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Event resources

The following resources were available to assist community groups organise and promote local Seniors Week events in 2009.

Seniors Week poster 1 (PDF 1.82 kB)
Seniors Week poster 2 (PDF 899 kB)
Seniors Week poster 3 (PDF 911 kB)
Seniors Week poster 4 (PDF 842 kB)
Organisations staging a Seniors Week activity can apply to use the department's Seniors Week graphic (Word 172 kB) on promotional material
Organisations wanting to promote a local event can download and personalise a Seniors Week promotional flyer (Word 135 kB) (Promotional flier.doc)

Media release

Organisations can use this Sample Media Release (Word 32 kB) as a guide when drafting their event-specific media release.

Event organiser’s checklist

Target audience

Based on your targeted guest list and marketing activities, first estimate the number of people you expect to attend the event and then consider the types of people who might come - family groups, seniors, young people, children, people with a disability or other needs.

Inspecting the site - indoor or outdoor venue

Based on the above information, check availability of the following:

proximity of car parking and drop off points to the event site
availability and proximity of disability car parking spots
proximity of toilet facilities, including disability access toilets
requirement for portable toilets, including disability access toilets
entry and exit points
emergency exits
access to power (single and three-phase)
access to water
position and number of available power points
suitable location for stage, podium and/or lectern
safe, easy access for all attendees to the stage (including people with a disability and wheelchairs)
opportunities to display banners and signs
catering facilities
shade cover
waste disposal.

Banners and signs

Liaise with the building management about production and installation of plaque.
Produce banners, lectern sign and directional signage as required.

On-site equipment for indoor or outdoor event

Stage, podium and/or lectern
Side table with water jug and glasses
Marquee cover for presenter/s
Assess requirement for shade cover and seating
Trestle tables and cloths (for catering, registration, displaying promotional material).

Sound system

Small events will require a simple PA system comprising a microphone, stand and one or two speakers suitable for speeches. A portable PA system can be used for this purpose where power is not available. Larger events will require a larger sound system and the services of a sound technician. Remember to conduct a sound check prior to commencement of the event.

Event program

The following items need to be available on site:

contact list for all suppliers
contact list of emergency numbers
two sets of speech notes
multiple copies of the run sheet
name tags, pens and spares (if required)
camera
extension leads, tested and tagged (if required)
gaffa tape to secure cables to the stage or floor for safety or for affixing props
velcro for the lectern sign.

Support staff/suppliers

In addition to the on-site Event Coordinator, and depending on the size, nature and location of the event, any or all of the following staff may be required:

registration desk staff
catering staff
signing interpreters
carers
photographer
security
traffic controllers
first aid officers
cleaning staff.

Risk management for the event

All temporary structures should be installed or erected by qualified suppliers with adequate insurance
Extension leads and cables secured and covered by gaffa tape
Protrusions on steps secured and marked with fluoro tape
Check for frayed carpet and other flooring hazards
Ensure clear walkways
Ensure fire exits free from obstruction
Check location of fire extinguishers.

It is the responsibility of event organisers to comply with any rules and regulations that apply to the staging of their event. Organisers are also advised to assess and develop risk management strategies when planning their event.

Further information on risk management for events is available at http://www.communities.qld.gov.au/department/events/planning/risk.html

Permits and local licences

As rules can differ between councils, event organisers should seek advice on what permits and licences are required by their local council.

For example, permits may be required for the hire of public spaces, catering, erection of tents and marquees or any public activity that involves street closures or impacts on vehicle traffic flows and parking. Workplace, health and safety regulations also need to be considered.

Last reviewed: 17 August 2009