Event Planning: Venue and Site Facilities
Choose your venue carefully depending on the size of the event you are planning. You should consider equipment and the number of people you plan to attract.
Have a think about
- How many people are likely to attend – research similar events? Is the site big enough to accommodate everyone comfortably?
- Are there enough exits to get everyone out in an emergency?
- Are there any features that might impact on the event? E.g. ditches, banks, trees, overhead cables, gradients, ponds, rivers, sub stations, ground conditions etc.
- Can you get any vehicles you need on and off the site without causing any damage or getting stuck?
- If the event takes place in the evening is there adequate lighting?
- Is it going to be accessible to everyone?
- What will be the effect on parking in the surrounding area?
- What are the timings for the event, particularly if the site is in a residential area?
- Carry out a site visit and draw everything you need onto a site plan. It makes it easier to visualise and explain to others.
- If it is taking place on DDC land or property you must apply to us.
Look at the facilities at your venue
- Toilet provision
- Waste & Recycling facilities
- Electricity supply
- Water supply
- Fencing required
- Parking facilities
- Public transport
Decide if you need anything else to cater for the audience you hope to attract, but please remember that anything you hire will become your responsibility once it is on site and must be covered by your insurance. You need to think about these aspects early on so that you can arrange for services to be provided.
Small, Medium & Large Events
It is best to decide as soon as you can on the venue/area to use, the size of the event, its contents and the date and time it will happen. The sooner you have an outline of these points, the sooner you can start organising! But, make sure you give yourself time. Bear in mind that licensing applications can take up to three months if needed and you need to be able to publicise the event well for it to be a success!
For any size event, please consider the following:
- Do you have an idea in place?
- Who are your target audience?
- Have you spoken to people to find out if they would be interested in your event?
- What type of event do you want to hold?
- Can anyone attend?
- Are there lots of different components to the event, making it complex to organise?
- Are professional/skilled organisers required?
- Is there anyone not involved in the event that might be adversely affected or put at risk by the event itself or its wider effects (e.g. parking, those requiring regular medical attention, etc.)?
- What external publicity would be needed (such as newspaper ads, flyers, posters etc.)?
- Public liability insurance is mandatory! Are there any other insurance you would need?
- Closure of major roads/bus routes/through routes – remember to apply for this at least 12 weeks prior to the event.
- What will be happening at the event? Do you have a timeframe for the events and its activities?
- What is your budget? Is it realistic? Have you had quotes to get the best prices?
- Who else is involved in your event? Organisations? Volunteers?
- Do you have an organising committee? Do you need one?
- Land hire is necessary if the event is to be held on DDC owned land.
- Are you using public or private land?
- Do you want to charge, or let admission be free? If you are charging for the event - will this be on the gate or by pre-sold ticket?