Thursday, 29th June 2023

Guide to Event Planning: Part 1

Plan 8-12 months ahead

Event planners often face moments of mental blankness and overwhelm due to the complexity of events and the numerous tasks involved within limited time. Each event presents unique challenges, making it impossible to have a universal checklist. However, having a planning guide and timeline as a starting point proves beneficial. This tool serves as a convenient reminder of crucial considerations. We rely on this tool for every new public event we plan, ensuring that all vital aspects are taken into account. So, let’s get started and make sure nothing important is overlooked!

Start early to improve event readiness. Be proactive in addressing and resolving issues that arise. Some events need 12+ months of preparation (more for large-scale ones), but it’s still possible to organize a successful event with less time.

Establish your event goals and objectives.

  • Did you want to raise money or awareness?
  • Are you fulfilling a company objective by holding the event?
  • How many attendees are you hoping to get?

Select and confirm a date with the Venue.

  • This is when you need to contact us at Seaworks. Is the selected date a non-negotiable date or can you adjust the date to respond to venue availability?
  • Research other events or activity on that same date. Arrange a site visit and ensure that the venue is suitable for your needs and is also suitable for the venue.

Confirm the Venue

  • Let’s not mess around here. Without a venue you don’t have an event. Considering how many events are going on, especially during the warmer months, you will need to lock this in and an confirm with a deposit.
  • A venue cannot hold or pencil in dates for ever.
  • LOCK IT as soon as you can to avoid disappointment. Get in contact with Seaworks as soon as you can

Develop an event masterplan.

  • This checklist is your first step to creating an event master plan. Ironing out every detail will help ensure you don’t miss a thing.


  • Check if there are grants that could help put the event on. A good place to start is with the local council – For us it’s Hobsons Bay City Council or State Government agencies.

Get Quotes For Your Event

  • Start enquiring with event suppliers about the potential cost of equipment, furniture, event services and other elements such as event styling and entertainment.

Consult with the Community

  • Will your event have a positive or negative impact on the local community. For example will there be traffic issues, noise concerns etc. Or from the other end, how can local traders get involved.
  • A Great example of this is the Elvis Exhibition in Bendigo where the entire City got in on the act with Elvis themed menus, film nights, and street performers which expanded the event outside of the gallery. It was a win, win for everyone.

Permits and Approvals

  • This takes time. DON’T LEAVE IT TOP THE LAST MINUTE. Check and double check what kind of event permits and approvals will you require?
  • Research the requirements right at the beginning so you know what to plan for, and can develop the details of your event accordingly.

Event Brief

  • Complete your first phase of planning by populating your Event Brief with your event objectives and format ideas.