Community events are a great way to bring people together, enhance community engagement, and build stronger relationships. However, organising successful events can be challenging, especially if you are not sure where to start.

I am Mike Deegan. I have over 25 years experience of writing successful funding bids and developing thriving community & environmental projects that can really help support your organisation. My expertise working for a charity, being a parish councillor and delivering local community projects means that I fully understand how smaller bodies and organisations operate.

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Establish your Goals and Objectives

Before planning any event, it's essential to establish your goals and objectives. Goals are the broad outcomes you intend to achieve, such as enhancing community engagement. On the other hand, objectives are the specific actions or targets you need to take to achieve your goals. Without clear goals and objectives, you might run events without evaluating whether they are achieving the desired outcomes.

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Establish the Target Audience

Once you have established your goals and objectives, consider the nature of your target audience. Determine the expected number of attendees and the type of people you want to attract. It could be older residents, specific ethnic groups, young families and children, or tourists and visitors. Also, consider any limitations or barriers to engagement. Some target groups, such as teenagers, might be hard to engage, while others might face higher rates of isolation or language barriers.

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Types of Events

There are various types of indoor and outdoor community events that require different approaches and planning. It is worth doing some research to pick up tips and ideas - check out out blog on 21 ideas for organising memorable community events.

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Planning and Preparation

The most important consideration in organising community events is to plan ahead. Preparation is always essential, and it helps to run through your planning stages repeatedly. Give yourself enough time to plan and organise everything. Use an event timeline to help you stay on track.

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Budget

Budget is a crucial consideration when organising community events. It is essential to establish a realistic budget that covers all potential costs, including contingencies for unpredicted expenses. Underestimating costs can lead to running out of money, which can have severe consequences, especially at the last minute. In some cases, the council may cover some costs, while others can be absorbed by volunteers.

However, some events require additional funding, which can come from entrance fees, funding or sponsorship, voluntary donations, event activities and entertainment, and charging vendors (such as stallholders and suppliers).

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Date and Time

It's important to choose the right date and time for an event. Consider the availability of third-party providers, such as caterers, vendors, and entertainers, as well as volunteers. Contact specific suppliers as early as possible to ensure their availability. You'll also want to avoid clashes with similar events and busy periods, such as school holidays, which can also help maximise attendance.

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Venue and Location

Once you have the date a time in place, you can do some research on venues and location. While most councils have limited venue options, it is still essential to consider factors such as site layout, space, and accessibility. Creating a basic event plan that shows key features and activity locations can help identify suitable venues. The venue should be of a suitable size for all planned activities with ample space for visitors to move freely around. The route to exits should be unobstructed, especially for indoor venues that have furniture stalls. Facilities and equipment such as toilets, water, and electricity should also be considered.

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Obtaining Licenses and Permissions

Obtaining licenses and permissions for your event is also an important step that should be taken care of early on. Regulations for your venue can vary, so it's important to find out about any necessary licenses or permissions as soon as possible. It can take months for some licenses to be granted, so it's best to start the process early to avoid any last-minute complications.

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Equal Access

Equal access for all is something that is often overlooked when organising events. Arrangements should be made to ensure that disabled visitors have adequate facilities, including parking, toilets, and specific viewing areas where they can safely enjoy the events. Transport links could also be considered, especially for remote outdoor events.

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Sustainability and Keeping Things Local

Most councils are already good at supporting local businesses when hiring or purchasing equipment and services. Encourage the use of local food and drink and try to think green if possible. When contacting potential vendors or providers, ask if they have any sustainable practices in place and if they use environmentally friendly products.

Try to avoid bottled water and single-use items such as plastic cups, glasses, plates, and cutlery. Encourage the use of group transportation or shuttle buses to transport more people at once, which can deter individual cars or parking issues. Hold events that are easy to access by public transport, walking, or cycling.

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Booking and Confirming Details

The next step in organising a community event is to book the venue and confirm all the necessary details. It's important to ensure that you have the venue secured and that you have enough time to double-check all the details, such as access for setting up and tearing down equipment. If you're working with vendors, entertainers, or other creators, it's important to confirm their availability and the equipment they will be providing.

Once you're satisfied with the details and availability of your suppliers, confirm all bookings in writing. This includes sending confirmation to all suppliers and contractors with clear details about what's expected of them, when to arrive, set up, and remove equipment.

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Developing a Marketing Plan

Once all the details have been confirmed, you then need to think about how you are going to attract people to your event - developing a marketing plan is a great way to do this. A catchy and relevant name or title for your event can help attract more people, and it's important to include all essential information on your promotional materials, such as the basic details of the event, including the what, where, who, and when.

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Utilise Social Media and Traditional Media Outlets

Social media platforms like Facebook, Twitter and Instagram are great ways to reach your target audience quickly and at no cost. However, it's important to remember that different age groups use different platforms, so it's worth researching which ones your target demographic is most active on.

A website is still a useful tool for providing more detailed information about the event and keeping it updated with new information. Many local councils are now utilising their own websites to promote community activities and events.

And don't forget about those traditional media outlets like local newspapers and radio stations. Press coverage can be a great way to promote your event and build awareness.

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Need tailor made advice?

I am available for consulting projects on these topics

• Grant funding
• Project management – including Procurement and Consultation
• Training and Facilitation

Email me michael@mikedeeganconsulting.co.uk and visit https://www.mikedeeganconsulting.co.uk

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Watch me talk about Grant funding here.

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