An online toolkit for event organisers

  • Porthcawl Splash Up
    Porthcawl Splash Up
  • Porthcawl Interceltic Festival
    Porthcawl Interceltic Festival
  • Traders at the farmers' market
    Farmer's Market
  • Porthcawl Interceltic Festival
    Porthcawl Interceltic Festival
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    Wiggle Bike Ride Wales
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    Crowd at Elvis Festival World record attempt
  • Wiggle Bike Ride Wales
    Wiggle Bike Ride Wales
  • Elf-Steddfod
    Elf-Steddfod
  • This is Your Heritage ladies in costume
    This is Your Heritage
  • Elf-Steddfod
    Elf-Steddfod

Forming a Team

It helps to get the right mix of skills and expertise on board in planning and delivering your event. Some typical roles and responsibilities within an events team include:

Project management: someone to act as the main point of contact and to have overall responsibility for the planning and running of the event, they are likely to be known as the Event Organiser.

Treasury: someone will need to take responsibility for managing the budget throughout the planning process, including the bank account, cash flow, invoices and payments to suppliers; and on the day, including cash handling and security.

Marketing: the event will need to be promoted in order to attract your target audience, and it's useful to have someone on board with some experience of this.

Safety: risk assessments will be needed and safety and security measures put in place to ensure the safety of everyone at the event, including the public. The Bridgend Events Safety Information  booklet gives further detailed information.

If you need some additional support to run your event, one option is to bring in some volunteers. To generate interest, think about how they will benefit from being involved - they are giving up their time, so make sure this is recognised in some way. It's important to set out expectations at the start and agree their working times. Make sure they are trained well enough to be able to carry out their duties safely.

If you need to recruit paid members of staff, you will have legal responsibilities as an employer. Further information about employing people is provided on www.gov.uk/browse/employing-people.

For particularly large events, you may need to set up an organisation or register a company, for example if you need to have a formal constitution in order to apply to certain funding organisations, or to contract with certain organisations.

The Bridgend Association for Voluntary Organisations (BAVO) supports and promotes voluntary organisations in Bridgend County Borough and has a wealth of knowledge and experience in advising community groups to formalise their activities, visit www.bavo.org.uk.

The UK Government website is also a good place to start: 

https://www.gov.uk/browse/business/setting-up

Download the Event Planner's Guide

Download the Events Safety Information Booklet