community. This grant enabled City of Wodonga Youth Services to
employ Darren Miles as an event coordinator to assist us to further improve the policy and procedures of our
events. Darren’s position established an “Events Committee” made up of Victorian Police, St Johns, Open Family
(D&A Youth Outreach), Upper Hume Community Health D&A Team, and Push-WAMY. This committee met
regularly over an 18-month period where they worked on the Policy and Procedure part of our events. We want
to thank these organisations and individuals involved for their assistance with this journey.
In October 2003 Sandie McKoy joined our team part-time to finish off the manual. Sandie has worked tirelessly
to develop and refine the information. Special thanks to all the young people and staff present and past, who
have contributed to this manual, in particular thankyou to Glen Barton for his photographic contributions and to
Stacey Harrison for her time in putting the manual together. It would not have been possible without you all.
Alan Foster
Coordinator Youth Services
City of Wodonga
PO BOX 923
WODONGA VIC, 3689 www.wasabi.org.au
PH (02) 6022 9700; FAX (02) 6022 9710 email: info@wasabi.org.au
© City of Wodonga - 2005
Published by McClure Printing 2005
Index
Scope Of The Manual 2
How To Use The Manual 2
Pre Planning Phase 3
Planning Phase 8
Week 8 8
– Calculate a budget 8
– Example budget template 9
– Job Descriptions 10
– Approach and negotiate with bands/DJs 10
– Example of booking agreement/contract 11
– Conditions 12
Week 7 13
– Book a venue 13
– Venue Checklist 14
– Site map 14
– Design posters and flyers 15
Week 6 16
– Printing of poster and flyers 16
– Order tickets 17
– Book sound and lighting 17
Week 5 18
– Promotion of posters and flyers 18
– School Contacts: Secondary/Tertiary/TAFE 18
– Allocate tickets to shops 19
– Media Release 19
Week 4 20
– Book police 20
– Book security 20
– Security Contact 18
– Book alcohol and other drug workers 21
– Book first aid 22
– Midway checklist 22
Week 3 23
– Contact APRA 23
– Book food and beverages 24
– Legal Requirements 24
– Band and staff passes 25
Week 2 26
– Running sheet 26
– Rosters 27
Week 1 28
– Cash floats 28
– Media Release 2 28
Day before event 29
Event day 31
Post event 35
Sample job descriptions (Backstage, Smoking area, cloakroom, front area) 38
City of Wodonga EVENTS 1
MANUAL
Scope Of The Manual
The processes in the manual have been used for both indoor and outdoor events. The largest indoors event recorded was
1300 patrons and outdoors was 2,500 patrons. All events organised have been all ages and alcohol and other drugs free.
How To Use The Manual
– This manual is intended to act as a guide only when planning and running a music event.
– Take the time to read through the manual carefully, and take out the info you feel will be relevant or useful to the
event you are planning.
– Play around with the timelines to suit your schedule and the event you are planning.
– Create your own checklists and job descriptions using the manual as a guide.
2 EVENTS City of Wodonga
MANUAL
Pre Planning Phase
Form a Committee
– It is an exciting experience planning and running a music event, but it is a massive
task. It will be easier and more exciting to share the experience with other passionate
likeminded people!
– Get together a group of your friends you feel will be committed to putting on a music
event.
– Contact local youth organisations - many have their own music committees that you can
either join or ask for support, advice and guidance.
– To find out how to contact the youth organisations in your area, contact your local
council. Most should be able to point you in the right direction.
– Once you have a committee together, it is a good idea to divide up responsibilities
between group members to run the event.
– Usually committees will have a secretary (takes care of all letters and other
correspondence), treasurer (takes care of all finances), media/promotions (takes care of
promoting the event) and of course, the event coordinator.
– Find out where committee member’s passions and skills lie, and invite them to take on
the different positions.
– Once the positions are filled, it’s time to start planning out the event as a group!!
Open a Bank Account
– Because you will be receiving and TIP: Contact local youth organisations such as local churches,
exchanging money, it is advisable that youth agencies or local councils to see if they can auspice your
you open up a bank account. committee.
If they have incorporated status, you will be able to bank your
– Make an appointment with the group or money under their name.
your local bank to open the account.
– Take someone you trust and the treasurer from your committee along with you as it
can be a daunting experience!
– Write down a list of questions you would like to ask the group or bank rep and take
them with you.
–Find out before your appointment what documentation the bank will require.
City of Wodonga EVENTS 3
MANUAL
Insurance
There are various insurance packages available for not-for-profit groups. These can cover
(for example):
Public Liability Insurance
Director’s and Officer’s Liability TIP! Speak to your local council and youth organisations.
Professional Indemnity Insurance Many have incorporated status, and they may be able
Personal Accident Insurance to auspice your event. This means you will be able to be
Property Insurance covered under their insurance policies.
Products Liability Insurance
Events Insurance
The type of insurance you will need and costs etc will depend both on what type of
event you hold and which state you live in. It is best that you consult directly with local
insurance companies to work out exactly what cover you will need and how much this
will cost.
For more information, surf the following websites, which contain detailed information
around event insurance.
Organisation Website Comment
Volunteering WA http://www.volunteer.org.au/recruit_section Plenty of info on
(08) 9420 7288 /insurance.html#event insurance packages,
issues to consider etc
Community Care http://www.community-care.com.au/ Joint partnership between
Underwriting NRMA, Allianz & QBE
Agency insurance companies for
not-for-profit groups
Our Community http://www.ourcommunity.com.au/insurance Fact sheets on risk
/insurance_main.jsp management and insurance.
Info for each state and
territory.
Insurance Council http://www.ica.com.au/hotissues Tips in obtaining public
Australia /liabilityhelp.asp liability insurance, links.
Sourcing funds and support
Unless you have an ample bank account, it will be necessary for you to source funds to
put on your event.
Apart from the benefit to your organisation, it will also benefit other organisations
through the formation of community partnerships, and publicity for supporting bodies.
Ensure one person in the committee is responsible for coordinating the sourcing of funds
and in-kind support, and delegating tasks to other committee members or volunteers.
Ensure you are well informed about GST, and any obligations or legal requirements
around applying for and accepting funds or grants.
4 EVENTS City of Wodonga
MANUAL
Fundraising simplified
Grants
Grants are monies that are applied for by the committee and granted by local, state or federal government,
philanthropic or corporate initiatives.
There are many grants available for music events, and the applicant must follow certain processes to apply for one.
Each grant will usually have a set of requirements for the applicant to follow, which usually includes:
- filling out a submission given to you by the organisation,
- showing cause that the grant is needed,
- showing that if received, adequate promotion of the organisation is to be given, which may include their logos
on promotional material, public thanks in the media,
- an event report,
- a copy of the event’s final budget,
- and a statutory declaration stating that the funds requested have been spent in the way you have stated they
would be in the submission.
It is important to apply early for grants, especially where funding rounds apply. Sometimes the process from
application to the acquisition of funds can take months, so it is important to check out timeframes before you apply.
Submission writing can be difficult. It is important to always ring the organisation you are applying through to seek
advice and ask any questions.
Remember that grant seeking is competitive, so apply for as many as you can for your event.
See page 7 for a list of useful websites!
Donations
Your organisation can apply for donations of money from local community organisations.
The process usually isn’t as rigid as it is when applying for a grant, and usually there isn’t a submission form to fill
out.
Make a list of organisations in your local community that you are interested in contacting.
Contact local Rotary organisations, Lions clubs, community chest schemes and other organisations, which are noted
for supporting their community.
Ring the organisation, explain your event, how much you will be requesting, and what the money will be used for.
Ask if the organisation would be willing to consider donating money, and if so, write a letter of application, giving
full details of your event, how much you are requesting, and what the money will be used for. Sometimes they will
ask you to attend one of their meetings to talk about your event
In-kind support
Many community organisations are happy to provide free goods and services such as free hall hire, decorating
material, PA hire, cups and plates, administration supplies etc.
Make a list of all resources you need and enlist your volunteers to go and meet with local businesses.
City of Wodonga EVENTS 5
MANUAL
Sponsorship
Sponsorship is an arrangement between a business and your organisation, where you will both benefit. Usually,
in exchange for a donation of money, your organisation will promote the sponsor’s organisation in some way. It
differs from donations in the sense that it is more like a business arrangement.
It is important that you do not seek sponsorship from an organisation that conflicts with your organisation’s
views/beliefs.
Draw up an agreement between the sponsor and your organisation stating clearly what you expect from each
other.
When approaching potential sponsors, always put the emphasis on how they will benefit from the agreement.
Make sure you check out any GST obligation in relation to sponsorship.
Merchandise
You can make money by selling merchandise promoting your business. This could include selling t-shirts, hats etc.
Make sure you have a market for this first. Test this by taking orders for products and then purchasing them, rather
than ordering a large quantity of merchandise you can’t shift.
Make sure you check any GST additions.
Fundraising
Your committee can be proactive about raising money through raffles, auctions, BBQs, dinners etc.
Where possible, use donated goods and promote the business that has offered you this support.
Use the media to promote your fundraising event for maximum exposure.
If your event involves handling food, ensure you have read all the relevant laws in your state regarding food
handling licence requirements.
Fundraising Legislation
NSW: Department of Gaming and Racing – http://www.dgr.nsw.gov.au/
VIC: Consumer and Business Affairs – http://www.justice.vic.gov.au/cbav/fairsite.nsf/pages/of_fund
QLD: Office of Fair Trading – http://www.fairtrading.qld.gov.au/
TAS: Consumer Affairs and Fair Trading – http://www.justice.tas.gov.au/newca/business/charities.htm
WA: Charitable Collections Advisory Committee – http://www.docep.wa.gov.au/charities/
SA: Collections for Charitable Purposes – http://www.revenuesa.sa.gov.au/lag/collectliccharit.html
NT: No current legislation
6 EVENTS City of Wodonga
MANUAL
Useful websites
FUNDRAISING TIPS: View the following websites to learn more about fundraising, and to
get some great ideas.
Organisation Website Comment
Fundraising http://www.fia.org.au/ Sign up as a member and
Institute of access fact sheets and ideas
Australia
Our Community http://www.ourcommunity.com.au/funding/ Contains info on fundraising,
funding_main.jsp templates, tools, ideas, how
to write submissions etc.
Fundraising http://www.australianfundraising.com.au/ Ideas, contacts
Australia
GRANT & FUNDING OPPORTUNITIES: View the following websites to learn more about
grant seeking, and what grants are available (this list is certainly not exhaustive!)
Organisation Website Comment
Australian http://www.artsinfo.net.au/ Has links to many useful
Government sites
Department of
Communications,
Information
Technology and the
Arts: Arts Info
Australian http://www.grantslink.gov.au/ Links to many different
Government: grants and sites.
Grants Link
Australia Council http://www.ozco.gov.au/grantFinder.aspx Music grant finder search
for the Arts engine and links
http://www.ozco.gov.au/council_priorities/
young_people/
Grant Search http://www.grantsearch.com.au/ Will have to pay a subscription
Australia to access, or buy the hardcopy
Indent NSW http://www.indent.net.au/funding.cfm Music grants specifically for
young people in NSW
The Foundation for http://www.youngaustralians.org/ List of funding opportunities
Young Australians
NSW Community http://www.communitybuilders.nsw.gov.au/ List of funding sources
Builders Australia wide
Tip: Always speak to your local council to enquire about their grants and funding opportunities.
SUBMISSION WRITING TIPS: View the following web sites to ensure you have the tools
to write a great submission.
Organisation Website Comment
Community Wise http://www.communitywise.wa.gov.au/tools/ Tips, suggestions, plenty
WA submission.htm of info
Volunteering http://www.volunteeringqueensland.org.au/ Checklist, info sheet
Queensland forms/Submission%20Writing%20Information
.pdf
Community http://www.communitybuilders.nsw.gov.au/ Submission writing info portal.
Builders NSW finding_funds/submissions Plenty of links, tips and lots
of helpful info.
City of Wodonga EVENTS 7
MANUAL
Week 8
Planning Phase
WEEK 8
Calculate a budget
A budget is an essential tool to ensuring a successful event. A carefully planned budget
from the start of the planning process will ensure that you will be able to afford to put on
the event, and it will dictate what type of event you can cater for.
– Always overestimate rather than underestimate expenditure.
– Be aware that your budget may change during the planning process.
– Ensure you have a ‘bottom line’ figure- this is the absolute minimum amount of income
you will need to break even taking the expenditure into consideration.
– Update your budget every time you have a new receipt or invoice.
– Review your budget weekly to ensure you are on the right track!
Step 1: Format a budget table, and include columns for expenditure and income.
Step 2: Add to the income column any in-kind support, existing sponsorship or profits
carried forward from previous events.
Step 3: Calculate an estimate of attendance and multiply that by an estimate of the price
of tickets. Be sure to underestimate attendance- not overestimate.
Step 4: Add this estimate to the income column and
Step 5: Combine all total monies in the income column and record the total in the
allocated box (don’t count booking fee).
Step 6: Add to the expenditure column all expected costs of the event (i.e., security,
venue, first aid). Total this figure and compare it to the total income figure.
This will determine how much money is available for bands/DJs and sound and
lighting.
Step 7: Discuss which bands/DJs could be used at the event. Be realistic. The band must
match the available funds.
Step 8: Write down a potential line up and estimate the total cost of the chosen bands/
DJs and the sound and lighting.
Step 9: Record in the expenditure column an estimate for bands/Djs and sound and
lighting. Add this figure to the total expenditure and compare the final amount
with the income.
Remember you may have to pay GST received in your income amounts to the Tax Office.
8 EVENTS City of Wodonga
MANUAL
Example Budget Template
BUDGET
Show:.........................................................................................................................................
Date:.........................................................................................................................................
Location:.........................................................................................................................................
REVENUE BUDGET ACTUAL GST
Door Takings:
Cloak
GST
TOTAL:
EXPENDITURE BUDGET ACTUAL GST
Acts
Band/s or DJ
Local Bands
Sub Total
Venue
Bond
APRA
Décor
Hall Hire
Cleaning Repairs
Sub Total
Production
Lights
PA
Sub Total
Printing
Tickets
Advertising
Sub Total
Security
Guards
Punter barriers
Sub Total
Petty Cash
Sub Total
Week 8
First Aid
Sub Total
Total
City of Wodonga EVENTS 9
MANUAL
Week 8
Job descriptions
It is important for all committee and staff members to have a clear explanation of their job requirements on the day of
the event. This ensures that the event runs smoothly and staff have clear responsibilities.
Example: Job descriptions should cover at least the following areas:
• Cloak room • Liaison with hired event staff (security, first aid etc)
• Liaison with bands • Supervision of chill out and smoking areas
• The backstage area • Front door entry requirements (ticketing, money handling etc)
More detailed descriptions of these can be found on page 38
Step 1: Organise a committee meeting to formulate job descriptions. Brainstorm all jobs that will need to be done by
the committee and staff before the event and on the event day.
Step 2: Decide who will be responsible for what jobs and make a note of this.
Step 3: During the meeting brainstorm what each job will entail, including what resources will be needed to carry
out the job, how many people will need to be involved, what steps need to be taken to carry out the job
effectively etc.
Step 4: After the job descriptions have been brainstormed, have the minute taker type them up and print them out
for all committee members.
Step 5: See the sample job description section of this manual for example job descriptions.
Approach and negotiate with bands/dj’s
Before booking bands/DJs, you must decide what type of event you would like to hold (a band/gig, a rave or a
combination of both). Take your budget into consideration when negotiating fees.
– There are different ways of booking bands. You can book through an agent, band manager, or directly through the band.
– When contacting a band directly, ask them if they would prefer to book for the event directly, or through their
agent/ manager if they have one.
– Band contact details can be obtained through the following mediums:
- By typing their name into a search engine over the Internet to see if they have a web site.
- By taking their contact or record label details off their CD.
- By obtaining a copy of the Australasian Music Industry Directory Ph: 03 96819910, email:
info@immedia.com.au and looking up the band name under the ‘Artists’ section. This will give you the band’s
record label name. To find the phone number for the record label, look under the ‘Recording companies and
distributors’ section.
Step 1: In an events committee meeting, decide which bands/DJs will be asked to perform on the night.
Step 2: Using the budget, calculate how much money can be spent on each band/DJ. In general, the popularity of a
band/DJ can be used as a guide to estimate how much their performance fee will be.
Step 3: Contact the band/DJ or their booking agent/ manager.
Step 4: Tell the contact person who you are, where you are from and give them information on the concept/ theme
of the event.
Step 5: Ask if they are available to play on the event date and make it clear that it is an “all ages”, alcohol and
other drug free event.
Step 6: Start negotiating a fee for their performance. Some bands/DJs may have a fixed price.
Step 7: Discuss the details that will be needed to be included in the contract. Decide who will be responsible for
writing the contract- you or the band.
Step 8: Provide the band with your contact details and confirm the date and price of the booking. It is a good idea
to consult with your committee and to go back over the budget before confirming the booking.
10 EVENTS City of Wodonga
MANUAL
Example of a booking agreement/contract
Item Details
Booking agreement between
(your group’s name or your
auspice body)
Performer
Venue
Date
Contact person’s details (name,
address, phone, fax, email)
Performance fee (inc GST)
Method of payment
Load in time and location
Time doors open
Load out time
Performance length
(including set up time)
Performance running sheet 1.
2.
3.
4.
5.
6.
Backstage facilities
Stage size
Width
Depth
Height from floor to stage
Height from stage to ceiling
Power
Power situated
Lighting bars
Venue capacity
Door charge
Production contact (name,
address, phone, fax, email)
Artist to supply
Rider
Please note that this event is an alcohol and other drug free event. No alcoholic riders will be provided and alcohol is
not to be brought onto the premises. However Pizza, soft drink, and bottled water will be provided. We are also happy
to provide sandwiches (please notify) if requested by the band.
City of Wodonga EVENTS 11
MANUAL
Week 8
Conditions
1. The term “Employer” when used in this contract means................................ (insert name of group or its auspice body).
2. The term “performer” when used in this contract applies to the band or artist and entourage and can mean several
members of the band or group.
3. The performer is to be paid within two weeks of the performance and only after producing a tax invoice. Where
possible the performer will be paid on the night of the performance.
4. The performer will respect the “no drugs or alcohol” rule the employer has set out. Not adhering to this condition will
result in the performer forfeiting their right to play and receive payment.
5. The employer will obtain all permits and consents necessary to the conducting of the concert and all matters to comply
with all conditions imposed in connection with the granting of permits.
6. The employer will provide all necessary staff to ensure the sufficient supervision of the venue and to ensure proper
conduct of the audience, safety of the performer and the preservation of order.
7. The employer shall be responsible for satisfying any requirements of the Australasian Performing Rights Association.
8. Where the employer provides any public address system, amplifier or instrument it will be of good quality and in good
working order.
9. The performer is responsible to pay for any damage to the equipment supplied by the employer.
10. Payment will be in full unless written cancellation is received by the employer or by the performer not later than 16
working days prior to the set date of the performance.
11. The employer reserves the right to seek reimbursement for all costs associated with the event, where written
cancellation is not received within 16 working days prior to the performance.
12. The performer will not invite backstage or be found alone with any young person under the age of 17 without prior
arrangement and permission from the employer’s contact person.
13. The performer is required to have current public liability insurance that covers their performance and to forward a
Certificate of Currency to the Employer’s contact person no later than 10 working days prior to the performance
date.
14. The performer agrees to indemnify and to keep indemnified the Employer, it’s servants and agents and each of them
from and against all actions, costs, claims, charges, expenses, and damages whatsoever which may be brought
or made or claimed against them, or any of them, arising from the performance or purported performance of its
obligations under this contract and be directly related to the negligent acts, errors or omission of the Performer. The
Performer’s liability to indemnify the Employer shall be reduced proportionately to the extent that any act or omission
of the Employer, its servants or agents, contributed to the loss or liability.
15. Furthermore, the Performer agrees to hold harmless the Employer, its servants and agents, and each of them from
and against all claims resulting from damage, loss, death or injury whatsoever which may otherwise be brought or
made or claimed by the Performer against the Employer, except to the extent that the Employer is negligent.
Performer Contact Person: _________________________ Name (Please Print).................................................................
(For and on behalf of the Performer)
Contact Details: _________________________
Signed .......................................... Date .................................
Address: _________________________
Name (please Print).................................................................
_________________________ (For and on behalf of the Employer)
Phone: _________________________ Signed .......................................... Date .................................
Email: _________________________ If you require any further information please contact:
Contact Name:
Phone:
Fax:
Email:
12 EVENTS City of Wodonga
MANUAL
WEEK 7
Book a venue
– Compile a list of local venues that are available to hire.
– When booking a venue, make sure you check out the site personally, taking into
consideration how many people the venue can hold, and how many people you are
expecting will attend.
– Consider ease of operation - how accessible is entry to the venue (on a major road),
is it well lit, is the space open, or will security have issues with dark corners. Is there
access for people with a disability?
– Ensure that if the venue is licensed that the bar can be locked up and any alcohol
promotion material is taken down.
– Contact your local council to check on noise restrictions or curfew times of the
venue area.
– If any doubts exist about legal or security risks, ring your local council and ask a
building inspector to go over the venue.
– Obtain a site map of the venue, which includes all exits, stage area, rooms, toilets,
parking, bus stops, pay phone, etc. Draw on the site map where everything will be
located on the event day (security, first aid, etc).
– You will have to obtain public liability insurance.
– Are there enough toilets as required by law? (Ring your local council to check this).
Step 1: In a committee meeting decide what venue you would like to contact, weigh up
pros and cons.
Step 2: Choose a venue that will be appropriate to the size/ capacity of the event.
Step 3: Phone the appropriate venue.
Step 4: Tell the person who you are, that you are part of a local events committee and
that you would like to book the venue for a music event.
Step 5: Explain the event will be a drug and alcohol free youth orientated event and give
an estimate of how many people you expect to attend.
Step 6: If the venue is available on the preferred date, go through a checklist (see next
page) to ascertain whether the venue will be suitable.
Step 7: If you feel it will be suitable, either book the venue then or organise a time to do
a site visit.
Step 8: Request that a site map of the venue be sent to you.
Step 9: Confirm the date of the booking.
City of Wodonga EVENTS 13
MANUAL
Week 7 Venue checklist
Venue name
Contact person
Phone
Fax
Email
Venue 1 Venue 2 Venue 3
Address
Public transport?
Payphone access?
Disabled access?
Central location?
Legal crowd capacity
(numbers allowed)
Well-lit surroundings?
3-phase power access?
Licensed?
Number of toilets
Adequate facilities?
Stage area?
Stage area size
Backstage area?
Number of exits
Number of windows
Easily accessed by public
transport?
Noise restrictions?
Curfew time?
Legal or security risks?
Building inspection done?
Food preparation area?
Previous music events held there?
Adequate disability access?
Toilets, venue access etc
Adequate occupational health
and safety standards?
Outside area for smoking/chill
out that can be closed off?
Site inspection completed?
Overall satisfaction/ comments
Site map
Include on your site map the following and then distribute to all event committee members.
Security posts Staff posts First aid posts
Food/beverage stall Drug and Alcohol worker posts Restricted areas
Toilets Pay phones Stage location
Bus/taxi stops All entrances/exists Power outlets, water main, gas main
Fire safety equipment Standby generators Emergency access route
Smoking area Chill out area Parking
Cloak room Seating Rubbish bins/hazard disposal
Surrounding area Windows Security hazards
Disability access Wheelchair ramps
14 EVENTS City of Wodonga
MANUAL
Week 7
Design posters and flyers
– Flyers and posters should be simple in design, with large bold fonts and should include all relevant information
(i.e., date, time, location, cost, fully supervised, alcohol and other drug free, contact person).
– Flyers/posters should be able to be shrunk/ enlarged to different sizes for display.
– To be effective, keep the same design for all different display sizes.
– Use visuals like cartoons or photos to draw attention.
– Make sure all relevant logos are included in the design.
– Take budget into consideration when designing flyers, as colour is more expensive than black and white.
– If using colour, stick to 2-3 colours.
Step 1: In a committee meeting, brainstorm the design of the poster, and what information will be included on it.
Step 2: Delegate the design of the poster to a member.
Step 3: Design the poster.
Step 3: Bring the poster to the next committee meeting for approval.
Step 4: Make sure all relevant logos are on the poster
City of Wodonga EVENTS 15
MANUAL
WEEK 6
Printing of posters and flyers
– Consider your budget when getting posters and flyers printed.
– Ask for a quote from different printing companies.
– For a cheap alternative, print the design in black and white and photocopy onto coloured paper!
Printing contact:
Organisation: ........................................................ Contact name: ......................................................
Ph: .......................................... Fax: ......................................Mobile:...................................................
Email:...................................................................................................................................................
Step 1: Contact different printing organisations and ask for a quote. Give
them the following information:
- Design format (i.e., Word, Corel Draw, Illustrator, Photo shop)
- File format (i.e., .jpg, .tiff, .eps, .psd).
- Size of the flyers/posters you wish to have printed.
- Quantity of flyers/posters you wish to have printed.
- If you would like the design to be printed in glossy or matt.
- If you would like the flyers/posters to be folded.
- If the design is in black and white or colour.
- Date that posters would be required.
Step 2: Ask the printing contact person to fax quote through to you.
Step 3: If you approve a quote, give the company a copy of your design
saved onto a CD-ROM and ask for a proof of your design. This will
give you an idea of how the finished product will look, and will give
you a chance to make any changes.
Step 4: If you are happy with the proof, give the printing contact person a
date you would like the material to be ready by.
16 EVENTS City of Wodonga
MANUAL
Order tickets
Week 6
– Pre-sale ticketing is a great way of ensuring crowd control and patron response to an
event before it takes place.
– It is a good idea when organising a gig to have professional tickets printed or to save
money you can design your own tickets. Remember if designing your own to number
them 1, 2, 3 etc. This will assist you later when you are trying to work out how many
tickets have been pre-sold.
– Shop around for the best price for tickets. Often there are businesses who specialise in
event tickets
– Some ticket businesses can even print the conditions of entry on the back of the ticket.
TIP: When calculating the number
Ticketing contacts: of tickets remember to take into
account the capacity of the booked
Organisation ................................... Contact name/s:........................................
venue minus the event staff and
Ph: .................................Fax:....................................Mobile.............................. band members.
Email...............................................Agency fee.................................................
Organisation ................................... Contact name/s:........................................
Ph: .................................Fax:....................................Mobile..............................
Email...............................................Agency fee.................................................
Step 1: Contact the relevant business and ask how you can order tickets for your event.
Some businesses have ticket order forms they will fax or send you.
Step 2: Once you have discovered the necessary process, read through the instructions on
the form.
Step 3: Fill in the details on the form in the spaces provided. Take care when writing the
details in (e.g. what is written is what will appear on the ticket including any
mistakes).
Step 4: Select (circle) the colour you want the tickets to be printed in.
Step 5: Go over the order form and double check for any mistakes and make sure you
have filled in all required sections.
Step 6: Fax, send, or e-mail the form off.
Book sound and lighting
– Once you have secured your headline act, you will need to hire PA/sound equipment
and lighting for your event.
– Sound and lighting is a specialist area and it is important to form a strategic link with
PA/sound and lighting companies.
– Most bands have PA/sound and lighting requirements. Contact the bands and ask
them to send you a written copy of these specifications. (Don’t promise the bands that
you will give them exactly what they want as this may be outside your budget).
– Once you have these specifications send them to the PA/sound and lighting companies
and ask them to give you a quote on the cost of hiring this equipment.
– Once you have received the different quotes take them to a committee
meeting and make a decision on which company you will use. The Tip: Only get PA/
cheapest is not always the best. sound and lighting
– Phone the successful company back and book them for the show, specifications from the
confirm the date and time the company can access the building to set headline act, as the
up. Ensure you pass all relevant information on to the company about other bands will have to
the gig, including individual band stage set up requirements and sound use this equipment.
check times etc.
City of Wodonga EVENTS 17
MANUAL
WEEK 5 Flyers cannot be stuck to road signs,
light poles or traffic lights (these are
criminal offences and fines may be
Promotion of posters and flyers issued under the Litter Act).
– Hang posters/ flyers in youth-friendly stores.
– Hang posters/ flyers where they will be easily seen and accessed.
– Fax/ email a black and white copy of the design to all local high schools to be included
in their newsletter.
School contacts: Secondary/Tertiary/TAFEs
School Contact name
PH Fax Email
School Contact name
PH Fax Email
School Contact name
PH Fax Email
School Contact name
PH Fax Email
School Contact name
PH Fax Email
Step 1: Designate an area of your community to each member of the committee. Each
will be responsible for handing out or putting up flyers in their designated area.
Step 2: Hand flyers out and put flyers up in your designated area. This needs to be done
in a responsible manner.
Step 3: Designate a member of the committee to fax/email flyers to the local high
schools.
Step 4: Report your progress to the committee at the next meeting.
Note: Remember to take down posters after event.
18 EVENTS City of Wodonga
MANUAL
Week 5
Allocate tickets to shops
– In a committee meeting, brainstorm the shops you would like to target. Delegate the
job of contacting them to one of the committee members.
– The best way to sell pre-sale tickets is through youth-friendly stores (i.e., music and
clothing stores). The aim is to access as many young people as possible.
– It is usual for the store to take a percentage of all ticket sales (i.e, 50c per ticket sold).
This is called a booking fee.
Step 1: Allocate the number of tickets each store will get. TIP 1: During the negotiations with the
store remember to discuss the process
Step 2: Divide the tickets into the desired amounts. The tickets given to each
for picking up the unsold tickets. You
store must be in numbered sequence (e.g. if all stores are allocated
will need to pick up the unsold tickets
200 tickets then the first store will get tickets numbered 1-200, the
on the day of the event and you must
second store will get tickets numbered 201-400 and so on).
discuss with the store how they would
Step 3: Write down the store names and what range of ticket numbers they like to pay you for the sold tickets. If
have been allocated. Put this in the event file. you are able to invoice the store, this
Step 4: Go to the ticketing outlets. Take tickets, posters and flyers with you will assist them and mean that you
(take a range of different size posters as the different outlets prefer will not have to collect the money on
different sizes). the day you pick up the unsold tickets.
Step 5: When you enter a store, go to the shop counter and ask to speak If you are unable to invoice the store
with the manager. then you will have to negotiate picking
up the money on the event day.
Step 6: Tell the person who you are, where you are from and that you
have come to drop off the posters/flyers and tickets for the next event.
Step 7: Answer any questions that the person may have. TIP 2: If collecting large sums of
Step 8: Thank the person and go to the next store. money, it may be advisable to go
in pairs. Please make sure you
Media release plan for the security of cash.
– Media releases are written by the events publicity officer and are sent out to
all relevant media contacts (e.g. newspapers, news-stations, radio-stations).
– Media releases are an excellent way of conveying information to the public.
– Your media release should state concisely the what, where, when and why of your event.
– Keep a maximum word limit of 200 words.
– Include relevant quotes
– Always type the release and send a copy of the original.
– Put one person down from the committee to be the organisation’s spokesperson/ media contact.
– Provide a mobile phone contact number if possible.
Media contacts
1. Organisation Contact Name
PH FAX Mobile
Email
2. Organisation Contact Name
PH FAX Mobile
Email
3. Organisation Contact Name
PH FAX Mobile
Email
4. Organisation Contact Name
PH FAX Mobile
Email
Step 1: Draft a media release after the date, venue and performers have been confirmed.
Step 2: Get the media release approved by the events committee, or other relevant person.
Step 3: After the media release has been approved, send out to all relevant media contacts.
City of Wodonga EVENTS 19
MANUAL
WEEK 4
Book police
– Inform police at least 1 month prior to the event taking place.
Police contact
Station Contact Name & Postition
PH FAX Mobile
Email
Step 1: Using the above contact details, ring the station requesting their services on the date of the event. Include
the following information to evaluate risk factors:
– Anticipated number of attendees.
– The venue size and layout/ design.
– Historical accounts of any drug and alcohol related behaviours.
– Historical accounts of any anti-social/illegal behaviour (i.e., violence, confiscation of weapons or
illicit substances).
Step 2: With the contact person, evaluate how many officers will be required to attend the event and what type of
police presence will be required (i.e., foot patrol, divvy van patrol). Also ascertain how often during the event
police will visit the venue.
Step 3: Draft a letter/fax including the above information and send to the organisation. Also include the following
information:
– Time and location of the event.
– Name and contact details of the event organiser.
Step 4: Call the police station at a date closer to the event to confirm that they will be providing police presence.
Book security
– Make sure you give security at least one month’s notice.
– All security staff must be fully qualified and hired from a registered security provider.
– Both male and female security staff should be hired to make all young people feel comfortable.
– Security should have experience in working with young people, and be trained specifically in dealing sensitively
with issues facing young people including alcohol and other drugs.
20 EVENTS City of Wodonga
MANUAL
Week 4
Security Contact
Company
PH
Email
FAX
Contact Name
Licence number
Step 1: Using the above contact details, ring the security company requesting their services
on the date of the event and request a quote of cost for services at event. Include
the following information to evaluate risk factors:
– Anticipated number of attendees.
Mobile
– The venue size and layout/ design.
– Historical accounts of any drug and alcohol related behaviours.
– Historical accounts of any anti-social/illegal behaviour (i.e., violence,
confiscation of weapons or illicit substances).
Step 2: With the contact person, evaluate how many security officers will be required to
attend the event. Eg. 2 officers for the first 100 patrons and 1 officer per100
patrons after that.
Step 3: Draft a letter/fax including the above information and send to the organisation.
Also include the following information:
– Time and location of the event.
– Name and contact details of the event organiser.
Step 4: Call the security provider at a date closer to the event to confirm that they will be
providing their services as requested.
Book Alcohol and Other Drug Workers
– Make sure you give workers at least one month’s notice.
– All Alcohol and other Drug staff must be fully qualified, and have youth work and
drug and alcohol counselling experience.
– Alcohol and other Drug Staff may operate on a fee-for-service basis, so remember to
factor this into your budget.
Alcohol and other Drug staff Contact/s
Company Contact Name
PH FAX Mobile
Email
Company Contact Name
PH FAX Mobile
Email
Step 1: Using the above contact details, ring the organisation requesting their services on
the date of the event. Include the following information to evaluate risk factors:
– Anticipated number of attendees.
– The venue size and layout/ design.
– Historical accounts of any drug and alcohol related issues.
Step 2: With the contact person, evaluate how many alcohol and other drug workers will
be required to attend the event.
Step 3: Draft a letter/fax including the above information and send to the organisation.
Also include the following information:
– Time and location of the event.
– Name and contact details of the event organiser.
Step 4: Call the agency at a date closer to the event to confirm that they will be providing
their services as requested.
City of Wodonga EVENTS 21
MANUAL
Week 4 Book First Aid
– All first aid officers must be fully qualified.
– Give the organisation at least 1 month’s notice for smaller events, and 6 months for
larger events (+10 000 people).
– Make sure the venue design allows for adequate space for first aid post/s.
– Generally you will not be charged by the first aid organisation for contracting their
services, however, there will be an expectation that a donation will be made. Discuss
this figure with the organisation and remember to factor this into your budget!
First Aid contacts
Company Contact Name
PH FAX Mobile
Email
Step 1: Using the above contact details, ring the above organisation requesting their
services on the date of the event. Include the following information to evaluate
risk factors:
– Anticipate number of attendees and type of behaviour.
– The venue size and layout/ design.
– The number of first aid posts required.
– Historical accounts of any drug and alcohol related behaviours.
Step 2: With the First Aid contact, evaluate how many first aid providers will be required
to attend the event.
Step 3: Draft a letter/fax including the above information and send to the organisation.
Also include the following information:
– Time and location of the event.
– Name and contact details of the event organiser.
Step 4: Call the organisation at a date closer to the event to confirm that they will be
providing First Aid services.
Midway Checklist
Item Done? Item Done?
Budget has been calculated The poster has been designed
Budget is up to date The posters and flyers have been printed
You have a “bottom line” figure Tickets have been ordered
The band line-up has been chosen A media release has been sent out
Bands have been booked Relevant insurance has been obtained
Contracts have been sent out to bands Posters and flyers have been distributed
Contracts have been signed and returned Tickets have been allocated to shops
The venue has been booked Police have been booked
A venue site inspection has been completed Security has been booked
A site map has been compiled/obtained AOD workers have been booked
The site map has been distributed First aid have been booked
to all committee members, First Aid, Purchase or hire two-way radio’s
Security, Police, Alcohol & Other Drug
Workers, Youth Workers
The venue checklist has been filled out Adequate funding has been sourced
22 EVENTS City of Wodonga
MANUAL
WEEK 3
APRA
APRA stands for the Australian Performing Rights Association. Before your event can proceed, you must contact APRA
and a license agreement must be obtained. This will cost you money, and must be factored into the budget
APRA contacts: Website: http://www.apra.com.au/
State PH Address
VIC (03) 9426 5200 3-5 Sanders Place, Richmond VIC 3121
NSW (02) 9965 7900 6-12 Atchinson Street, St Leonards NSW 3665
QLD (07) 3257 1007 PO Box 21, Spring Hill QLD 4004
SA (08) 8239 2222 Suite 54/55 Melbourne Street, North Adelaide SA 5006
NT (08) 8239 2222 168 Barry Parade, Fortitude Valley QLD 4006
WA (08) 9382 8299 Suite 1, 12-20 Railway Road, Subiaco WA 6008
Step 1: Contact APRA.
Step 2: Tell them who you are and where you are from.
Step 3: Ask to speak to a staff member about completing a licensing agreement for an upcoming music event.
Step 4: Inform the worker of the upcoming event. You must provide details about the venue, performing artists, the
date and a rough guess of the number of people that are expected to attend.
Step 5: Answer any questions about the event that the worker may have.
Step 6: The worker will give an estimate of the cost of the licence.
Step 7: Provide them with your fax number. APRA will then fax a licence agreement to you.
Completing the licence agreement
Step 1: Once the licence agreement arrives it must be completed.
Step 2: Fill out a fax cover sheet and fax both the cover sheet and the completed form back to APRA.
Step 3: Upon receipt of your signed agreement APRA will then forward an invoice for the amount payable. Payment
is required within 14 days of the invoice date.
Note: If you are playing professional recorded music at your event, you may also need a licence from
the Phonographic Performance Company of Australia (PPCA). Contact details are available at
www.ppca.com.au.
City of Wodonga EVENTS 23
MANUAL
Week 3
Book food and beverages
– You can either purchase food and beverages yourself and have volunteers serve them at the
event, or contact local volunteer community services like Rotary, ask them to supply the food
and volunteer their time to run the canteen. In return, they keep the profits.
– You must ensure that wherever food and beverages are served, health and safety regulations are
strictly followed. Keep in mind that different foods can be classified as high or low risk, and are
affected by legal requirements differently.
Legal requirements
Legal requirements are complex, and vary according to what type of food providers you source to
work at the events. Legal requirements will vary according to whether the business will be selling high
risk or low risk foods, selling their products for profit/personal gain or not for profit etc.
Some legal requirements may include (for example)
– The business having a food safety plan.
– The business having someone qualified as a Food Safety Supervisor.
– The business being registered with the local council.
Contact the relevant organisation in your state to find out more about your legal obligations or
contact your local Council.
Organisation PH Address Website
Food Safety 1300 364 352 Level 16, 120 Spencer St. http://www.foodsafety.vic.gov.au/
Victoria Melbourne, Vic, 3000
NSW Health (02) 9816 0268 PO Box 789 Gladesville, http://www.health.nsw.gov.au/
Department NSW, 1675
(Food Branch)
Queensland (07) 3234 0111 PO Box 48 Brisbane, http://www.health.qld.gov.au/
Health Queensland, 4001
SA Department (08) 8226 712 PO Box 6, Rundle Mall, http://www.dh.sa.gov.au/pehs/
of Health Adelaide, SA, 5000
(Food Section)
TAS Department 1800 671 738 State Food Officer, http://www.dhhs.tas.gov.au/
of Health & PO Box 125B,
Human Services Hobart, Tasmania, 7000
WA Department (08) 9388 4999 Food Department, http://www.health.wa.gov.au/
of Health PO Box 8172,
Sterling St. Perth, 6849
NT Territory (08) 8999 2965 PO Box 40596, http://www.nt.gov.au/health/
Health Services Casuarina, NT, 0811
ACT Department,(02) 6205 1700 Food Department, http://www.health.act.gov.au/
Housing & Locked Bag 5, Weston Creek,
Community Care Weston Creek, ACT, 2611
24 EVENTS City of Wodonga
MANUAL
Band and staff passes
– Easily identifiable passes for band and staff members are essential for security reasons.
They regulate who is allowed and not allowed inside the venue, and allow for pass-
outs throughout the event.
– Band passes need to be made up for all band members and their crew.
– Staff passes need to be made up for all members of the committee, volunteers, and
staff (security etc).
– Include the staff or band name on the pass.
– Have separate headings and colours for passes- STAFF PASS, BAND PASS. This will
not only help security at the door identify who is allowed into the venue, but will
assist patrons when wishing to speak to a specific person (i.e., alcohol and other drug
worker).
– Photo Passes are also useful if you are doing a lot of events but only produce these
passes for event staff. It is too difficult to arrange for bands.
– Include staff mobile numbers to back of passes in case contact is required on the day
of the events.
Name Responsibility Mobile
Tips For Making Passes
Step 1: Locate resources to make the passes. These will include a photocopy machine,
laminating machine, hole punch, and plastic laminating pouches, paper, string,
computer and printer.
Step 2: Design the layout of the passes. You can use the design from your flyer as it
should already have all relevant information and will save you time. Type BAND
PASS or STAFF PASS over the top of the flyer layout.
Step 3: Print out four A5 size copies of the layout and stick them onto an A4 size piece
of paper.
Step 4: On the photocopier, reduce the size of the paper copies, so the now smaller
layouts will fit the size of the small plastic laminating pouches.
Step 5: Photocopy one colour for Staff Passes and another colour for Band Passes. To
produce the right number of passes, count the staff members
and band members.
Step 6: Use the small plastic pouches to laminate all of the passes with
the laminating machine.
Step 7: Use a hole punch to punch a hole in the passes. The hole
should be placed towards the top of the card in the middle.
Step 8: Cut pieces of string into lengths of about 50cm and tie them
to the passes.
City of Wodonga EVENTS 25
MANUAL
WEEK 2
Running sheet
A running sheet is important to ensure staff know when bands will be playing and when changeover times will be. A
running sheet will help the event run smoothly.
Step 1: Write down a list of the bands/DJs who will be playing on the night. Place them in the order that they will
appear in on the night.
Step 2: Allocate an amount of playing time to each band/DJ. This should be negotiated with the bands themselves.
Step 3: Allocate an amount of change over time between each band/DJ (usually 15 minutes).
Example running sheet:
Time Band Changeover
7.00-7.45pm The Rafters 7.45-8.00pm
8.00-8.45pm The Spangles 8.45-9.00pm
9.00-9.45pm The Woodies 9.45-10.00pm
10.00-10.45pm The Cannies 10.45-11.00pm
11.00-11.45 The Sappers Finish music and clear stage- 11.45-12.00am
26 EVENTS City of Wodonga
MANUAL
Rosters
Rosters for event staff create responsibility and accountability. They are also essential for
the event running smoothly. Always overstaff rather then under staff, and have on-call
volunteers in case of emergencies.
Step 1: In a committee meeting, discuss what shifts people would like to work at
the event.
Step 2: Find out if there is anyone in the committee who is unable to attend the event.
Work out how many people will be attending the event.
Step 3: Calculate how many shifts each member will need to work at the event (some
people may need to work more shifts than other people).
Step 5: Fill in the roster. Try to be fair with everyone.
Step 6: Depending on staff numbers, try to ensure that people are rostered on a rotating
system where they work for half an hour and are rostered off for half an hour.
Step 7: Ensure everyone is aware of what shifts they are required to do.
Note: Remember to take into account band playing times when doing the roster as
some members may want to see certain bands!
Example roster template
Roster for ____________________ event.
Time Pre-sold At-door Cloak Backstage
7.00-7.30
7.30-8.00
8.00-8.30
8.30-9.00
9.00-9.30
9.30-10.00
10.00-10.30 Closed
10.30-11.00
11.00-11.30 Closed
11.30-12.00
City of Wodonga EVENTS 27
MANUAL
WEEK 1
Cash Floats
– Cash floats are necessary wherever patrons are required to pay for entry, products, food, or services (ie. cloak).
– Cash floats provide patrons with the ability to receive the correct change and speed up the entry process.
– Floats are made up from a number of money denominations.
– Examining the price of the item will determine the calculation of floats. Note: The door price will determine what
kind of notes and coins you will require. Eg $12 at the door, means you will need to stock up on $1 & $2 coins
and $5 notes.
– You will need to go to the bank the day before the event to get adequate change for the areas in which you will
be handling money and will be required to give change.
Cash Floats
Step 1: Purchase secure cash boxes that can be locked.
Step 2: Calculate the different money denominations that you will need for each specific area. (Cloak will be different
than Front Door).
Step 3: For each section write down the amount of specific coins/notes needed and their cash value. For example:
0.50c x 100 = $50
$1.00 x 25 = $25
Step 4: Organise the amount calculated for floats to be taken out of the necessary bank account before the event.
Step 5: The day before the event, go into your bank and cash the money you need into the specific amounts
calculated.
Step 6: Put the float monies into the separate cash boxes and include a sheet of paper with the breakdown of the
float monies.
Step 7: Lock all cash boxes and store them in a secure place until the event.
Step 8: Assign responsibility to looking after the cash boxes to a member of the committee.
Media Release 2
– To keep up interest in your event, send out another media release to your contacts.
– You can send out the same media release as you did in week 5, just add that there are still tickets left!
– Don’t forget to invite the media to come along to your event- this way you will ensure a write up in the paper or
some footage will be shown on the television after the event!
28 EVENTS City of Wodonga
MANUAL
Day Before Event
Collect and Pack Resources
– On the day before, the committee members need to get out the materials needed to run the event. These will
include: staff/band passes, posters/banners, tills, cash boxes, sticky tape, blue tac, plastic bags, rosters, running
sheets, food/drinks, drink containers etc.
– Make a list of everything you will need to bring and tick off as you store the resources (all resources should have
been purchased/obtained during the week).
– To ensure you don’t forget anything, double check, and get the committee to help, so nothing is forgotten.
– If a car is available, load these materials into it. If not, store them in a secure, easily accessible place so they can
be picked up immediately before the event.
Collect Cash Floats
– Store cash floats in a locked, secure place where you can access them easily immediately before the event.
Pick Up Venue Keys
– It is best to pick up the venue keys on the day before the event. This will give you one less thing to worry about
on the event day, and will give you the opportunity to decorate or check the venue before the event.
Site Check
– An events committee meeting could be organised at the venue to complete a site check or alternatively a time
could be set up to meet on the day of the event for the site check.
– Make committee aware of the venue site map.
– The committee must decide where to set-up the various stations that will be needed on the night. This will include
first aid posts, where security and alcohol and other drug workers will be stationed, where the cloakroom will be
located, the canteen will be located, etc.
– The committee must decide what areas will be blocked off on the night (this will depend on the size of the venue)
and where the smoking/chill out area will be. These areas should have been already marked off on the site map.
– Committee members should either volunteer to complete the set-up of the various stations, or the event manager
should assign these tasks to them.
– The committee should arrange a pre-door opening meeting for them and other staff members, including a time
and place.
City of Wodonga EVENTS 29
MANUAL
Confirmatory Phone Calls
– Members of the committee should do a quick ring around of event staff and other
committee members to remind them of what time they are required to be at the event
and where to meet up before the event.
– Remind staff of what time they are rostered to start and finish, and give them the
opportunity to ask any questions.
– Make sure they have the event coordinator’s or other relevant person’s mobile contact
number, so they can contact them on the day, or in case of emergencies.
– Ring around contractors that will be supplying their services at the event to confirm
the times they will be arriving and where they will be arriving (i.e., dropping off
equipment). Ensure they have the relevant coordinator’s mobile phone number so they
can be contacted at the event, or in case of emergencies.
Pick Up Unsold Tickets
– Ring the ticket outlets, ask how many tickets have been sold and arrange a time to
pick up any unsold tickets on event day.
TIP: If the event is a sell-out, you will have to
change a few things on the night of the event.
For example, you will not need a door float or
staff located at the ticket table, as there will be
no tickets to sell. This really frees up staff time at
the event, however, let security know there are no
tickets left to sell, so they can tell people at the
door.
30 EVENTS City of Wodonga
MANUAL
EVENT DAY TIP 1: Setting up the day before the
Set up the venue event will save you time on the event
– Follow the job descriptions developed in week 8. day. It will reduce stress levels, and
– Set up the areas for smoking/chill out, cloakroom, front door, canteen, give you more time to deal with other
backstage, stage area. situations if they arise.
TIP 2: If it is not possible to set up the
Open Venue and Loading Bays day before, make a time to arrive at
– Arrive at designated time. the venue early on the day to set up.
– Open all entrances/exits and rooms inside the venue.
– Unlock loading bays to allow bands and sound and lighting staff to unload their gear.
Decor at the Event
– Decorating the venue can give your event an edge. You can put up banners, posters, flyers, streamers, etc.
– Because your event is alcohol and other drugs free, you should promote that message to the young people at your event.
Set up a table or put up a pin board with posters and flyers that promote this message, or contact local health services to
obtain free information brochures and flyers that give young people information about alcohol and other drugs, and where
to get advice or treatment. Speak to the alcohol and other drug staff that will be working at the event. They should be
able to supply you with relevant material to achieve this.
– Put up promotional materials about the bands that are playing at the event. Posters etc should be placed in visible positions
where lots of people are likely to see them (e.g. on doorways, close to the entry and cloak areas).
– Use tape or blue-tac to secure the posters and other promotional material to venue walls or windows. Be careful not to
damage any of the venue’s paint work (test an area first).
– Ensure signage is displayed, clearly stating condition of entry, “Alcohol and other drug Free”, “No Smoking”, “No passouts”
etc.
Pick Up Unsold Tickets
– Arrive at the designated time which has been organised with the ticket outlets.
– The number of pre-sold tickets can give you a clear indication of how successful the night will be.
Step 1: Introduce yourself to the sales person and inform them that you have come to pick up the unsold
tickets, (you may need photo ID or name tag).
Step 2: Pick-up the unsold tickets, agree with the sales person how many tickets have been sold and record
the number of sold tickets on a piece of paper, have the sales person sign and you sign the paper.
Thank the person for their time and for selling the tickets for the event.
Step 3: Once all of the unsold tickets have been collected return to the event venue.
Step 4: Add all of the pre-sold ticket numbers together to evaluate the total number of pre-sold tickets.
Record this number at the door. This will assist you to know how many tickets can be allocated to
the door so that you do not oversell your venue capacity.
City of Wodonga EVENTS 31
MANUAL
First Aid, Security, Police, Alcohol and Other Drug Workers,
Youth Workers
– Before staff arrive, ensure they have a site map of the venue, or ideally have attended
prior event committee meetings.
– It is ideal that if they have attended event meetings, they have had the opportunity to
become familiar with the other event key players (alcohol and other drug workers, first
aid, security officers, police, youth workers etc).
– It is also assumed that staff have been sent copies of event policies and procedures,
including conditions of entry, dealing with violent patrons, alcohol and other drug
flowcharts etc.
Step 1: When the staff member arrives, introduce yourself and thank them for coming. If
they didn’t attend the pre-event meeting earlier, try to introduce them to as many
committee members and staff as possible if they haven’t met them before.
Step 2: Give the staff member a tour of the venue and show them the key areas such as
their post area/s, entry area, smoking area, cloakroom and backstage.
Step 3: Answer any questions that they may have about the venue or the event.
Step 4: Show them where you would like them to set-up their gear.
Step 5: Ask if they need any help in bringing in their gear. If so, give them a hand.
Step 6: Give them a two-way radio to make contact with other staff throughout the
night, and ensure they have the event coordinator’s mobile phone number or
other relevant person’s number to make emergency contact with during the event.
Committee and Staff Meeting
– Pre-event briefing is essential to the running of a successful event and should be
located at the venue a minimum of 30 minutes before the event begins. Remember,
while planning the event, indicate to all staff attending on the night that they are
required to be at this briefing on the day of the event.
– It is important to have a written agenda for this briefing in order make sure everything
is covered. You can always add to it on the day of the event.
– The objective of the meeting is to bring everyone together to give everyone an
opportunity to inform the others of their name and what organisation they work for,
what their role will be at the event, and a brief background of their working history.
(Event Staff Eg. Police, Security, First Add, Drug & Alcohol Counsellors, & Volunteers)
– Take the opportunity to go over team and individual job descriptions, ensure everyone
is there, deal with any problems that may have arisen, and answer any questions that
anyone may have.
– Go over relevant policies and procedures to ensure everyone is on the ‘same page’.
– Hand out staff passes to everyone.
– Complete a roster check to ensure everyone is in attendance and all shifts are full.
TIP: It is often good to do this briefing over some pizza and
a cold can of soft drink, this helps to keep everyone quiet
and happy while you are talking.
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Stations-Cloakroom, Door, Pre-sale
– Attach a copy of the relevant job descriptions and roster to each workstation with
sticky tape in a visible area so all staff can easily see the instructions.
– Staff should have familiarised themselves with these job descriptions by now, and had
the opportunity in committee meetings to ask any questions about the descriptions.
Supervision
– Throughout the duration of events all committee members must take on a supervisory
role.
– This does not mean you have to watch everything going on around you at all times
however, you should have some awareness of what is happening around you.
– NOTE: Committee members are not security. It is not appropriate for committee
members to use physical force to resolve any incident.
– Be aware of your surroundings, all event policies and procedures flowcharts (see back
of this manual) and conditions of entry.
– Always follow event policies and procedures! It is assumed that all committee and staff
members would have copies of all relevant material well before the event.
Backstage Area
– Go back over the backstage area, which should have been set up during the day if not
the day before.
– Ensure the area is clean and remove any objects that may obstruct band or sound and
lighting set up.
– Place food and drink items the band requested for their rider in an esky.
– Put esky in the backstage area allocated to bands. Ensure that all items have been
included (re-check contracts if necessary).
– Go over the backstage area job description sheet again that was developed in week
eight to ensure every step is followed.
– Committee members are not to enter the backstage area unless they have an
appropriate reason and pass.
Step 1: The Committee needs to select someone to act as backstage manager prior to the
beginning of the event.
Step 2: As bands arrive at the venue the backstage manager must be on hand to
introduce him/herself and to assist the bands.
Step 3: Ask the band/DJ if they need any help in bringing in their equipment. If so, help
them bring in their gear and make sure it doesn’t get mixed up with other bands’
gear.
Step 4: Give all band members and their crew/roadies/technicians their band passes, and
explain to them that they must be worn at all times.
Step 5: Provide each band with a copy of the running sheet and ensure that all bands are
clear about what time they are required to be on stage.
Step 6: During the night the backstage manager is responsible for facilitating band
change over. As one band’s performance comes to an end the next band must be
notified. The next band on stage needs to be told before the band playing finishes
their performance (not after the band has finished).
Step 7: The backstage manager needs to be aware of what is happening in the backstage
area (i.e. is there anyone who shouldn’t be in there, is the equipment safe, is the
next band prepared to go on stage, has alcohol been brought into the area).
Step 8: The backstage manager should answer any questions from band members or
sound crews as they arise.
City of Wodonga EVENTS 33
MANUAL
Cleaning Up
– Once everyone has left the venue, begin cleaning it up. Committee members should
form into small groups and focus on different sections of the venue (stage, cloak,
smoking/chill out area, back stage and door).
– Each group must remove all visible rubbish from their area.
– Each group must remove anything that belongs to the committee. This may include
excess food and drinks, eskys, posters, banners and the orange mesh used in the
smoking/chill out area. These items need to be neatly placed back into their respective
boxes.
– A final check of the venue must be made. If the venue is neat and tidy and all doors
and windows have been locked, committee members may go home. Anyone who needs
to leave before this time must tell the event manager before they leave the venue.
– Store cash tins in a secure location.
TIP: Prior to event day arrange
security company to pick up cash
at the event and return back when
appropriate.
34 EVENTS City of Wodonga
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POST EVENT
Pack away all items belonging to the committee
– The morning after the event, pack away all resources belonging to the events committee.
– Ensure all items are clean and in good working order for the next event!!
Return Borrowed/ Hired Items
– Return any borrowed or hired items promptly. This will ensure that companies will be happy to do business with
you in the future.
– Return any borrowed or hired items in the same condition as you borrowed them (clean and in working order).
If this is not possible (i.e. item is broken) see the store manager promptly to discuss the issue. You may have to
replace the item, or lose any bond money you have put down.
– Ensure items are returned within one working week of the event.
Money
– There are two groups of money that need to be counted - money from the sale of tickets at the door and money
from the cloakroom. Before you begin counting the money you need to find out the value of the cash floats.
– It is important that you record the figure of money taken at the door, as you may have a door-deal with a band
that entitles them to take a percentage of your ticket sales.
– It is a good idea for more than one person to count money. This gives the individual “protection” in case the
amount is less than expected.
Step 1: Collect the cash boxes that were used to hold money from the cloakroom and the door. These cash boxes
should have been placed in a secure area after the event was over.
Step 2: Work out the cash totals for cash boxes and write both figures down.
Step 3: Add the total figure for cloak to the total figure for the door. Store this combined total of money in the same
cash box for security.
Step 4: Subtract the total float from the cash total. Here you will work out what income you have made so far (this
could alter if you have made a deal with a band that they would take a percentage of ticket sales).
Step 5: Take both the total float money and total cash money and put into the events bank account.
Step 6: Add your income to the income column of your budget. Because the float was taken from the budget
originally, it will be absorbed back into it.
City of Wodonga EVENTS 35
MANUAL
Invoice ticket outlets
Step 1: Find out how many tickets were sold by each ticketing outlet. Someone should
have recorded this when unsold tickets were picked up on the day of the event.
Step 2: Calculate the total amount each ticketing agency owes (the number of tickets sold
times the pre-sale price).
Step 3: If necessary, deduct the ticketing outlet’s booking fee. Check with the event
coordinator before doing this.
Step 4: Type up an invoice for each ticketing outlet.
Step 5: Send each ticketing outlet an invoice.
Venue
– Ensure the venue is left how you found it. Make sure it is clean and undamaged. This
will include everything from sweeping it out, cleaning toilets, emptying out rubbish
bins, tidying the smoking/chill out area and cleaning the general surrounding areas.
– Prior to the event arrange with the venue owner for next day access after the event to
complete cleaning, so you can be thorough.
– If the venue is clean and undamaged, you will need to contact the venue owner to
collect the bond money you have already put down, or subtract it from the total
monies owing.
Budget
– After working out and banking any income from ticket sales and sponsorship, revisit
your budget.
– It is especially important to balance your budget, as you will now have to finalise and
pay all invoices and accounts.
Accounts and Invoicing
– In cases of agreed sponsorship, you may have to send an invoice to your sponsor
requesting prompt payment of agreed monies.
– In cases of you hiring or purchasing products/ services, they will send you an invoice
for you to pay. Most businesses will give you either seven or 14 working days to pay
the account.
– To maintain credibility with businesses, pay all accounts promptly.
Contact Event Committee & Staff
– Try to organise a meeting with all people involved in organising and working at the
event.
– It is important to thank all individuals concerned.
– Give each individual the opportunity to debrief about the event. This is sometimes best
achieved in a meeting. See the sample debrief form on the next page, which should be
run through with key players from the committee and staff to improve your event for
next time.
– It is important to document the debrief session as memories fade and people move on.
Appreciation Letters/ Certificates
– Write out thank you letters and appreciation certificates to all sponsors and businesses
you have dealt with. Also do the same for individuals who have helped in putting the
event on including committee and staff.
– People will be more likely to help out in the future if they feel appreciated!
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Media Wrap Up
* Send out a media release to local newspapers about what a success your event was.
* Include any great photos you have taken of the event.
* Thank your sponsors.
* You may have to pay for the advertising, but this could benefit future events in terms of promotion.
Post Event debrief form
What worked?
What didn’t work?
Were there any incidents?
If so, who was involved and how was the incident handled?
Do we feel the incident was handled professionally?
Why or why not?
How could we have improved the response to the incident?
Was a profit made? If not, why not?
(e.g., over-spent on printing).
Were any unexpected or hidden costs encountered?
If so, what costs and why?
If so, how could we reduce this risk in the future?
Do the committee and staff feel they worked well together?
Why or why not? How could we improve a working
relationship in the future?
Was the crowd as big as anticipated? If not, why not?
(e.g., another big event on same day, weather, school night).
Alcohol and other drug workers feedback
Security feedback
Police feedback
First Aid feedback
Venue owner feedback
Committee feedback
Event manager/ coordinator feedback
Any feedback from patrons at the event?
Ideas/ concepts for next event
City of Wodonga EVENTS 37
MANUAL
Sample Job
Descriptions
Sample JOB DESCRIPTIONS
Backstage area
Objective:
1.1) Helpers required: At least 1 person to set up backstage and then manage the area on the night.
1.2) Before the event
– Meet with event coordinator 2 weeks before the event to finalise the running sheet and band order of
performance.
– Check the band contracts to see what their rider requires and create a shopping list/order catering.
– Purchase products on the shopping list, ensuring this is written into the budget.
– Make contact with the sound crew in regard to how they would like the stage set up.
– Enquire if sound crew need help setting up.
– Design, print and laminate the following signs and put into the backstage box:
• Band running sheet and playing times
• Names of bands to be placed in their respective rooms or areas.
• Backstage rules (no alcohol or other drugs, do not remove passes, no patrons allowed backstage etc).
• Toilets.
• Emergency site map.
1.3) Day of the event
– Ensure that the loading area is unlocked and has a clear thoroughfare for bands/dj’s and sound and lighting to
load their gear into the venue.
– Give sound crew a copy of the event’s running sheet.
– Divide the backstage up for the bands with an area for each to place their equipment. Stick signs of the band
names in their respective areas (signs are in the backstage box).
– Remove any objects from the area that are not needed. Ask venue staff where these items can be stored whilst the
event is on.
– Make sure that all items required by bands are backstage.
– Place drinks in an esky with ice and other food in an area that is visible to bands. All food should be sealed or
covered prior to the event.
– Pick up any catering or other food orders that have been ordered for band riders.
– Make sure that bands get the correct riders.
– Introduce yourself to bands/dj’s and show them around the venue. Point out where they can relax and place their
equipment.
– Make sure that each band keeps their equipment separate.
– Instruct band members and their crew that under no circumstances can they have alcohol or other drugs or
patrons backstage.
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1.4) Backstage checklist
Esky’s x number of bands playing on the night.
Ice x number of eskies used.
Food and drink for bands (rider requests).
Adequate chairs and tables.
1.5) Backstage box
– 1 x roll of gaffa tape – Passes for sound and lighting crew
– 1 x stick of blue tac – 5 x felt tip pens
– 1 x pad of A4 paper – Signage
– Passes for bands and their crew – Two-way radio
1.6 Sample of backstage rules
– Bands and their crew must wear the correct passes at all times. The backstage
supervisor will issue passes.
– Sound and lighting crew must wear the correct passes at all times. The backstage
supervisor will issue passes.
– At no times may any alcohol or other drugs be allowed backstage. If you are
suspected of having alcohol or other drugs, you will be asked to leave the premises.
– At no times may any patron be allowed in the backstage area, unless they are
supervised by security at all times.
– Any person suspected of encouraging patrons to come backstage will be asked to leave
the premises.
– At no times may any person smoke in the backstage area. There will be designated
areas outside the venue for smoking.
Cloak Room
2.1) Objective: To provide a safe and secure area for patrons to leave their belongings.
2.2) Helpers required: Set up-2, number of people required on night will depend on size of event.
2.3) Before the event
– Nominate someone to be the cloak supervisor.
– Set up the cloakroom box (see below)- purchase all required materials.
– Design, print and laminate two signs with the words CLOAK ROOM and the amount
it costs for patrons to use the service (usually between 50c- $1.00 per item). Put them
into the cloakroom box.
– Design, print and laminate 4 signs with the words CLOAK ROOM, and have two signs
with arrows pointing to the right, and two signs with arrows pointing to the left. Put
them into the cloak box. These signs will be put up around the venue to direct patrons
to the area.
– Cloak supervisor to agree on a time when you will set up.
– Draw up a roster of staff that will be working in the cloak room and distribute to
them.
– Print and laminate a copy of the cloakroom roster and put it in the cloak box.
– Print a copy of the roster and put it in the front door processes book.
City of Wodonga EVENTS 39
MANUAL
2.4) At the event
– Mark out an area for the cloakroom. The area should not be accessible by anyone
other than the cloak supervisor and cloak staff, committee members and volunteers,
alcohol and other drug workers, security and the event coordinator.
– Stick the 4 cloak room direction signs up around the venue. Make sure the arrows are
pointing the right way.
– Set up 2 to 3 desks at the front of the area. Stick the two cloakroom signs to the front
of the desk with blue tac.
– Lay out felt pens and new raffle ticket books on the table. These can be found in the
cloakroom box.
– Ensure plastic bags needed to place cloak items in are located close for easy access.
– Ask the event coordinator for the cloak float 10 minutes before the doors open. Place
this near the table but not on the table as it can be stolen.
2.5) End of the event
– Cloak supervisor to organise pack up of all equipment, and hand cash box back to the
event coordinator.
– Ensure that all materials and cloakroom signs from around the venue are put back into
the cloak box neatly.
– Items left behind store in cloak box (this will make it easy to locate when people call
looking for their lost items).
2.6) Cloakroom area materials
– Cloakroom box, 2 x long tables and 6 x chairs.
2.7) Cloakroom Box
– 3 new books of raffle tickets – 1 x pad of A4 paper
– 2 x staplers with box of spare staples – 3 x pads of post-it notes
– 3 x felt tip markers – 100 x plastic bags
– 4 x ball point pens – 1 x stick of blue tack
– 1 x roll of gaffa tape – 2 x cloak room signs
– 4 x cloakroom direction sign.
Front door area
The front door area has three distinct job areas. It is one of the most important areas of the
event, and it is essential that there are clear processes and procedures.
3.1) Job areas
1. Patron access and exit from the venue
2. The processing of tickets
3. The information center of the event
3.2) Patron access and exit from the venue
3.2.1) Before the event
– During the venue site inspection, choose which door will be used as the point of
entry and exit.
– Mark this on both the general and the emergency site map.
– Send a copy of these maps to the security staff that will be working at the event.
– Set up a front door resource box.
– Design, print and laminate 4 A3 sized conditions of entry signs (see staff handbook
for conditions of entry example).
– Design, print and laminate 2 signs- PRE-SALE TICKET LINE and TICKET PURCHASE
LINE.
40 EVENTS City of Wodonga
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3.2.2) At the event
– Ensure the area immediately outside the entrance/exit point is clear.
– Set up punter barriers to ensure that patrons file to the door in an orderly fashion.
– Stick two conditions of entry signs immediately outside the entrance doors and two
signs on the front door tables inside the venue.
– Stick up the two different ticket sale signs so patrons know in advance which line to
be in before they reach the entrance.
– Station two security officers outside the entrance/exit and if possible, an alcohol and
other drug worker.
3.3) Processing of tickets
3.3.1) Helpers required: Set up (2), number of people required on night will depend on size
of event.
3.3.2) Before the event:
– Ensure the front door box is correctly stocked.
3.3.3) At the event (for both pre-sale and at- door ticket desks)
– Set up two rows of tables, one on each side of the door inside the venue. (There
should always be enough room between the tables for two lines of people and a
walkway for security, first aid or alcohol or other drugs staff).
– One table needs to be set up for pre-sale tickets and the other for at-door ticket
sales.
– Tape the pre-sale ticket and door ticket sale signs to their respective tables.
– Tape a plastic bag on the inside of both desks to put rubbish in.
– Tape a plastic bag to the inside of both tables and write on a post-it note to bundle
ticket stubs into groups of 20. Place the note in the plastic bag.
– Each stack of tickets is to be bound with a rubber band before placing in the plastic bag.
– Place rubber bands on the table next to where the ticket stubs plastic bags are.
3.3.4) Door-sale ticket table.
– Get cash box from the event coordinator box and place this on the table. This box
should not be accessible to anyone other than those working at the station or the
event coordinator.
– Have the unused tickets at hand ready to go at the table. Start with the lowest
numbers first.
3.4) Information center
– Put together an information booklet, which will give staff quick and easy access to
information about the event.
– Include in the booklet the following information:
– Site map of the venue – Emergency contact numbers
– Emergency site map – Conditions of entry
– Staff rosters – Event staff handbook
– Staff job descriptions – Band list
– Running Sheet – Backstage rules
– Risk management handbook – Guest list
– Place the booklet on the front door table.
3.5) Front door area box
– 4 x A3 Conditions of entry signs – 1 x stick of blue tac
– 1 x roll of gaffa tape – 4 x plastic bags
– 1 x packet of rubber bands – ‘At door’ sign
– 1 x pad of post-it notes – ‘Pre Sale’ sign
– 8 x felt tip pens – Ticket price sign
– 2 x A4 notepads – 1 x front desk information booklet
– 1 x hazard disposal box – 2 x two-way radios
– 1 x substance confiscation and disposal book – 1 x adult sign in register book
City of Wodonga EVENTS 41
MANUAL
Smoking area
– Having an area designated for smoking reduces the risk of people trying to smoke
inside the venue.
– It is the committee’s decision to have a smoking area, or have a no smoking policy
altogether.
– Always display health-warning signs informing patrons about the dangers of smoking.
4.1) Helpers required: Set up- 4
4.2) Before the event
– During the venue site inspection, decide on where the smoking area will be situated
and mark this on the site map.
– Ensure the smoking area is outside, and the punter barrier/fencing (i.e, wire mesh,
orange barrier mesh) can be put up around the entrance to a venue door so patrons
can smoke outside, but cannot leave the premises.
– Ensure the area is easily accessible to security, Alcohol and Other Drug workers, and
Frist Aid workers.
– If required, fence off the area to reduce the size or limit access to other parts of the
venue. Orange barrier mesh or securtiy fencing is ideal for this.
– Place ‘smoking area’ signage in visible high volume area.
– Ask venue owner for at least 8 cigarette butt trays to be made available at the event.
– Design, print and laminate 6 SMOKING AREA signs.
– Contact local health services and obtain health warning information signs about the
dangers of smoking. These should be supplied to you free if you explain what they will
be used for.
4.3) At the event
– Put up the punter barrier/fencing around the area.
– Place the cigarette butt trays around the perimeter.
– Stick the smoking area signs at the entrance of the smoking area and around the
venue.
– Stick the smoking health hazard signs near the entrance to the smoking area.
4.4) Smoking area checklist
– Punter barriers.
– 8 smoking butt trays.
4.5) Smoking area box
– Health information signage – 6 x Smoking area signs
– 1 x roll of gaffa tape – 1 x roll of nylon rope
– 1 x roll of string – 1 x roll of nylon tape
– 1 x Stanley knife – 1 x pair of scissors
– Shifter (if using security fencing)
42 EVENTS City of Wodonga
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Notes
City of Wodonga EVENTS 43
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