How to Steward an Event - Part 1; Basic Terms, and Planning

I like to have 6 months lead time to an event - this gives plenty of time to book your venue (6 months is often the notice you need to give to ensure you get the date you want) and to ensure that everything is ready.

The basic list you should look at is:

1. Venue - where is it, how much does it cost, what will you have to provide, what is forbidden. Don't forget to check with fire authorities, and local councils re their regulations.

2. Facilities - what will you need to hire/borrow? Will people need to bring their own drinking water? Will you have to hire/dig latrines?

3. Other events - what other events are happening round that time that you know of (eg: is there something that happens at that time every year that you will be competing against?)

4. Theme/Reason - why are you running it? Is it a newcomers weekend, where newcomers can learn about your group, or is it to celebrate something?

5. Catering - are you going to cater all or part of the event? Can people bring their own food, even if it is catered? What is your food budget for the event (worked out per head)?

6. Access - do people know where it is? Will you need to do a map? Is there vehicle parking close by? Are there shops close by?

7. Can you forsee any problems that will occur? If so, then act now to get a fix in place - if they are obvious at this stage, then there is no excuse for you not having a fix.

8. Start assembling your team

9. Start thinking of how you will promote the event. A catchy event name can do a lot to get bods at your event.

10. Will you have VIP's at the event? Who are they, and how many are there (they usually attend free). Make a list. Keep freebies to a minimum (more on this later).

In the next article, I will look at how you can choose your venue, and what you should be looking for in a good venue.

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