Seniors club event toolkit

What is a community event?

A social gathering or activity which encourage communities to come together in celebration. These include:

• A festival, fair, show, open day or market
• Significant celebration
• Arts or cultural performance
• Support of a cause or annual celebration (for example, Chinese New Year, Ramadan, Diwali, Hanukkah, NAIDOC)

Community events are a fantastic way to:

• bring people together to celebrate common causes
• raise awareness about local issues
• provide opportunities for social connection
• increase community participation.

The important role of events

The direct and indirect impact events have on communities are important in several ways:

• They provide opportunities for participation, volunteering and encourage involvement for all ages.
• They provide social, cultural, economic and environmental development across the municipality.
• They are an important way to create social connection, establish and maintain strong support networks, and provide a place where people can meet with old and new friends alike.
• They raise the profile of different groups or communities.
  They provide opportunities to share and learn about different cultures and traditions.

COVIDSafe events

Visit the Victorian Government COVID website for the latest information about COVIDSafe event requirements.

There are many factors which contribute to a successful and engaging community event. These are covered in more detail below.

Boroondara event permits

If you plan to hold an event on Council land, visit Organise an outdoor event.

You can use this to see if an event needs our approval or permits to proceed. 

For questions about events held on Council land, contact our Events Officer at [email protected] or on (03) 9278 4595.

Project plan

Event aim and objectives

By writing down the aim and objectives of your event, those who are involved are clear on what needs to be achieved and can refer to it during the planning and evaluation stages to stay focused on goals. It also provides a benchmark for review to determine how successful the event was. 

See our templates in the downloads section below which can be used to plan key details including an event’s aim, objectives, key details, activities and logistics.

Planning and organisation

Regardless of the size and complexity of an event, start planning early so that you have time to understand every aspect of the event, its requirements, key deadlines. However, making a project plan is not enough – you must follow the timeline and keep track of the work being done.

Event tasks

A list of event tasks should be detailed in a Task List. Tasks should be allocated to people based on their abilities, as they will be responsible for completing the required work by the due date. Task lists are an important reference document for meetings to help keep track of progress.

View our Planning Tasks Template in the downloads section below. This provides a list of various tasks for an event and allocated to people.

Choosing a venue

When choosing a venue, consider the following:

• Is the event going to be indoors or outdoors?
• How many guests can be accommodated?
• Be clear about what is included in the venue hire fee – do they provide chairs, tables, audiovisual equipment, or will you need to pay for these separately?
• What parking options are there? Will guests have to pay for parking?
• When can access to the venue be obtained? Consider the time needed to set-up the venue before guests arrive – and allow time to pack up and clean after the event
• Are there sufficient toilet facilities onsite, or will they need to be hired?
• The audience you are targeting and whether the venue is accessible for these attendees.

Boroondara has many venues available for hire, such as parks, gardens, sportsgrounds and halls. To find out more, visit Book a space or venue.

Marketing the event

If an event is open to the public, consider avenues which broadly promote the event to reach a wide-ranging audience:

• Use social media 
• Distribute flyers
• List the event on websites, particularly those which have “What’s On” pages 
• With permission, organise posters on shopfronts, offices, local hubs and community spaces 
• Talk to local media, including newspapers and community radio and engage groups who prepare community newsletters, and offer stories and ideas for them to generate publicity for the event.
• Advertise the date of the event as early as possible – even if exact plans are still a work in progress consider sending a ‘Save the Date’ email. 
• Consider inviting other groups to display a poster or share their promotional material (for example, brochures). The benefit is twofold, as it enlivens an event space while also encouraging groups to reciprocate the favour by promoting a group’s event through their own networks.

You can also list the event on our website. Community events in Boroondara are published in our Events Calendar. Find out more at Submit a community event.

Organising committee

Organising a community event can be a big task, so it’s a great idea to have a reliable group of people to form an organising committee. The responsibilities of this committee may include:

• Hold regular meetings and be responsible for organising all aspects of the event
• Define roles and responsibilities, review the skills of committee members, and allocate individual tasks accordingly. This will create structure within the committee and assist in identifying skills shortages. An example of an organising committee and associated responsibilities can be found below:

• Set up a calendar of meetings for the duration of the event program
• Draft a template agenda, nominate a minute taker and initiate a process to follow up on actions following meetings. 

Volunteers and in-kind support

Volunteer recruitment

Recruit enough volunteers to help run the event. Consider requesting support from:

• Boroondara Volunteer Resource Centre (BVRC). The BVRC is our resource centre which actively encourages and supports volunteering through a variety of free services for volunteers and community organisations seeking volunteers. 
• Local service clubs and community groups, including sports clubs and associations. Offering these groups the opportunity to raise money for their organisation by providing a service to the event, such as managing the gates, can be helpful in gaining their support. 
• Local high schools or universities. Volunteer students might want to gain event experience or fundraise for their school or university.

Consider what tasks volunteers can assist with, including budgeting or marketing support, and determine whether these tasks can be conducted in person or remotely.

A task list will help you outline the volunteer roles which may need to be filled. Draft a timeline and roster before a call-out for volunteers. This will also help connect volunteers’ skills and interests with job requirements.

Training

Volunteers will require training to ensure they are well-equipped in their role and the event runs smoothly. Training can be as simple as a briefing with printed handouts regarding their roles and responsibilities. Make sure volunteers are familiar with the event’s emergency plans, communication methods and contacts for the event organisers. 

Retention

One way to keep volunteers returning for an event is to find out what initially motivated them to get involved, and ensure those needs or interests are met. For example, for those who want work experience, connect them with a mentor for skills development, or for those looking for social connection, organise fun volunteer gatherings including lunch events and outings. Remember to thank volunteers, illustrating how their help made a positive difference to an event.

Partnering with other community groups

Partnering with other community groups can be very beneficial for a successful community event. A community partnership can be defined as one or more community organisations, having common goals, agreeing to work together to share and leverage the strengths, resources, talents and knowledge in ways which benefit both the group and the community.

Key factors of partnering

• Find like-minded organisations in the community
• Equally divide tasks, so everyone is clear about their roles and responsibilities
• Intently involving group members to serve a purpose
• Have regular meetings with the group
• Have fun and celebrate together.

Benefits of partnering

• Increased efficiencies by reducing duplication for example both groups not doing same/similar event
• Save money by sharing costs for example venue, entertainment, security and infrastructure
• Expanding networking opportunities and building relationships
• Creating and building awareness of each group's skills and expertise which can be used in  planning and delivering events
• Sharing information and resources - for example using each other's connections can help groups cross promote marketing activities
• Increased opportunities to secure grants and funding if partnering with other community groups can be demonstrated
• Fostering social connection by bringing a cross-section of the community together.

Online tools and websites

To ensure an event is successful, it is crucial to know how many people will be attending. This will ensure sufficient seating and catering for all attendees. The following online suggestions can be used to help plan an event:

• Create an event page on social media
• Use online event websites (often free of charge)
• Set up a dedicated email address and ask people to RSVP. This is a good way to track attendance and other requirements, including dietary and accessibility requirements.

The event budget provides direction and is a vital management tool to achieve the event’s aim and objectives. 

Once an event budget is allocated, our Event Budget Template (available in the downloads section below) can assist in estimated income and expenditure.

• Consider referring to the budget template when obtaining quotes from suppliers and vendors. Write the actual income and expenses in the same template and make sure to stay within budget.
• Be realistic when estimating income and expenses, and remember to plan for GST. Ensure to plan for multiple income streams, including merchandise, fundraising activities, ticketed events, food and beverage stalls and stallholder fees.
• Don’t rely solely on third party funds (for example grants and sponsorship).
• To assist with cash flow, try to organise income including sponsorships, funding and other costs paid early once an event is finalised. Consider setting up bank accounts which allow for two signature authentications, as this allows for easier tracking and reconciliation of finances.
• Ensure the event budget is updated and distributed to the event committee at least one week prior to each meeting. Keeping the committee well-informed of how finances are tracking is critical to an event’s success.
• Add all costs and income in the budget, including in-kind donations. Preparing a budget will also help work out how much things will cost, whether to charge people or whether the event is free of charge.

Funding sources

Many community events benefit from funding and this in turn allows organising groups to subsidise the cost of the event, often making it free for the public to attend. Depending on the nature of an event, a group may be eligible for a community grant. 

Boroondara Community Strengthening Grants

Learn about the City of Boroondara grants program and check eligibility at Community Grants.

Or contact the Community Development Officer at [email protected] or on 9278 4753 for more information.

State Government grants

The Victorian Government offers a range of grants to support Victoria's multicultural and multi-faith communities. Grant programs are run throughout the year, with different application periods. The Multicultural Festivals and Events (MFE) program funds multicultural and multi-faith community groups to hold cultural festivals and events for their local communities. More information can be found at Multicultural Festivals and Events Program.

Fundraising

Sponsorships

Most events can benefit from having sponsors or partners who provide in-kind donations or financial support. Before approaching a potential sponsor, ask what can be offered which would be of value to them, and structure a request for support around that.

For example:

• Consider whether a flyer can be placed in a gift bag to go to participants on the day
• Provide them with free tickets to attend
• Provide reserved seating for their VIPs
• Provide an opportunity to talk to the audience to promote their business
• Publicly recognised, such as “ABC Company is proudly supporting XYZ event”.

Think broadly about the support sponsors could offer, including:

• Donation of prizes
• Placement of promotional material in their office or shopfront
• Promotion of the event via their database, in their newsletters or on their social media

Remember that in a small community, businesses often get asked for support. Consider having different levels of involvement, so they can still get involved, even if a large financial contribution can’t be supported. For example, request a small donation of products and package into a gift for event day as a raffle or door prize.

View our Donation Request Letter Example in the downloads section below to help you write a letter to the potential sponsor, requesting a donation.

Raffles

Raffles are a great way to raise money for an event. It may not always be clear how and where to begin. The following steps provide guidance on organising raffles:

• Check Local Laws and Regulations if they require special licensing or permits
• Set some goals and determine if the raffle is for a charity or the benefit of the club. This will help decide the price of the ticket
• Find suitable raffle prizes which appeal to the audience on event day. Approach local businesses to donate some free products, gift vouchers, etc. Alternatively, find discounted products and make some gift hampers to raffle on the day. 
• Purchase or print raffle tickets. Tickets can be bought from discount stores or other retailers 
• Promote the raffle leading up to the event, informing people there are some great prizes to be won
• Sell tickets on event day
• Hold the draw and celebrate with the winners.

Auctions

An auction is a fundraising method where bidders gather to bid for the various items available on sale. There are two types of auctions – silent auction and live auction. 

A silent auction is an event at which items for sale are displayed for attendees to assess, place bids on, and purchase. However, unlike live auctions, there is no auctioneer present, and participants place their bids silently and anonymously on a bid sheet using a bidding number—hence the name silent auction.

Live auction requires an auctioneer who will engage attendees and encourage guests to call out bids. The role of an auctioneer is to sell objects put up for auction, announce each bid which comes in, manage the overall bidding process and announce the winning bid. An auctioneer can be a person from the group, or a Local Real Estate Agent can be approached to be an auctioneer. In return, the group can provide their business some promotional opportunity at the event.

Around 8 prizes per live auction is a good ball-park to work with. An ideal target is to work to a 3 to 5 minute time allocation for each item. To ensure guests remain interested, keep the auction on schedule and set up a space to display prizes. 

The following steps provide guidance on organising an auction:

1. Decide which type of auction to host- Silent or Live
2. Set a budget and a goal
3. Recruit a team
4. Find auction items
5. Promote your auction
6. Find an auctioneer (if live auction)
7. Set up and execute the auction
8. Thank contributors and track performance

Council regulations for fundraising

A Fundraising Permit may be required if a fundraising event is held on Council land including footpaths, public car parks or roads. Fundraising events include raising funds, attaining pledges or increasing public awareness for:

• national or international charities
• schools
• not-for-profit clubs
• other local charities.

There is no fee for charity fundraising. Applications for a Fundraising Permit should be submitted at least 14 days before an event. Before submitting an application, provide a letter from the charity organisation being represented indicating the group is acting on their behalf.

Find out more at Apply for a fundraising permit.

When planning an event, ensure those involved have the opportunity to fully participate and enjoy the event. Make sure every component of the event is accessible to all participants, no matter their ability. 

Key accessibility and inclusion factors

To ensure the event is accessible and inclusive, consider the following: 

• Begin with an Indigenous Welcome to Country or Acknowledgement of Country.
• Avoid, wherever possible, scheduling conflicts with cultural or religious holidays.
• Creative marketing - think about where to advertise and the language and imagery used.
• Staff the event with a diverse group. This will bring richness and varying points of view to the event. It also sends a message to attendees that the group is invested in diversity. 
• The venue or venues, for the event or project is accessible including accessible parking.
• Outdoor venues are held on areas that are as level as possible with a firm ground surface, and indoor venues have a ramp or elevator access.
• Ensure there is enough seating and personal space for people who may have a disability or use mobility aids, in some cases reserved seating may be required. 
• Catering meets diverse dietary requirements.
• Promotional materials and invitations include an access and inclusion support statement, and organisers are responsive to requests.
• Use an RSVP form to gather attendee needs ahead of time.
• Send an email about accessible transportation options.
• Book an Auslan interpreter if you have attendees who are deaf or hard of hearing and use Auslan to communicate. Venues which use a microphone should have a hearing loop installed for people who use hearing aids, check whether the venue you are using has this available. Remember to include this on the website and marketing materials so that potential attendees are aware of the accessibility aspects which will be provided.
• Consider any likely demand for facilities such as a quiet room for people who may need to access a prayer space, a family room or sensory quiet time space.   
• Promotional and written materials are in plain English and are in fonts and colours that are easy to read, and images reflect diversity.

For advice on how to achieve any of the above points refer to our page on how to Make your event accessible.

Food  

Most inclusive events will provide food based on dietary restrictions to ensure people feel included and have a meal to choose from. Accommodating requirements including Dairy-free, Gluten-free, Halal, Kosher, Vegetarian, Vegan and food allergies ensures dietary and cultural inclusiveness.  

• Provide a variety of meal options and include items that are easy to eat. If there are food trucks, try to ensure there’s a cross-section of foods on offer. 
• Ensure catering staff are briefed and available to assist attendees with serving items where required. 
• Ensure special meals (for example, vegetarian, gluten-free, halal) are clearly labelled and easily accessible. 
• Consider inviting people to inform organisers of any other allergy or dietary preference they may have (for example, include an “Other” category on invites for them to nominate the preference).

Consider contacting ‘food van’ services. These work well for outdoor events as they are fully self-contained and supply the staff and materials required. As event organiser, you will be required to receive proof from the food business that they have submitted a Statement of Trade to us. 

If the preference is to self-cater the event and there is no sale of food, a permit or food safety course will not be required. If, however, there is a fee for entry (or any other type of fee) which goes towards the cost of food, that will be considered a sale and permits will be required.  

Community and volunteer groups do not require a Food Handling Certificate when they are catering for events.

Refer to the checklist on the Boroondara website for organising events on public land. For detailed information on food permit requirements, check if the event complies with food and alcohol regulations.

Risk management is an essential aspect of planning any event. Risk Management is carried out through tools including:

• Risk Management Plan
• Site Plan
• Emergency Management and Evacuation Plan. 

A risk management plan identifies all the potential risks which may arise from holding an event and then lists the steps event organisers will take to reduce or mitigate identified risks. 

Risk Assessment Management Plan   

A Risk Assessment Plan should identify all the hazards that could eventuate, whether environmental, physical, chemical or organisational. 

It should also cover details surrounding an event cancellation procedure. 

Provide details of how the group will manage these situations, including how the group will communicate with all stakeholders and patrons. 

Site Plan  

The Site Plan should detail key aspects of the event including: 

• Entrances and exits, emergency access, site office, fire extinguishers and first aid posts 
• Drinking water locations, emergency vehicle entry points and access routes 
• Accessible paths, fenced off areas, car parks and toilets  
• Activities and amusements
• Food vendors, stalls and marquees
• Generators or power boxes
• An information point and a site for lost children or lost property
• Temporary structures including staging, sound desk and speakers.

Road closures 

Any event which requires roads to be closed needs to gain permission from Council for a Temporary Road Closure. If the road is a main or arterial road, get permission from VicRoads.

If an event will attract a large audience, or if road closures are required, a traffic management plan will be required and submitted to us. 

The following points will need to be considered:

• There needs to be adequate parking or public transport available for attendees including stallholders, entertainers, emergency services, seniors and those with disabilities.
• Provide disabled parking spaces for people with disabilities. These need to be located near the main entry, with wheelchair access to the footpath.
• Identify who will be directing traffic, what roads should be closed, and who will close the roads.

Emergency Management and Evacuation Plan 

An Emergency Management and Evacuation Plan should identify:

• The nearest Emergency Response Providers, with a list of contact details.
• The Emergency Management Team members’ roles and responsibilities and contact numbers.
• The name and contact number of first aid service providers or trained responders, their location on site and communications protocols.
• The number of staff or volunteers on the site.
• Protocols for communicating, managing and actively directing the response to any fire, medical, security and safety-related incidents 
• Evacuation protocols and people responsible, including arrangements for helping seniors, children, and people with a disability. When holding outdoor events consider having sufficient exit gates in locations where people can exit quickly and safely to a designated assembly area.
• Locations of emergency vehicle access points.
• Emergency exits.

View our Risk Management Plan template in the downloads section below.

Insurance

Insurance is a necessary part of risk management. Seek professional advice to ensure the event has adequate public liability insurance cover for spectators, participants, volunteers, officials and the organising committee. Event organisers are legally responsible for the selection of suppliers, set-up of event infrastructure, ensuring sufficient amenities and accessibility, and addressing health and safety issues.

Event day management 

To ensure the event runs smoothly on the day, all involved should have a clear indication of their roles and responsibilities. To do this, the group can hold a briefing meeting and provide an event run sheet, site map, emergency plan, list of event staff and their allocated roles.   

The following should be considered for your event day: 

• Ensure items are prepared for the day. This may include signs, first aid kit and radios.
• Allocate individuals the responsibility of taking photographs or video of the event, which can be circulated and used for promotions after the event.
• If the event is outdoors, consider purchasing bins from local discount retailers to encourage people to dispose of their rubbish responsibly. To find out more about sustainability principles for greener events, view Managing rubbish and waste.
• Think about the end of the event and plan early. Will the group have a lot of things to pack up and take from the venue? Who will be able to assist with that? Who is responsible for removing the rubbish, and how will that be managed?

Feedback

Ask key members or staff to monitor the overall event. Ask them to provide feedback during the event whether there’s anything that could be improved upon:

• If they’re sitting at the back of the room, is the audio too loud or soft?
• Are the bathrooms clean or do they need attention?
• Are there enough tea bags at the beverage station?

It helps to keep track of all the minute details which organisers may overlook on event day. If a feedback form has been created, consider distributing these on chairs or in a prominent location. The feedback form can include the following questions:

• What did you like about the event?
• What can we improve on next time?
• Where did you hear about the event?

View our sample feedback form in the downloads section below.

Analyse the event while it is in progress and absorb the event’s atmosphere. Event day goes by swiftly, particularly for organisers, therefore it is important to reflect upon and acknowledge all the hard work which been invested leading up to the event.

Evaluation

Evaluation of the event, including post event tasks, are important as it helps assess the event once it is finished. Below are suggestions to help review the event:

• Sit and debrief with the organising committee – what went well, what could have been better, and learnings for the next event.
• Send thank you notes to all those who helped make it a success.
• Pay final invoices and balance the budget.
• Write a report or summary of the event – while the event is still at the forefront of mind, it will help capture key elements, including what worked and what didn’t.
• Share photos and outcomes of the event through communication channels including email, local media outlets and social media. Not only is this a great way to engage those who could not attend the event, it helps to reinforce the messages communicated on event day.