DRAFT - FOR STUDENT ASSESSMENT ONLY

Event Checklist

Event title:

Get Loud.

Host:

Curtin University's Bentley campus

Date:

10/12/16

Time:

11:30AM – 1:30PM

Venue/
Location:

Atkinson Forum, Curtin University, Kent Street, Bentley, Western
Australia.

V.I.P'S:

Ian Callaghan, Representatives from Telethon Speech and Hearing.

Number of
people:

Approx: 1,000

Activity

Responsibility

Due Date

Complete

PLANNING

Establish event planning committee
and select chairperson

Public Relations
Officer

6 months
before event

April
2016.

Determine event Objectives

Event Committee/
Public Relations
Officer

6 months
before event

April
2016.

Determine who the target audience is
for event

Public Relations
Officer/ Marketing

6 months
before event

April
2016.

Decide on a date to hold the event

Event Committee/
Public Relations
Officer

6 months
before event

April
2016.

Place Activation
Department/ PR

5 months
before event

May
2016.

Public Relations
Officer/ University

5 months
before event

May
2016.

PERMITS & INSURANCES
 Lodge application for a temporary
food premises permit (for food
trucks)
 Lodge application for a noise permit
for event.

Check insurances cover public
liability, staff, students and
volunteers.

Curtin University/PR
officer

5 months
before event

May
2016.

Obtain relevant insurances

Curtin University

5 months
before event

May
2016.

DRAFT - FOR STUDENT ASSESSMENT ONLY
BUDGET

Establish and allocate an event
budget

PR Officer/ University
Chief Operating
Officer

5 months
before event

May
2016.

Keep track of all event expenses

Event finances team.

Before/post
event.

AprilNovemb
er 2016.

PROMOTION, PUBLIC RELATIONS &
MEDIA COVERAGE

Establish marketing plan to promote
the event.

Marketing sub
committee

4 months
before event

June
2016.

Determine target media

PR Officer/ Event
planner

4 months
before

June
2016.

Develop Media Kit

PR Officer

4 months
before

June
2016.

Issue media alert/ write media
Release and submit to target media
outlets.

Public Relations
Officer

4 months
before

June
2016.

VENUE/LOCATION

Determine event location/venue

Event Committee/
Public Relations
Officer

4 months
before.

June
2016.

Ensure venue is within close
proximity to public transport.

Curtin University PR
department

4 months
before.

June
2016.

Visit the venue in person to assess
location suitability.

N/A Curtin University
venue.

4 months
before.

June
2016.

Book venue/pay venue deposit

N/A Donated venue.

4 months
before.

June
2016.

SPONSORSHIP

Prepare sponsorship proposal/deals

PR Officer

4 months
before.

June
2016.

Determine potential sponsors

PR Officer

4 months
before.

June
2016.

Post sponsorship proposal to
potential sponsors

PR Officer

4 months
before.

June
2016.

Follow up and confirm participation.

PR Officer

4 months
before.

June
2016.

DRAFT - FOR STUDENT ASSESSMENT ONLY
RISK MANAGEMENT

Develop contingency plan for Wet
Weather

PR Officer/event
management team

3 months
before.

July 2016.

Create a Risk management plan

PR Officer/event
management team

3 months
before.

July 2016.

Book first aid officers

PR Officer.

3 months
before.

July 2016.

Develop Emergency evacuation
procedure

Curtin University/ PR
Officer.

3 months
before.

July 2016.

V.I.P GUESTS & SPEAKERS

Prepare and send V.I.P Guest
invitations

PR Officer

3 months
before

July
2016.

Invite Speakers

PR Officer

3 months
before.

July
2016.

Confirm speakers and V.I.P Guests

PR Officer

3 months
before.

July
2016.

Book and confirm accommodation
and flights for V.I.P Guests and
Speakers if necessary.

PR Officer/Curtin
University.

3 months
before.

July
2016.

PARKING AND TRAFFIC MANAGEMENT

V.I.P Guest and Disabled parking
signage

Signage
subcommittee

2 months
before

August
2016.

Promote public transport as a form of
alternative travel to the event.

PR Officer/event
marketing coordinator

2 months
before

August
2016.

Place Activation
Department Officer
(Talei Howell-Price)

2 months
before.

August
2016.

Hire 6 x chairs

Place Activation
Department Officer
(Talei Howell-Price)

2 months
before.

August
2016.

Hire 6 x trestle tables

Place Activation
Department Officer
(Talei Howell-Price)

2 months
before.

August
2016.

REQUIRED EQUIPMENT
Hire 2x 6 by 6 metre marquees

SECURITY AND EMERGENCY SERVICES

Book security officers for crowd
control and cash security/protection.

PR Officer/Curtin
University

2 months
before.

August
2016.

Notify emergency services of event
(police, fire, ambulance)

Curtin University/PR
Officer

2 months
before.

August
2016.

DRAFT - FOR STUDENT ASSESSMENT ONLY
CATERING/ FOOD & BEVERAGES

Book Food trucks

PR Officer/Curtin/
Place activation
Department University

1 month
before.

Septemb
er 2016.

Purchase
sausages/buns/onions/sauces and
soft drinks cans for sausage sizzle.

Curtin University/Place
activation Department.

1 month
before.

Septemb
er 2016.

Students/volunteers/
Event set up team.

Day of the
event.

12th
October
2016.

6 x chairs to marquees.

Students/volunteers/
Event set up team.

Day of the
event.

12th
October
2016.

6 x trestle tables to marquees.

Students/volunteers/
Event set up team.

Day of the
event.

12th
October
2016.

EQUIPMENT SET UP
Set up of 2x 6 by 6 metre marquees to
house Place Activation Maker Space
activities.

DISTRIBUTION LIST

Name

Title

Landline

Hailey Ross

Media Relations Manager, Public Relations

08 9266 3357

Talei Howell-Price

Place Activation Project Officer, Curtin University

08 9266 3206

Georgina Bouhlas

Events & Media Manager, Telethon Speech and
Hearing

08 9387 9804

Lauren Sydoruk

Media Officer

08 9266 4241

Julia Nicol

Public Relations Director

08 9266 7711

Curtin University, Bentley
WA

Curtin University's Bentley Campus Switchboard.

08 9266 9266