What is this?
What is this document for?
This document is a guide to running an event. It answers some questions you have about event management and includes checklists, templates and handy hints relevant to event management.
The Fill in the Gaps Manual is a tool for how enthusiastic people can run, or be involved with, a community cultural event. Events could include Under 18 gigs, bands events, theatre projects, festivals and community gatherings.
The examples in the manual have worked before, so we know they’re going to work for you! Please note: There is nothing in here about Public Liability Insurance.
Who is this document for?
Young people who have no or little experience in running events can use the “Fill in the Gaps Guide”.
The “Fill in the Gaps Guide” supports existing project management guides, such as the “How 2, Where 2 Guide” (Australia Council for the Arts) and Sub 18 (Maroochy Shire Council).
Are there other resources out there?
There are great guides out there for producing specific events (Under 18 year olds gigs) and promoting your event.
For other resources, see our resource list.
Please get advice from a professional regarding legal issues.
How do I use this thing?
It’s ok, we don’t expect you to read the whole thing in one go! Just use a section or example when it works for you to do that.
Where a page has got this border and says OUR EXAMPLE - , the following example or document is something that was used by the Visible Ink Festival 2004. The VI: Festival 2004
Who are we?
Karletta, Tammy and Lauretta produced this manual. A lot of fantastic people in the Commu-nity Cultural Development & Arts Industries also helped us with ideas and feedback.
Lauretta is employed by Brisbane City Council as a Cultural Development Officer with Visible Ink (Valley).
Karletta was one of 5 coordinators for the Visible Ink Festival 2004. They entered the Young Artist Mentor Program from February 2004 – December 2004. Karletta was the Mentoree, with Lauretta as the Mentor.
This document came from an idea that Karletta had while working on the Visible Ink Festival 2004. The realisation of the idea came from the Young Artist Mentor Program.
We met Tammy through her Industry Placement at Visible Ink, and invited her to be a Project Worker on this manual. She is awesome.
The majority of content in this Guide was produced by the Visible Ink Festival 2004 Project Team.
Visible Ink Festival Project Workers
Deanna Borland-Sentinella Production & Logistics and QPASTT Project
Kate Walton Girl Friday
Leigh Smith Sponsorship & Promotion
Bradley Nunn Visible Ink website
Natasha Watson Documentation & Evaluation Karletta Abianac Community Partnerships
Also
Tammy Newham, Lauretta Rogers
Other sources ie: Books
“Group Processes – A developmental perspective” Susan A. Wheelan, “Visible Ink Festival 2004 Report” Lauretta Rogers, St Lukes Innovative Resources in Bendigo, “Generating the News”, Office of Youth Affairs, Department of Employment and Training 2002, “Reconnect Action Research Kit”, Family and Community Services, October 2000, Dick, 1997
Focus Group attendees
Gareth Lewis (BCC), Shana, (Michael) Judd, (Daniel) Tristan, Paul (Catalyst), Gerard Dowling (BCC), Visible Ink Zillmere staff
Organisations
/
Groups
Straight Out Of Brisbane festival Visible Ink (Brisbane City Council) Visible Ink Live (events)
Young Artists Mentor Program (Youth Arts QLD), Arts Queensland,
Catalyst & Rapid crew,
WHAT IS THIS?
It’s ok, we don’t expect you to read the whole thing in one go! 2WHO ARE WE ?
3CONTRIBUTORS
4INDEX
5ASKING (CONSULTATION)
7
TOPICS COVERED 7 WHAT IS ASKING? 7 GETTING AN IDEA 8GETTING OTHER PEOPLE INVOLVED 9
CONFLICT RESOLUTION HINTS 10
HOW TO RUN A GROUP / MEETING & RECORD INFO 11
FOCUS GROUP FORMAT 12
QUESTIONS YOU CAN ASK A FOCUS GROUP 14
APPLICATION FORM - PROJECT WORKER 15
PROJECT WORKER ROLES AND TASKS 17
HINTS FOR WORKING WITH GROU 18
WHY RECORD MEETING NOTES? 19
MEETING NOTES 19
PLANNING
20
TOPICS COVERED 20
WHAT IS PLANNING? 20
ACTION PLAN 22
WHAT IS A PROJECT BRIEF? 23
A PROJECT BRIEF 23
THIS IS AN EXAMPLE OF A BUDGET 26
ANOTHER BUDGET 27
TRACKING PETTY CASH 28
WHY TRACK PETTY CASH? 28
COMMUNICATION PLAN 29
SITE PLAN 38
HINTS FOR PLANNING 39
DOING (IMPLEMENTATION)
40
TOPICS COVERED 40
WHAT IS DOING? 40
BEFORE THE EVENT 41
WHAT IS A QUOTE? 41
ADVERTISING / PROMOTING YOUR EVENT 44
HOW DO I PROMOTE? 44
LETTING THE MEDIA KNOW 46
INFORMATION PACKETS 52
WHAT IS AN INFORMATION PACKET FOR? 52
INFORMATION PACKET FOR PERFORMERS 53
COVER LETTER 53
BOOKING CONTRACT 54
PHOTOGRAPH/AUDIO/FILM RELEASE 56
WHAT IS A PHOTOGRAPH RELEASE FORM FOR? 56
INVOICE 57
DEED OF AGREEMENT 58
PROJECT WORKER/VOLUNTEERS INFO PACK 59
SIGN IN / SIGN OUT SHEET 62
PROJECT WORKER/VOLUNTEER SURVEY 63
SAFETY STATEMENT 64
INVOICE 65
PHOTOGRAPH/FILM/SOUND RELEASE 66
RISK MANAGEMENT PLAN 67
CONTRACT – PROJECT WORKER 71
DURING THE EVENT 73
CHECKLIST FOR THE SPACE 74
PERSON FRIDAY LIST 75
THE BORED BOARD 75
AFTER THE EVENT 76
HINTS FOR DOING 77
WHAT CRITICAL INCIDENT FORMS INCLUDE 77
KEEPING TRACK OF IT (DOCUMENTATION)
DID IT WORK? (EVALUATION)
79
TOPICS COVERED 79
WHAT IS ACTION RESEARCH? 79
ACTION REVIEW PROCESS 81
YOUTH MANAGEMENT TEAM MID REVIEW 2004 82
DOCUMENTATION BUDGET 84
AUDIENCE RESEARCH 85
VIDEO CAMERA DOCUMENTATION INFO 87
HINTS FOR DOCUMENTATION AND EVALUATION 88
PARTY (CELEBRATION)
THANKING (ACKNOWLEDGMENT)
89
TOPICS COVERED 89
WHAT IS CELEBRATING AN EVENT? 89
ACKNOWLEDGMENT 90
TYPES OF PARTY GAMES 92
TOPICS COVERED:
• Getting people involved
• Info on groups (some ins and outs) • Running a focus group
• Recording your meetings and ideas
• Project Workers – how to get people involved to run parts of your event • Roles and tasks for a Project Team
WHAT IS ASKING?
It is talking with groups of people and asking them questions to get their honest response. Working with these ideas, you develop your event.
Asking
CONSULTATION
Never promise anything
especially if you doubt you can do it
Getting an Idea
So you want to run an event. What type? A Gig, Festival, party, exhibition? Before you talk with, or ask people for ideas, know the basics of your event: • Target audience
• The approximate month • City
• Budget
• How many people can attend at the most?
• Some of the non-negotiable stuff ie: Drug & Alcohol Free • Location if known
Why? Mostly, other people’s expectations, hopes and dreams of the event is very different from yours. Said in another way, their ideas are not on the same page, chapter, even book.
OUR example - with the Visible Ink Festival 2004, we thought having a graffiti board would bring in a lot of people, but tons of people we talked to, asked for a jumping castle! We had both, and both ideas were really popular.
I KNOW WHAT I WANT - WHY SHOULD I ASK?
Consultation works for your event’s success. If you don’t consult, your event may not be as successful.
• You most likely won’t have people turn up to your event, because you haven’t created something they want.
• Your workers / volunteers might lose their energy and passion for the event because it’s not something they want.
• You might think having a graffiti art wall would be awesome, but your audience doesn’t. They might want a jumping castle!
• When you consult, your audience feels like they are part of organising the event, and are more likely to tell their friends about it.
• You get a broader view of what other people want regarding the event.
Asking
Getting other people involved
HOW DO PEOPLE JOIN GROUPS?
They see advertisements or hear about a group (Word of mouth is the key). If they are interested they usually contact you.
Talk to all your friends – they may want to help out or know about it. Invite them to join you! Write the contact details of who committed to be there or get back to you.
GETTING A GROUP TOGETHER:
• Write down what you want from the group • Get a group together – (see below) • Meet with them
• Ask what they each want the event to be • Keep their answers!
• Use their answers to create the event (see Planning)
Remember that a part of every group is a conflict stage, so hang in there!
You can do it!
YOU COULD PROMOTE YOUR MEETING BY:
• Print (pamphlets, newspaper / magazine adverts, classified/ community section of your local newspaper, public notice-boards)
• Community announcements on radio • Schools
• TAFES and Universities
• Health/community and youth centres. • E-mail groups
YOUR PROMOTIONAL STUFF MUST SAY:
• Who you want to get involved (ie: ages, ‘culture group’)
• 20-50 word explanation of your group / event (dot points are best) • Contact details (can have map / transport info)
• When they need to call you by
• The time and dates your group meets • Location of meeting
Asking
Conflict resolution hints
A FEW OPTIONS ON WHAT TO DO WHILE CONFRONTED WITH A CONFLICT:
Remember that in a confronting situation, you are in control of your emotions. No one can ever make you upset. We react automatically sometimes. Just notice your reaction, then choose how to react.
• Don’t get pulled into their drama. Remain calm.
• When someone is upset, accept that they are upset and that they are saying what they are saying. Don’t try to settle them down. Give them space to be how they are.
• Just listen to them and accept that’s how it is for them – in their world, what they’re talking about is the truth.
• Ask the person questions. ie: What exactly did I do / they do and why are you up set? What does it mean to you that they said/ did that? ie: Their response might be that when someone started speaking while they spoke, it meant that the other person doesn’t appreci ate them. They are not upset that the other person spoke – what they’re upset about is they think the other person doesn’t appreciate them.
• If they are upset with you, don’t justify yourself – no matter if it is the truth for why you did something or how logical it sounds to you. Upset people can turn everything around into proof for why they are upset.
• Consider that it doesn’t mean or have anything to do with you. They are upset about an opinion of what they think you think of them!
• Clarify ie: “So what I’m hearing is that you’re upset because ___”
• If you/ they’re really upset, you can make another time to work the issue out.
Being assertive is the go!
Asking
OUR EXAMPLE - HOW TO RUN A GROUP / MEETING AND RECORD INFO
How to run a group
/Meeting & record info
WHAT ARE IMPORTANT PARTS OF A FOCUS GROUP?
• People have their say • Food and water
• We move around / be physical • People get to participate
• People know that what they are saying will be considered • Have group guidelines
• Value adding concept vs what I say makes what you say less relevant • Colourful environment
• Have it on their turf
• Be up front – know and say what you are there for • Clear timeframe
WHAT DOES A GOOD FOCUS GROUP INCLUDE:
• Preparation!
• A written time-plan (run it past experienced people for feedback)
• Resources – colour pens, paper, hand outs, white board markers, food, water, know where the toilets are, make sure the space is safe
• Know your audience (ie: what they like/ don’t like)
• Advertise it well with the people you’re targeting (key stakeholders) • Choose a venue your gr oup will like, is very easy to get to and to be in
• Choose a cool person to co-facilitate with. It’s best to have two people facilitating so that one person can look after tasks and the other maintain the group. Someone also needs to take notes on what’s said. They need to be able to identify with your group
• Set the size of the group for 20 people max
AN EXAMPLE OF A FOCUS GROUP FORMAT IS ON THE NEXT PAGE.
RECORDING
Make sure that you have a scribe that is on the ball and records exactly what is said – this means that you record what people say. Use exact words. Don’t add your words to make what they’re saying better or clearer. Then it turns into your opinion, not theirs
Record the actions people commit to doing after the meeting, including by when they will do them. Call them before they said they would finish the task and find out what they have / haven’t done
Keep a database of all the people that attended including their name, phone and e-mail address
Asking
OUR EXAMPLE - FOCUS GROUP FORMAT
Focus group format
• Get there about _ hour before you start and set up the room.
• Have them create and put on their own name tag and have a chat while you do this, to get to know the group
• Let them know when you’re about to start
• Introduce the people leading the focus group (facilitators) • Keep it informal and fun!
• Give a general explanation of what we are doing and want from the group • Do group Activity (Brain-storming, talking, sharing ideas, get creative) • Check to see if anyone is keen to work on the project more
• Let the group know what you will be doing with their info.
Confirm everything people said they’d do, including by when they’ll do it • Thank them for being here and contributing their ideas
• Make sure they know how to contact you again (e-mail, phone details) • Leave some info for them
• Give them the minutes of the meeting within 1 week of meeting them – make sure they are bright and fun J
GROUP ACTIVITY
• Introduce the purpose of the focus group. Ie: We just want to chat about this event and brainstorm some ideas
• Activity “Looks Like, Feels Like, Sounds Like” Have butchers paper and colour markers
Give each person a piece of paper. Have them draw this symbol.
• Have each person spend a minute on each section writing what they imagine the event to Look like, Feel like and Sound like - if they could have the best event they can think
FEELS
LIKE
LOOKS
LIKE
SOUNDS
LIKE
Asking
CONSULTATION
• Always use colour pens
• Record what is said on the board and use colourful borders • Ask them to grab some food, then settle back down
WHAT IS THE NEXT STEP?
• You need to let the group know what you will be doing with their info
I.E THE YOUTH MANAGEMENT TEAM WILL BE TAKING ALL OF THESE IDEAS AWAY AND WORKING OUT WHAT WE CAN MAKE HAPPEN. BUDGETS, STAFF, TIME AND SAFETY ARE ALL CONSIDERATIONS TO DEVELOP THE EVENT.
• Look for people who we can touch base with to check out the program or people who want to become involved in making it happen
• Ask people to record their contact details – circulate a database form for people to put on their name, phone and e-mail
CLOSING ACTIVITY
• Use strength cards, photo language or bear cards. Lots of youth services have these. They are from an organisation called St Lukes Innovative Resources in Bendigo • People select a card individually then share in a group – good way to close the group. • Ask group to choose a card that reflects how they feel at the end of the session
Asking
FILL IN THE GAPS A GUIDE TO MANAGING A COMMUNITY EVENT
NOVEMBER 4 PAGE 14
Questions you can ask a focus group
WE USED THESE QUESTIONS TO GET FEEDBACK ON WHAT AN EVENT IN A SUBURB COULD BE AND HOW TO PROMOTE IT.
In these questions, the word activities is used a lot. It refers to things that you enjoy doing. It could be a hobby or sport; an activity that you think is important to youth culture; or an activity could be something that you and your friends do every now and again, for example, skate-boarding.
ACTIVITIES
What activities do you like to do?
What sort of things would you like to get in to?
What do you like to do in your spare time ie. Weekends, after school? Do you do these with friends, in a club or group or by yourself?
Is it important to go to an event with your friends?
What type of activities would you like to try but haven’t been able to?
Why haven’t you been able to try them? they haven’t been offered, to expensive, to far to travel to, don’t know where to go to try them?
What activities have you been to that haven’t worked and clicked with youth culture? Why haven’t these worked?
SPACES
PLANNING
Do you like getting involved in planning activities - going to meetings, having people contact you to run things past you?
Or do you like just rocking up at the event?
Do you prefer events that are organised with input and close contact from the people of_____
FUTURE
What would be an activity that we could bring to _______ that would really interest the young people?
Would you be interested in _______________________? Where would be the ultimate youth space where
young people of __________ hang out? Is this a designated youth space or more of a meeting place?
Where would you go to do an activity? What spaces?
Can you access those spaces easily?
Have you done activities in those spaces before? What were they?
MARKETING
How do you hear about things that are going on?
Have you been to anything you have see that is on?
What makes you want to go to an activity?
How do you remember when and where it is on?
Do you go with friends or by yourself?
Asking
EXAMPLE - PROJECT WORKER APPLICATION FORM (2 PAGES)
Project workers are a great way for people to get involved. It is also a way for people to lead differents parts of your event. If you have a lot of interest from people you can select people based on a written application and interview.
Application form - project worker
Event Name: _________________ Contact Person: __________ Application Opens: _________________ Application closes: ________ Selection Period: _________________ Personal Details Name: Age: Address: Contact Number: Selection Questions
1. Why do you want to be a part of ______________?
2. How will your involvement in ______________ benefit you?
3. What areas of Event Management are you interested in? (Refer to attached) 4. What skills and strengths do you bring with you to the ______________ team? 5. Have you been involved in any festivals or community events before?
6. What training and skill development opportunities are you interested in achieving?
7. What benefits do you think ______________ will have to the ____________ community? 8. What is your availability to work on the event? We are asking you this one because we need to know what time you have left in your week after all of your commitments. We will work around your availability.
Please provide the following details: a. What day/s of the week?
b. What hours are you available?
c. How many hours would you like to work per week?
d. How long can you commit to the festival? (weeks/months)
Asking
THE NEXT STEPS
• The Event Coordinator/ Recruitment Manager will be in contact with you to advise you of the outcome of your application by ______.
• The next step will be for the Project Workers to meet with the Event Coordinator/
Recruitment Manager to draft action plans and to sign off contracts before _________. The action plans will determine the tasks to be completed with timeframes attached. • Contract salary will also be determined.
Asking
OUR EXAMPLE – PROJECT WORKER ROLES
Project worker roles and tasks
COORDINATION OF FESTIVAL
CULTURAL PROGRAM OFFICER
PRODUCTION, LOGISTICS, HR
WORKER 1
PROMOTION, MARKETING, SPONSORSHIP
WORKER 2
COMMUNITY CONTACTS AND PARTNERSHIPS
WORKER 3
EVALUATION/RECORDING/REFLECTION
WORKER 4Asking
CONSULTATION
Budget management Training and development Record keepingLiaison with key players Communication link
Workplace health and safety
Management of volunteers, staff, teams Risk assessment
Inform Councillors and key Council staff Development and maintenance of working groups
Linkage between Council and community Contacts/meetings (youth culture networks) Timetables/planning
Power
Safety (first aid, youth workers, inform police, ambulance)
Venues Site plans
Stage managements Contracts for performers Notice to residents
Identify range of ways to promote event
Liaise closely with Steve Capelin and Media and PR within Council
Fliers/posters/web info Radio/tv
Identify key marketing partners Develop a data base of all contacts Community consultation
Meetings, meetings and more meetings Strategies for participation and involvement Celebrate Achievements
Inform key players re: achievements
Hints for working with groups
CONTACT DETAILS
• Collect people’s contact details at every weekly meeting.
• Keep everyone’s contact details in a file. This includes a list for people who contacted us and are interested in joining.
• You could list their: Full name, phone, postal address, e-mail and the project they are interested in.
• Also list people’s skills and talents. Always draw on your groups talents • Print out and store these contact lists in a folder named Contacts.
AN EXAMPLE DATABASE FOR YOUNG PEOPLE IS:
Name Address Phone E-mail Skills/Qualifications Experience Talents
AT EACH MEETING, WE PASSED AROUND A BLANK DATABASE FORM. WE ASKED PEOPLE TO ADD OR UPDATE THEIR CONTACT DETAILS, WHICH WE PUT INTO OUR ELECTRONIC FILE AFTER THE MEETING.
WHEN RECORDING MEETINGS
We recorded the following details in our minutes: • Meeting Date
• Who attended
• Any apologies (people who told us they wouldn’t be at that meeting) • What people promised to do, with who and by when
• Major decisions / Topics discussed
WHEN MEETING PEOPLE, ALWAYS:
• Know what you intend to get out of the meeting?
Asking
OUR EXAMPLE - MEETING NOTES
Why record meeting notes?
We record meeting notes (minutes) because, as much as we want to or think we should, we’re not going to remember everything that we talked about and agreed on in the meetings we go to.
Asking
CONSULTATION
Meeting notes
Date: ____________ Event name: _____________________
Attended (Name & Role if possible): ___________________________________ __________________________________________________________
Their Event / Organisation: ____________________________ What they do / have done: _____________________________ __________________________________________________ Actions taken / not taken from last meeting:
Major decisions / topics discussed: Actions from this meeting:
Who will do What action With By when
Things for next meeting’s agenda:
ASK FOR AND RECORD ANY POSSIBLE:
• Linkages with your event
• Training / Mentoring opportunities
Planning
TOPICS COVERED
• Action Planning
• Project Brief – getting all your ideas into an easy format • Budgets – keeping it nice and easy
• Tracking Petty Cash
• Communication Plan – this is your Media and Marketing Action Plan
WHAT IS PLANNING?
Planning is choosing your idea and goals, writing down what they are and what you’re going to do to have those things happen by developing Action Plans (record steps you need to take and by when).
You can plan actions to take, people to meet and money you’ll spend. Also, always use an Agenda. An agenda is a list of things to talk about.
THE MOST EFFECTIVE WAY OF PLANNING IS
Imagine / discuss / picture what your goal or event will look like when it is complete. Imagine and write what things will need to be done a day before the event, then a week, month etc. Keep going backwards until today.
You can do up time frames: Week starting, key tasks, key actions, who will do it, who is responsible.
AN EXAMPLE OF AN ACTION PLAN WE USE IS ON THE NEXT PAGE
I KNOW WHAT TO DO. WHY SHOULD I WRITE IT DOWN?
If you don’t write down your tasks and ideas, they will most likely be lost or forgotten. You’re human. Your memory plays up some times.
When you plan you are focused and when you follow your plan your event happens as you had pictured.
JUST THOUGHT WE’D WARN YOU…
• Things will happen that you don’t expect.
• Leave the week before the event mostly free of tasks, so when unexpected things happen, you can work on them.
EXAMPLE - ACTION PLAN
Planning
TASKS WHO WILL SUPPOR T YOU IN THIS AREA? TIMEFRAME(start and completion)
EXAMPLE- PROJECT BRIEF
WHAT IS A PROJECT BRIEF?
A Project Brief is a document that says the basic information about a project.
A PROJECT BRIEF
Name of Project:
Project Description: (50-100 words)
Project Timeframe:
PHASE INDICATIVE TIMETABLE
Ie: Consultation Planning
Doing Research Celebrating
Objectives of the Project: Key tasks:
Outcomes:
Involvement:
Work space: (where are you working and when)
Budget Requirements/ resources:
Item Estimated Cost Actual Cost
TOTAL
Risks and strategies to overcome these:
Evaluation methods:
OUR EXAMPLE - BUDGET
This is an example of a budget
Planning
ITEMOffice Space (rent) Office Equipment Sub-total Total
EXPENDITURE
ITEM Project wages Project Expenditure Production Admin Printing Postage PhoneRent – Office Space Stationery
Transport Allowance – young people Internet
Purchase resources Miscellaneous Sub-total
Total
MONEY THAT COMES IN TO YOUR BUDGET TO
HELP PAY FOR STUFF WHAT PEOPLE GIVE YOU FOR FREE
IN KIND $500.00 $500.00 $1000.00 IN KIND $500.00 $500.00 $1000.00 CASH $500.00 $500.00 CASH $15.00 $20.00 $150.00 $20.00 $100.00 $45.00 $100.00 $50.00 $500.00
MONEY THAT GOES OUT OF YOUR BUDGET TO BUY STUFF
OUR EXAMPLE - TRACKING PETTY CASH FORM
Tracking petty cash
WHY TRACK PETTY CASH?
If you don’t track where your petty cash is going and has gone, you usually get into trouble from your Auditors (Accountants who track your money to say you didn’t steal any). When you track your petty cash, it’s easy to see where your money has gone to.
ALWAYS KEEP RECEIPTS
Planning
PERSON TAKING THE PETTY CASH
A PERSON SAYING THEY SAW YOU TAKE THE PETTY CASH
YES / NO
DATE NAME AMOUNT INITIAL
WITNESS FOR (ITEM) RECEIPT /$ BACK INITIAL WITNESS
WHAT YOU INTEND TO BUY WITH IT
A PERSON SAYING THEY SAW YOU RETURN THE REMAINING PETTY CASH AND / OR RECEIPT
OUR EXAMPLE: SITE PLAN
Site plan
EMERGENCY PROCEDURES:
1. Report all emergencies, issues of safety and critical incidents to your space
Planning
LAWN LAWN ADELAIDE STREET ANN STREET CITY HALL RAMP RAMP EMER-GENCY VEHICLES ACCESS LIGHT TOWER LIGHT TOWER CD BBQ ROCK CLIMBING ST. JOHN VISI VAN JUMPING CASTLE SHADE EMERGENCY EVACUATION AREABYS MAZE GRAFFITI
MAZE WATER ACOUSTIC PERFOR-MANCE WORK SHOPS FILM FORUM CRTV DEMOC PROJECTION MAIN STAGE SOUND DRESSING GREEN ROOMS 3-PHASE POWER 3-PHASE POWER
Hints for planning
(Some of these hints came from the Generate website) • Keep an Ideas book to use for this event or the next one. • Keep all your receipts!
• Keep a list of your ideas of organisations you’d like to sponsor your event. This may or may not be used for this year’s event, depending on the time we need to create the Sponsorship Request Pack and on their deadlines for requests. Go all out – don’t worry about knowing how you’ll get them or not.
• Make sure you save everything on a computer and have a back-up file.
• Investigate whether or not your event needs to be covered by public liability insurance
• Get together with other young people, youth liaison officers, the local council, com munity development officers, youth workers or youth centres to help establish a network which can help you get involved.
• Talk to people and other organisations in your community • Make sure your event is free of alcohol and drugs
• Use neutral environments which make all young people feel comfortable • Think about scheduling your event in evening timeslots
• Make participation costs reasonable
TOPICS COVERED
• Things to do before an event • Run Sheet
• Information for contractors • Promoting your event • Tax Invoice
• Information Pack for Performers • Information Pack for Volunteers • Risk Management Plans
• Contracts for Project Workers • Sponsorship
• Letters of Support
• Keeping track of volunteers
WHAT IS DOING?
Doing (implementing) is taking action on something you planned to do. This section is divided into 3 parts
• Before the event • At the event
• Packing up the event
Before the event
Here is a list of some things event managers do or think about. • Take a big deep breath!!!
• Celebrate your achievements so far, think about where you started and where you have got to now. Pretty cool!
• Have heaps of sleep before the event so you have heaps of energy • Double-check all of your planning documents
• Make sure you have enough staff / volunteers to help you out • Get quotes.
WHAT IS A QUOTE?
• A quote is where you ask a business to tell you how much it may be to rent or buy a product from them. The opportunity of quotes is for you to choose from different businesses (suppliers) what you want, including the cost and type of equipment. Getting a quote doesn’t mean you’ll use that business or what they quoted you with. If you don’t know exactly what equipment you want, ask someone experienced or let the business know. They’ll ask you what you plan to do, and do a quote based on that.
• Equipment contractors: Make sure all your equipment and providers have signed agreements saying what exactly they’ll supply you with, the cost and by when you’ll use it.
• Employment contractors: Make sure people know their roles and what is required of them
• Do a volunteer drive. Get people from the local area involved. There are so many amazing people who like to volunteer. Make sure you give them good roles (includes where they can learn something new) and keep them fun. If you treat your volunteers well, they just keep coming back!
• Doing a volunteer induction pack (see example)
• Do a risk Management Plan (see example). Run this past your team.
• Finalise your budget. Doing your budget well means you can relax a lot earlier after the event.
Make sure lots of people know about your event.
OUR EXAMPLE - EVENT RUN SHEET
Event run sheet
Event Name Time 3.00 pm 4.00 pm 5.00 pm 6.00 pm 7.00 pm 8.00 pm 9.00 pm Date
Activity Time facilitators LocationCost
Risk Management Issues: Example Water Food poisoning Security/safety Contractors Films Volunteers Employment of young people Electrical Weather
Actions:
(things you can do to minimise the risk) Provide water and cups
Do not supply hot food
Working with 2 police liaison officers Service agreements sent to all facilitators and equipment providers
A notice will be shown re: content of films/ appropriate viewing
Induction
Induction/children commission cards/ statement supplier forms
Gaffa tape down Wet weather plan
EXAMPLE – KEEPING TRACK OF VOLUNTEERS FORMS
Put your volunteer’s names in each time-frame applicable to them. Event Name Time 12.00pm 1.00pm 2.00pm 3.00 pm 4.00 pm 5.00 pm 6.00 pm 7.00 pm 8.00 pm 9.00 pm Date Space Address Activity Facilitators
Doing
IMPLEMENTATION
Advertising
/
promoting your event
HOW DO I PROMOTE?
With collateral. Collateral is what you use to promote your event. For example: • Media releases (For info on how to alert the media see the next page) • Fliers
• Posters
• Community announcements on local radio • Stickers
• E-mail updates
SOME IMPORTANT INFO TO INCLUDE ON COLLATERAL: • What it is
• Where it is • When it is
• Recognition of funding
SOME OF THESE PLACES MAY HELP IN PROMOTING YOUR EVENT: • Cafes
• Music shops • Libraries
• Child care centres
• Community based services • Schools
• Announcements at local schools-newsletters, roll call, assembly, enlisting students to put posters and hand out Fliers at lunch time, etc
• Community newsletters • Local newspaper
YOU CAN NOT PLACE POSTERS & FLIERS IN THE FOLLOWING LOCATIONS
(WITHOUT APPROVAL): • Telegraph poles • Bus stops
• Any place that you do not have the approval of the owner i.e. You can not Hand out posters in shopping centres without the approval of centre management
TRACKING COLLATERAL
Record who promises to distribute the fliers, what they’ve taken, where to and by when they’ll do it.
One of our Draft posters and the actual poster we used. We used this draft remote control image on our t-shirts.
Name # Fliers/ Posters Where to By when Done?
Letting the media know
The following information is taken (and edited by us) from Generating the News, by Office of Youth Affairs 2002.
Two ways of letting the media know about your event is to send them a Media Alert and a Media Release.
Send these to Editors, News Directors and Chiefs-of-Staff. It really works to ring up the media organisation and ask for that person’s name, and put it on your alert / release.
MEDIA ALERT
A media alert is sent out around 3 days prior to an event.
It is like a cross between an invitation and a media release. It is used to alert the me-dia of an upcoming event and encourage their attendance.
Structure your media alert to include the what, where, when and who of your event. The more interesting and newsworthy your media alert the more likely the media are to turn up.
MEDIA RELEASE
A media release is sent out the day of your event.
It is a clear and concise summary of your story. Its purpose is to attract a journalist’s attention to your issue. The media look for stories and issues that will interest, excite and appeal to their readers.
One way of encouraging the media to attend your event or cover your story is by pro-viding them with a good opportunity for photographs to be taken and interesting foot-age to be recorded.
When it comes to the media, pictures really do speak a thousand words.
You can invite the media to take photographs and footage or provide them with your own.
MEDIA ALERT / RELEASE EXAMPLES ARE ON THE FOLLOWING PAGES
Generating the News, by Office of Youth Affairs, Department of Employment and Train-ing, Queensland Government, Edition 3, 2002
A booklet that provides tips for dealing with media professionals and gives young people and community organisations the tools they need to generate media coverage of their events or issues. Down load the PDF from the website or contact the Office of
EXAMPLE – MEDIA ALERT (SENT 3 DAYS PRIOR TO EVENT) Organisation name Address Phone Fax Email Website
Date, Month, Year
MEDIA ALERT
ATTENTION: Editors, News Directors and Chiefs-of-Staff BOLD CATCHY HEADLINE ATTRACTS ATTENTIONThe lead paragraph contains the ‘who’, ‘what’, ‘where’, and ‘when’ of the event and is usually less than twenty-five words.
The second paragraph contains what you couldn’t fit in the first paragraph and usually covers the ‘why’, or purpose of the event.
Details of what will be happening at the event, including noteworthy speakers or at-tendees, who is expected to attend, what will be available to attendees and the ‘news-worthy edge’ should be included in an alert.
Alerts are usually shorter than releases.
Where: Full address details of the event location When: Day, date, month and year, Time and duration
Photo opportunity: Who or what will be available to be photographed. Contact: Who to contact for more information and how.
EXAMPLE – MEDIA RELEASE (SENT ON THE DAY OF THE EVENT) Organisation name Address Phone Fax Email Website
Date, Month, Year For Immediate Release
MEDIA RELEASE
BOLD CATCHY HEADLINE ATTRACTS ATTENTIONThe lead paragraph contains the most important information, such as who, what, where, when and is usually less than twenty-five words.
The second paragraph contains what you couldn’t fit in the first paragraph and usually covers the ‘why of the story’ or more information on the ‘who’.
“A quote from yourself or a spokesperson is usually appropriate around about the third paragraph,” Mr Template said.
“If it’s an interesting and newsworthy quote it can also be the following paragraph, and since you already know it’s Mr Template talking, you don’t need to write that again.” Most sentences are less than fifteen words where possible.
The whole story should fit on a single page.
Less important information is positioned towards the end of the story.
Contact: Who to contact for more information and how.
Getting sponsorship
WHAT IS SPONSORSHIP?
Sponsorship is when someone gives you something for free. Yay! There are two kinds of business sponsorship:
• Cash – money in your bank / hand.
• In Kind sponsorship – resources (paper, photocopier, office-space, non-cash prizes, food, legal advice, wages, postage, a BBQ etc.)
HOW DO I GET SPONSORSHIP?
This is the most effective way of getting sponsorship:
• Write a list of what you want. Be specific! Only go for what you need • Think about who you want the goodies from.
• Look in the phone book for the company you want free stuff from. • Write (and send) them a letter (no more than 1 ½ pages)
• Call them a few days later (follow-up call). • If they say no, be interested in their “no”.
Find out why they said no to your request. When you are interested in their “no”, you’ll find you’ll have more “yes” answers! Why? I say because then you can give another company or them what they want next time, or you know to not call them next time you’re looking for sponsorship.
See our resource guide for info on funding / grants.
OUR EXAMPLE – LETTER REQUESTING SPONSORSHIP
Letter requesting sponsorship
4th February 2004
Attention: Sponsorship Coordinator
Organisation Name Fax
Re: Sponsorship for ____________________ (event name)
I am writing to inform you about the _____________, to provide details relating to the benefits of sponsorship, to request sponsorship from your organisation,, and to advise timeframes for sponsorship.
Visible Ink Festival (VI:: Festival)
The _____________, is an event funded by _____________. Last year the ______, attracted over _____________, young people.
The _____________, is a youth development initiative inviting participation across the City from arts workers, business, community and young people.
The _____________, is hosting a series of activities within the City (stretching from ____________ to _____________) culminating with a HUGE event in ____________, on Saturday April the 17th 2004 from 10 am – 10 pm. This event will showcase the talents, energy and inspiration of local young people.
Benefits of Sponsorship
• Your association with the ____________ will directly link you with the important 12 - 25 years demographic.
• The ____________ estimates _______ participants at the 2004 events. • Your organisation will receive the following promotion:
• Association with the ____________ and ____________.
• Information about your organisation and logo on the ____________ Web site: ____________
• Announcements during the event every hour on main stage
Request for Sponsorship
• The ____________ will provide participants with a sample bag containing youth focused items.
• It is intended that ____ sample bags will be distributed to participants.
• It is requested that your organisation provides the following items to be included in this sample bag:
• 500 small boxes of _______ • 500 lolly varieties
• relevant promotional material for show bag (ie. Key rings, stickers, magnets etc)
Response and timeframes for sponsorship
A letter of acceptance for sponsorship, a electronic copy of your organisations logo and a brief profile of your organisation (to be included on the ____________ web site, a maximum of 100 words).
This is required from your organisation by 9th of February 2004. We look forward to hearing from you soon.
Yours sincerely _______________ Name Role Organisation Phone E-mail
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Information packets
WHAT IS AN INFORMATION PACKET FOR?
There are 2 Information Packets on the following pages for: • Confirmed Performers
• Confirmed Volunteers They contain:
• Legally binding contracts • Invoices
• Information forms
• Promotional items and distribution information.
We posted this pack to the performers weeks before the event.
OUR EXAMPLE – INFORMATION PACKET FOR PERFORMERS (6 PAGES)
Information packet for performers
COVER LETTER
Date: _________ To: ___________
Event Name: _______________
The following information needs to be returned by __________ (date): • Booking Contract
• Promotion Form • Profile Form
• Photograph Release Form
• Invoice (If you do not have an ABN number, you will need to fill in a statement of supplier form. This form can be obtained from the post office. You will need to provide the invoice and a statement of supplier form to secure payment).
Please return all forms to __________________________________. Name and address.
Yours sincerely, _______________ Name Event Phone Address
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Booking contract
The following contract is to certify that the artist listed below will agree to the following conditions and will be present 1 hour before the time scheduled for their performance. If there is any breach of this contract, all agreements will be exempt and payment will be withheld.
You can include in their contract a statement (clause) that states you can use their Demo CD’s on the radio to advertise an event they are performing at.
Artists: _________________________________ Event: _________________________________ Venue: _________________________________ _________________________________ Event Manager: _________________________________ Address: _________________________________ _________________________________ Performance Date: _________________________________ Performance Times: _________________________________ “Includes Setup time” _________________________________
Payment: _________________________________
(Refer to information for contractors.
Invoices must be received no later than April 30th 2004).
Music Equipment: _________________________________ Supplied by performer Security: _________________________________ Supplied by: _________________________________ Production: _________________________________ Supplied by: _________________________________
If you have any enquires please contact __________________________. Please sign below and send to: ________________________________. All contracts must be completed and returned by ___________________. Please note this is a drug and alcohol free event. No alcohol or drugs permitted.
Specifications:
What equipment will you provide: _______________________________ How will you be setting up the stage space: _______________________
Profile
The Visible Ink Festival will be doing some very hard core promotion including posters, fliers, web site updates and distribution of programs across the City.
Please provide the following details to be included in Visible Ink Website, Visible Ink Festival Program, and Visible Ink Update.
Can you please contact __________ (name) on ________ (number) if you are keen to appear on the (name of media confirmed to promote them) to promote your band. The ________________ (media name) is (printed / broadcast) every _________ (day, week, month) on / at __________ (time). You can promote your own band and
upcoming performances.
Performance Name: ______________________
Number of Performers: ______________________
Names: _________________________________
Ages: ______________________________________ Key Contact Details: ______________________ ___________________________________________
Phone: ________________________________
Email: ________________________________
Please give a one sentence statement describing your
performance:-____________________________________________________________________ ____________________________________________________________________ ____________________________________________________________________ Please return by __________, to __________________________.
Photograph
/
audio
/
film release
WHAT IS A PHOTOGRAPH RELEASE FORM FOR?
This form gives you (the photographer / filmer / recorder) written permission from people being photographed or filmed to use their image etc on your promotional tools ie: Reports, films
Please complete this and return. This form allows the ______________ team to film and photograph you while you are performing. Images will be used in _____________ formal documentation relating to the festival.
I (name) _______________________ of (address)
consent that _____________ may use the photographs of me (give details)
____________________________________________________________________ ____________________________________________________________________ for the purposes of advertising, media publicity, publication, display or Internet page or any other ______________ purposes in whole or part.
Date of Shoot: At (location):
I understand that I do not have any interest in the copyright to the photograph(s) nor shall I receive any payments.
Signature: _______________________ Date: _______________________ Witness: _______________________
Invoice
If you are paying people for stuff (ie wages, re-imbursments), you need to get them to fill in this invoice.
Refer to the Australian Tax Office for more info on Australian Business Numbers and Statement of Supplier forms ect at www.ato.gov.au.
Date: _______________________ From: _______________________ ABN: _______________________ Or
Statement of Supplier Form Attached: To: ______________________ Name
___________________________ Organisation / Event’s legal name ___________________________ Address ___________________________ DETAILS Role: Event: Other: Dates: GST is / is not applicable Total: AMOUNT $ GST $ Total:
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Deed of Agreement
A deed of Agreement is used to confirm spoken or unspoken agreements between an employer (event organisation) and employees / contractors (performer and staff). The agreements usually include time and dates, wages, workplace health and safety information and who the main contact person is.
Deed of Agreement between
____________________________ (Event Organisation) And
____________________________ (Performer and staff)
Re: Hip Hop Workshops with _____________
It shall be agreed upon that: 1.Performer or staff will provide:
• A series of 3 workshops commencing Tuesday the 13th of April, Wednesday the 14th and Friday the 16th of April from 9.00 am – 12.00 midday.
• The workshops will focus on DJ’ing, Mixing and MC’ing
• The workshops will be held at ( write in here the location of your event) • Equipment to support these workshops.
• A show case opportunity as a part of the _______________ (event) Saturday April 17th at 5.40pm, on the main stage.
• Provide hip hop CD’s for young people. 2. The Event Organisation will provide:
• A total of $___________ facilitation cost for the workshops. • A venue for the workshops
• Worker support in the establishment of the relationship between the Event
Organisers and the Performers and the Event, including poster design, workshop format development and media releases.
• A total of $_________ for a show case at the the event, April 17th, 5.40pm.
The showcase will include (write in here what performers will be included). The Event Organisation will provide sound and lighting equipment to support your performance (including turn tables, mixing board, pa, mics).
OUR EXAMPLE – PROJECT WORKER / VOLUNTEERS INFO PACK (9 PAGES) This is a good info pack to send out to your performers/staff/volunteers. It has heaps of handy info in one pack!! It will save you time to get everything all signed at once.
PROJECT WORKER/VOLUNTEERS INFO PACK
CONTENTS:
1. Service Agreement 2. Sign In form
3. Volunteers survey 4. Checklist for the space 5. Safety guidelines
6. Tax Invoice
7. Media Release Forms 8. Risk Management Plan
Date: Name: Address: Dear Gabrielle
Re: __________________ (Name of event)
This Service Agreement is between _____________ and _____________.
PROJECT DESCRIPTION
The _____________ in partnership with _____________ will host an _____________ (name of event) on _____________ (date).
Date of workshop: _____________ Time of workshop: _____________ Name of Workshop: _____________ Location of workshop: _____________ Number of Participants: _____________ Contract fee: _____________
The events are targeted at young people aged 12 – 25 years. All VI events are free from drugs and alcohol.
PROJECT REPRESENTATIVE WILL BE RESPONSIBLE FOR: • Work with staff to support the project
• Participating in planning meetings and discussions • Participating in debrief and evaluation processes
• Providing good quality equipment/materials and facilitation of the workshop • Producing a tax invoice two weeks before the workshop commences
CONTRACT DETAILS • Period of Work:
• Access space for planning, preparation, and evaluation as negotiated
• Total contract amount: including materials, transport costs, facilitation fee $_______
_______________________ (the business) will be responsible for:
• The Officer will manage the event including budget expenditure and allocation, risk assessment and management and safety
• The Officer will provide clear direction, structure and support to the event • The business will provide adequate staff to support and review the project • The business will provide resources for the event to operate i.e. computers, telephones, fax machine
SERVICE AGREEMENT APPROVAL
I hereby approve of the responsibilities outlined in this Services Agreement:
Name: _____________________
Position: _____________________
Signature: _____________________ Date: _____________________
Name: _____________________
Position: Project Representative
Signature: _____________________ Date: _____________________
Name: _____________________
Position: Witness
Signature: _____________________ Date:_____________________
Date & Event Signature when Time when Signature when Time when
Sign in
/
sign out sheet
Volunteer/Project workerName of Event: ……… Name: ……… Age:……… Address:
………
Thank-you for volunteering at _____________! Your help is greatly appreciated. 1. YOUR ROLE:
Your main role as a volunteer is to be a friendly face, help create a positive vibe and provide information about the festival to anyone that asks. Additional tasks will be assigned to you based on what role you agreed to volunteer for (this will be detailed in your volunteers pack, provided to you once you sign in). This event is all about diversity and respect – as a team will aim to respect others and be friendly and courteous at all times (lots of smiles!!)
2. WHO TO ASK FOR HELP:
If you have any questions, or encounter any situation that you don’t know how to deal with, please don’t hesitate to ask for assistance from any of the team at an event. You can ask the space wardens, details provided n site plan. Lauretta is your key contact during the event.
3. SAFETY:
a. It is absolutely essential that you sign in at the beginning of each shift and sign out at the end of each shift then leave this form with Lauretta or one of the space wardens. By signing in and out means that you are officially a volunteer for ___________ during the time that you work and therefore covered by _______ insurance. It also helps us keep track of who’s around and who is doing what.
b. It is also essential that you have read and understood work place health and safety forms
provided, critical incident forms and steps to take in case of an emergency. By signing this form it acknowledges that you have read and understood all forms included in the volunteers pack. c. Personal safety.
• Personal Property:: You will need to ensure that your personal property is safe and secure at all times. _____________ will not be responsible for loss or damage of any personal belongings.
• Transport:: I know that you probably already know this but thought it was worth mentioning. How you get to and from activities is very important. Some tips: commute with friends (always in pairs), arrange your transport to and from events before you attend, make sure you have money for the fare.
4. MARKETING RELEASE :
The team will be filming and taking lots of photo’s at the festival. In signing this form, you are consenting that ______ can use the photographs/film/sound recordings of you as a part of the event documentary.
Project worker
/
volunteer survey
Please fill in our volunteer survey. This is very important! How did you find out about the event? (Please Tick)
Friend Via Email Uni/TAFE
Poster Youth service Family member Visible Ink Space School Other (List)
____________________ What made you want to project worker/volunteer?
What do you like about the event?
What do you think could be improved?
Would you be interested in volunteering or being a project worker for future Visible Ink events?
(Yes or No)
Are you currently on the Visible Ink Mailing List? (Yes or No) If no, would you like to be added? (Yes or No)
Please provide email address:
THANK YOU!
Safety statement
The ____________________ is an awesome community event that aims to ensure a fun and safe time for all.
Safety and risk are key issues that all events must address. The ______________ team strive to implement a safe event. You can help us implement a safe event by following the guidelines outlined below:
• Your responsibilities as a volunteer, and
• The _______________ responsibilities as event manager PROJECT WORKER/VOLUNTEER RESPONSIBILITIES • Act responsibly
• Follow the instruction of event manager and stage manager
• Report to the event manager 1 hour prior to commencement of your work
• Follow critical incident procedures. Report any critical incident to stage manager or event manager. The stage/event manager will record incident and implement necessary action.
• Ensure that your equipment is safe and report any faults with equipment to event/ stage manager
• Set up and pack down equipment in a safe manner
• Follow the guidelines for an event free from drug and alcohol RESPONSIBILITIES
• Provide adequate staff to ensure a safe event • Contractors provide safe equipment
• Site set up is safe and functional • Provide appropriate first aid staff
• Liaise with Ambulance and Police Service • Provide appropriate security staff
• Provide clear instruction regarding critical incident procedures
• Ensure Event Manager is accessible and responsive to issues of safety and risk • Implement a risk management plan
• Promote the event as free from drugs and alcohol
Invoice
If you are paying people for stuff (ie wages, reimbursments), you need to get them to fill in this invoice.
Refer to the Australian Tax Office for more info (www.ato.gov.au) Date: _______________________
From: _______________________ ABN: _______________________ Or
Statement of Supplier Form Attached: To: __________________ Name
_______________________ Organisation / Event’s legal name _______________________ Address _______________________ Signed ________________________________ DETAILS Role: Event: Other: Dates: GST is / is not applicable Total: AMOUNT $ GST $ $
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Marketing and Communication Release authorisation
Photograph
/
film
/
sound release
I (name) ____________________________________________ of (address) ____________________________________________
consent that ______________________ (organisation) may use the _____________ (event).
I allow ______________________ to use all or part this footage/recording for advertis-ing, media publicity, publication, display, Internet pages and any other purposes that would help to promote the ______________________.
I understand that I shall not receive any payments and that I do not hold copyright. Signature: Date: Witness: Description of Subject: ____________________________________________ ____________________________________________ ____________________________________________ ____________________________________________ ____________________________________________
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Risk Management Plan
Name of Event: _____________________ Location of Event: ___________________________________________________ Identified Risk 1. Food poisoning 2. Dehydration • Mild symptoms • Severe symptoms 3. General emergency 4. Medical emergency • Falls/abrasions/ cuts • Sickness • Injury • Death 5. Weather • Heat • Rain etc 6. Traffic • Moving vehicles in car park 7.Electrical • Shocks • Death Risk Frequency Low Medium Low Medium High High Low Risk Magnitude Low/Medium Medium High Low/high Low High HighRisk Control (what to do) 1. Follow food safety procedures
2. Obtain Food handling certificates BCC 3. Contractor to comply with temporary food stall licence 1. Provide water on site. 1. Emergency Procedures
2. First Aid procedures 1. First aid procedures in place
2. Notify emergency services
1. Provide adequate shelter
2. Provide sun protection if required
1. Keep foot path and street clear
1. Electrical equipment to be safety checked and tagged
Risk Plan (How to do it) 1. Suitable storage for food products (eg. Eskies)
2. Use utensils, gloves, cleaning products during food
preparation and handling. 3. Suitable food disposal (eg bins) 1. Supply water and cups
1a. Brief workers on emergency procedures
b. brief workers on first aid procedures
1a. First aid kit on site b. Brief workers on first aid procedures
c. Incident forms on site 2. Phone local police and ambulance in advance about event
3. Work with local police service 1. Hold event in doors
1. Emergency access areas designate, emergency services informed
1. Ensure any electrical
equipment complies to safety checks - Check dates on tags. If not, talk to internal BCC people.
2. Suppliers electrical equipment needs safety checks -
otherwise, use hire companies (who regularly check their equipment.
Identified Risk 8. Safety of YP • Abduction • Stolen property • Chroming/other drug issues 9. Food • Burns • Fire 9. Employment of YP • Injury • Legal issues 10. Volunteers • Injury • Legal issues Risk Frequency Low High Low Low Low Risk Magnitude High Low/medium High Medium Medium
Risk Control (what to do) 1. Brief team about being aware of
Young people in public spaces and others using that space. 2. Advertise and promote the event as free from drugs and alcohol 3. Police and Ambulance have been informed of all events and will be on call at all events.
1. First aid and
emergency procedures in place
2. Brief food staff on first aid and emergency procedures 1. Contracts 2. Review of performance (appraisals) 3. Inform yp of insurance/ public liability, cover and risk
4. Suitability checks 1. Inform volunteers of insurance/public liability, cover and risk 2. Transport
3. Provide information packs with all safety procedures
Risk Plan (How to do it)
1.a. Young people will be under the supervision of staff
b. Include these considerations in staff/security induction
c.Training with young people and volunteers on issues of chroming and how to work well with young people
d. Brief all safety staff specifically Police and Security of
anticipated safety issues and desired responses
2.a. Posters/fliers/and all advertising material to
state that all festival events are free from drugs and alcohol b. Signage at events stating that
the event is free from drugs and alcohol
1. Fire extinguishers on site 2. First aid kit and officer/s on
site
3. Identify first aid officer to food staff
1. Young people involved with the event to apply for working with children card
2. Consent forms re: project worker participation
3. ______ public liability coverage in place
1. Workplace health and safety 2. Develop and distribute
volunteer packs for all events 3. Volunteers to sign in/out for
the shift
4. Volunteers to sign a form acknowledging
that they understand safety, workplace health and safety,
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Identified Risk 11. Films 12. Contractors 12. Performers Risk Frequency Low Low Low Risk Magnitude Low Medium Low
Risk Control (what to do) 1. Provide signage for viewers detailing that the films are produced by young people and highlight issues relevant to young people.
2. View films and make decisions regarding appropriateness (considering language, violence, nudity, coarse language) 1. Contract professional businesses that have current public liability insurance
1. Assess level
of risk associated with performers
Risk Plan (How to do it)
1. Display signage for films re: viewing by young audiences
1. Access copies of insurance policies and details of cover 2. Discussed with contractors safety issues and contractor responsibilities
1. Inform performers re: risk, rights, responsibilities
Access insurance policy details from low/medium risk performers
2. Performers to sign safety guidelines form
Name: _______________________ Name: _______________________
Signed: _______________________ Signed: _______________________
Dated: _______________________ Date: _______________________
Risk management scenario
EVENT __________________________________________ DATE __________________________________________ VENUE __________________________________________ TIME __________________________________________ DESCRIPTIONAnswer the who, what, where, when, how and why? (50 words) ___________________________________________________ ___________________________________________________ ___________________________________________________ ___________________________________________________ ___________________________________________________ ___________________________________________________
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Contract - project worker
Event / Organisation _______________________________________ Worker Name ____________________________________________ Position Title _____________________________________________ Work Location ____________________________________________ Commencement __________________________________________ Status (ie: Contractor) ______________________________________ Duration _________________________________________________ End of contracts ___________________________________________ Funded by _______________________________________________ The employee is responsible to _______________________________ Salary ___________________________________________________ Schedule of Payment _______________________________________Review Process:
A review process will commence _________________ in to the contract, and _______ prior to contract completion.
Termination of Contract:
This contract can be terminated by ___________________ or the contractor giving a _____________ notification.
Note: This contract fee is an acknowledgment of your work and is based on estimated
hours.
Purpose of Position
• To work with (ie: Officer)_________________________ to develop (ie: component) _____________ _________________________.
• To provide leadership in heading up ___________________________. To work with young people in the action planning and implementation.
General Duties Required
To participate in the planning, development and evaluation of ________.
To work in partnership with the Youth Management Team, key Working Groups, other services where relevant, and key youth and community services in the development, implementation and evaluation of the Event.
(ie: To lead two Event Components:
1. Production, Logistics, and Human resources 2. Community Contacts and Partnerships)
• To develop an action plan based on steps and resources to achieve tasks. This will be developed in collaboration with _______________.
• To work as a team member.
