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
  • Wiggle Bike Ride Wales
    Wiggle Bike Ride Wales
  • Crowds at Elvis Festival World Record Attempt
    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

Things to Consider

The choice of date for your event can have a major impact on its success. Careful consideration should be given to the range of risk factors involved in selecting the best date, for example:

Nature of the event:is it an outdoor event; does it need to be staged in a particular season; does it have to be in a particular venue, town location, etc?

Weather:what are the probable weather conditions at your preferred time of year; will inclement weather affect the event; are there contingency opportunities available?

Target audience:who are you hoping to attract to the event: is this more achievable if it is staged at a particular time of the year or time of the week?

Diary clashes:what else is happening at the chosen location/venue; is the event diary overly busy? It's worth talking to the Tourism Team to check what else is planned in the area at the time. You should also check to see if your event clashes with any similar events further afield that may also attract your target audience or participants. A good place to start is the events diaries managed by Visit Wales and BridgendBites.com.

Complementary activity:are there any complementary events or activities taking place at the same time that could assist your event? Could you work together for mutual benefits?

Resources:are other major events taking place at the same time that will impact on the resources required to stage your event?

Other Factors:don't forget to check out any other influencing or relevant issues, for example,road or building works planned in the vicinity at the same time as your event.

Start organising the event well in advance so that you can carry out your risk assessments and obtain specialist advice if necessary. The statutory agencies (Police, Fire, Ambulance, Local Authority and Voluntary agencies) will also need to have time to fit your event into their programmes, especially during the summer months when many events take place.

You may also be in competition with other events for facility hire such as marquees and 'portaloos', so the sooner you book your requirements the sooner you can start planning the details.

Nothing can be guaranteed, and you should always have a contingency plan to cover uncertainties such as weather or transport disruptions.