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
