Event organiser checklist

What do you wish to achieve with the event?

Are the preconditions at the level required by the event, or are changes needed?

What is the event concept?

How does the event stand out from similar events?

Who are the parties involved in the organisation of the event?

What kind of collaboration can be done with the City or region? How does the City/region benefit from the event, and how can it take advantage of the event?

What are the other partnerships required for the event? Has their commitment and interest been ensured?

What other events are planned for the locality at the same time? Do they compete with your event?

What are the benefits/risks/requirements/critical aspects of the event?

Does the event have regional and community support?

What responsibilities and obligations does the event bring?

What are your realistic possibilities of organising a successful event, and do you have the required resources? What kind of resources?

Is the timing of the event right?

Who/which organisation makes and signs the required contracts and agreements and assumes legal responsibility for organising the event?

Are the responsibilities and obligations related to the organisation of the event clearly stated in the contracts?

Is the distribution of costs to different parties clearly described in the contracts?

Who has the final say about the organisation of the event?

Who are the main contractual partners for the event? What are the necessary agreements that must be ensured?

What other key agreements affect the outcome and success of the event (conditions, insurance, marketing, sponsors)?

Who prepares and negotiates draft agreements (international sport association, event organiser, the City)?

How are disputes resolved?

Who owns the commercial property rights to the event (image, logo, brand)? Can the organiser exercise these rights, or conclude its own agreements?

What is the timetable for preparing the budget?

Are all obligations included in the contracts known and taken into account in the budget?

Are budgeted figures attainable? How?

Is there a clear decision on who will be responsible for the budget and who controls the cash flow?

Is budgeting correctly scheduled? What are the timetables for income (grants, advance payments, etc.) and for paying different items of expenditure?

Are there plans in place for what to do if the budget is exceeded?

Who will cover potential losses? Are there any reserves for unexpected expenses?

Is there a written agreement between the parties on the possible distribution of profits?

Are there any opportunities for generating financial savings in taking environmental issues into account?

What is the target audience of the event?

How many are expected to attend?

How many are expected to participate?

What kind of conditions does the event require?

Are the necessary services and the conditions they require available in a cost-effective manner?

Does the event organisation have the opportunity to improve the facilities themselves where needed?

How will the traffic arrangements of the event be organised?

Can noise generated by the event be reduced by internal arrangements?

What special expertise is needed to organise the event?

What kind of organisational structure is needed? How long should the organisation exist?

What kind of management structure is needed for the efficient implementation of the event?

How are the different beneficiaries represented in the organisation?

Is a hired Secretary-General or CEO needed? What about other important positions?

Who will be responsible for the recruitment and orientation in the organisation?

Who will act as an intermediary between the employed staff, other staff, and volunteers? What compensation is offered to non-paid staff (part-time, volunteers)?

How is project staff performance monitored and with what resources?

Where will the project staff of the event be located (facilities, equipment, etc.)?

What are the ways to react if things do not go as planned?

Who is responsible for food, waste, noise and other environmental matters at the event?

Has a clear internal and external communication plan and system been prepared?

Are the objectives clear to all parties?

Have the values and general messages been decided together to communicate the essential aspects of the arrangements?

Who will be responsible for contacts with the most important parties (federation, clubs, the State, municipality, the City) and other stakeholders to the project?

Who will be responsible for communications with the authorities and coordination?

Who will answer for media relations?

What are the possibilities of using media (television, internet, social media, radio, print, etc.)?

Is there a risk communication plan in place?

Who are the official spokespersons for the project?

How much are the event sponsors involved in communication?

How does the city/municipality utilise visibility from the event in communication?

How is the event visible on the streets of the entire city/municipality? What kind of visibility does the event offer in Finland or abroad?

What kind of training has been planned for the event staff/volunteers to ensure the quality of internal and external communications?

How many volunteers are needed to successfully produce the event?

What types of skills and competences are needed from different volunteers?

When will the recruitment of volunteers begin and which channels will be used?

What motivation methods are available to engage volunteers?

What are the legal obligations resulting from the employment of volunteers (e.g. insurance, taxation of clothing, etc.)?

At what stage of the project are volunteers actively needed?

How are volunteers trained?

What experiences can be utilised, for example, to reduce the number of ‘no shows’?

What can be offered to the team of volunteers after the event? Is it possible to use the same group of volunteers in similar tasks?

What are the main markets and target groups for the event?

What profits do you think your event will generate?

What is your overall marketing strategy?

Are sponsorships additional revenue for the event or a way of balancing the budget?

Would the use of a commercial operator weaken/confirm the future revenue stream of your event?

How does event sponsoring affect the general sponsorship situation?

What are the main competing events for the event, both for sponsors and for the audience and event participants?

Have you utilised all forms of the media?

What and how extensive media coverage (TV, internet, printed media, radio) can you get?

Have you contacted both national and international media?

How will the productisation and marketing of the event be achieved through profiling?

What is the image of the event concept and how will it be kept up at all levels?

How is the image of the event actively maintained and constructed? Who will be in charge of this?

How does the event go public and does the promotion and public relations work in close collaboration with the event’s marketing and other communications?

How will your sponsors help raise awareness of the event?

Have you chosen the right figurehead for your event?

What is the environmental image of the event?

Is separate transport to the venue needed for participants/public/media, etc.?

Are exceptional traffic arrangements needed for the event? What kind?

Is a designated route/area required for the event? Why?

How is parking organised during the event?

Is there a designated person in charge for logistics?

Are participants expected to stay in the area overnight? How many nights?

Is the audience expected to stay in the area overnight? How many nights?

What is the required accommodation capacity for the participants?

What is the required accommodation capacity for the audience?

Who are responsible for the safety and security of the event?

Is there a safety plan for the event?

Is there a crisis management plan for the event?

Which party will be in charge of safety and security arrangements?

Are there people attending the event who need special attention in terms of safety?

How many tickets are available for sale?

How are tickets sold? Who will be in charge of ticket sales?

Are tickets sold before the event/at the door?

Are there any conditions attached to ticket sales?

Does the event have special target groups/discount tickets?

Does the event have merchandise for sale? What kind?

Does the event have its own hospitality services? What kind? For whom?

Are hospitality services available throughout the event, or to a limited extent?

Who will be in charge of the event’s hospitality services?

Is the local expertise utilised in the provision of hospitality services?

Has the event organiser previously been in charge of organising a corresponding event?

What kind of educational background does the event organisation have?

Who will be in charge of content creation for the event?

Who is the principal responsible producer of the event?

Is the event type/content familiar?

What kind of connections does the event organiser have to various event stakeholders, umbrella organisations, main sponsors, etc.?

Has environmental management been utilised in the marketing and image of the event?

Does the event have a designated environmental officer who takes care of the event’s food, waste management, and noise issues?

Has wastewater treatment been properly managed?

Have environmental issues been taken into account in the procurement of the event?

Do catering services provide vegetarian and local food?

Does the event have a waste management plan? (Mandatory for events of more than 5,000 visitors.)

Does the event have an environmental plan or programme?

Can sorting advisers be used in the event?

Can reusable or decomposable containers and packaging be used?

Has the organisation been instructed on the separation of waste?

Has renewable electricity been bought for the event?

Has the organisation been instructed to turn off unnecessary devices outside the actual event time?

Can the event be reached smoothly by walking, cycling, or public transport?

Is there enough parking space for bikes outside the event area?

Have the attendees been informed about public transport connections on the event website, for example?

If the event is held in a “sensitive” environment, should the routes to the event area be marked?

Are event materials made available in electronic form?