Description No. 1 Decide on Event and Venue:

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1 ITEM: OBJECTIVES: KEY ELEMENTS PLANNING AN EVENT Event Planned Planning; Resources needed; Consumables; RSVP Access arrangements PROCEDURES: Step 1 Decide on Event and Venue: Consider appropriateness for a parish Consider other parishioners views (ie gambling, drinking) Consider target audience (ie Who do you expect will attend the event? What age group?) Are there legal implications for the targeted audience? Will catering be required? Will venue provide catering? Can we provide additional catering (ie chips, lollies etc)? 2 Decide on a Date and Time (start and finish): Remember to check with parish office for availability of parish venue and possible conflict with other parish events Book Venue (if external venue, Risk Management Assessment may be required) If external venue, who will research what is provided by venue and the cost? Is the date impacted by school holidays What can we do to lessen the impact? 3 How many people are required to run the event successfully? Who are our volunteers so far? How many other volunteers are required? Who will makes approaches for more volunteers? Event Type: Any issues:. Youth / Whole of Parish Ages:. What:.. What:. See Venue Booking and Advertising document See Risk Management Asessment Form :. Printed: 24/05/2008 Page 1 of 7

2 Who else should we approach? Are prizes required? How many prizes? What type of prizes? How will prizes be offered? (eg lucky seat etc) Who will make approaches for prizes? Who will prepare letter of request for prizes? (must be on parish letterhead with Father s signature) Who should be approached for prizes? 4 What equipment is needed? BBQ Utensils Sound System Digital Projector Tables Chairs Posters Other promo material (eg DVD etc) Printed: 24/05/2008 Page 2 of 7

3 5 What consumables are needed? Steak / sausages Salad (ie tomatoes / lettuce / onions ) Bread / buns Butter / sauces / oil Napkins Paper plates Cutlery Drinks (ie cans / bottles) Eskies / ice Cups for hot and cold Drinks Decorations Tea / coffee / milk / sugar? Rubbish bags If there is salad to be prepared, who will prepare this? 6 Is a bus required to venue? Who will be responsible for obtaining a quote for the bus and booking the bus? Will cost of bus be incorporated into ticket value or a separate charge? 6 Are tickets to be presold? When? Where? If after Mass, who will ask Father Ron s permission? Who will produce tickets? If to be sold after Masses, who will take care of each Mass? Saturday 6.00pm Sunday 7.00am Sunday 9.00am Sunday 5.30pm.... Yes / No Incorporated / Separate Qty:. Style: By When:. Printed: 24/05/2008 Page 3 of 7

4 Is float required? (tin for money required) Who will organise sheet to record people attending / pen Is it necessary for committee to promote at Mass? If yes, who will talk? Saturday 6.00pm Sunday 7.00am Sunday 9.00am Sunday 5.30pm. Yes / No 7 How much do we charge? Is the event a fund raiser or a social event? What are our expected expenses (consider external venue costs / consumables etc)? ESTIMATED EXPENSES Entry by donation / charge (GST impact) Will additional food be available for sale? What will be available and at what charge? Who will be responsible for collating money received Who will collect money at the door Who will arrange float? (tin for money required) 8 Is RSVP required: If catering RSVP is essential RSVP is a great idea for any event in order to have commitment from attendees 9 Is access required to venue or items associated with event? Fund Raiser / Social $ $ $ $ $ $ $ $ $. Contact Person:.... Contact No Date Rqd by:. / / Printed: 24/05/2008 Page 4 of 7

5 BBQ Parish Centre School Staffroom Church Tuckshop Lighting Is Alcohol involved? Is alcohol appropriate to event BYO To be sold Licence required If to be sold permission sort from Father Who will be responsible for arranging licence? Remember to consider cost of licence prior to committing to selling alcohol Assess licence requirements (eg roped off area and signs) Items to be purchased (quantities decided when numbers known): Beer Wine (red / white) Other Consumables and other needs: Glasses Bottle Opener Corkscrew Teatowels / Chux 11 Set up: How long do we need to set up? What time is set up required? Who is available for set up? 12 Advertising: Who will arrange advertising Printed: 24/05/2008 Page 5 of 7

6 Are promotional posters needed? If yes, who will prepare and distribute these? By when? Clean Up: How many people do we need for clean up? Who is available to clean up? What needs to be done? (remember access issues) Who will take home tablecloths / tea towels for washing and return to the parish centre? 13 Claiming back monies spent: Actual receipts are essential for GST refunds (not just the visa slip) You may deduct your expenses directly from the takings, but you must provide receipts at the time you do this, otherwise you should not deduct any money from the takings until you have spoken to the parish office and filled out and signed the appropriate form for No Receipt Provided A tally of all monies received and expended must be given to the parish office (required by auditor) Put in an envelope noting the event at which the money was raised 13 Always remember: Life is busy - people have a lot of commitments to work around Planning and plenty of advertising are the keys to a successful event - early notice helps ensure a successful event Always consider other parish events we are one community Ask, is there anyone who has run one of these events before that could help with suggestions? See Venue Booking and Advertising document Dispose of Rubbish Take down promotional material See Reconciliation Form Printed: 24/05/2008 Page 6 of 7

7 Notes: Ask the parish office if they have any information on how to run an event of this kind? Printed: 24/05/2008 Page 7 of 7