Event management toolkit

Council plays a significant role is supporting events in the Hepburn Shire to be successful, sustainable, and compliant. Running an event requires careful and considerate planning, please undertake the following three initial steps:

  1. Review the Hepburn Shire Council Event Management Guide(DOCX, 234KB)
  2. Use the resources, templates, and forms in the toolkit below to assist with event planning.
  3. Notify Council's Events Officer of your event plans at: events@hepburn.vic.gov.au or 03 5348 2306.

Event Team

1.-Event-Coordinator-Position-Description-2023.docx(DOCX, 98KB)

2.-Volunteer-Briefing-Template-2023.docx(DOCX, 138KB)

3.-Volunteer-Recruitment-Tip-Sheet-2023.docx(DOCX, 479KB)

4.-Volunteer-Roster-Template-2023.xlsx(XLSX, 28KB)

Strategic Planning

1.-Operations-Manual-Template-2023.docx(DOCX, 95KB)

2.-Event-Strategy-Template-2023.docx(DOCX, 79KB)

Event Planning

1.-Executive-Event-Timeline-Template-2023.xlsx(XLSX, 30KB)

2.-12-Month-Meeting-Agenda-Template-2023.xlsx(XLSX, 66KB)

3.-Committee-Structure-Responsibilities-and-Checklist-Template-2023.docx(DOCX, 118KB)

4.-Meeting-Minutes-Template-2023.docx(DOCX, 120KB)

5. Invitation to Hepburn Shire Mayor or Councillors

 

Logistics, Risk and Operations

1. Venues

2. Food 

3. Approvals-Licences-Required-for-Events-2023.docx(DOCX, 120KB)

4. Event-Delivery-Run-Sheet-Template-2023.xlsx(XLSX, 57KB)

5. Event-Management-Plan-Template-2023.docx(DOCX, 132KB)

6. Risk-Management-Plan-Template-2023.docx(DOCX, 170KB)

7. Emergency-Management-Plan-Template.docx(DOCX, 357KB)

Grant Funding

1.-Grant-Funding-Tracker.xlsx(XLSX, 20KB)

2.-Grant-Opportunities-2023.docx(DOCX, 146KB)

Sponsorship

1.-Sponsorship-Tracker-How-To-Guide-2023.docx(DOCX, 320KB)

2.-Sponsorship-Tracker-Template-2023.xlsx(XLSX, 44KB)

3.-Sponsorship-Prospectus-Agreements-Template-2023.docx(DOCX, 132KB)

4.-Mastering-Regional-Event-Sponsorship-2023.docx(DOCX, 154KB)

Finance

1.-Budget-Excel-Template-2023.xlsx(XLSX, 34KB)

2.-How-to-use-the-budget-template-2023.docx(DOCX, 122KB)

Marketing

1.-Ideal-Attendee-Persona-Template-2023.docx(DOCX, 135KB)

2.-Media-Famil-Itinerary-Example-1-2023.docx(DOCX, 337KB)

3.-Media-Famil-Itinerary-Example-2-2023.docx(DOCX, 2MB)

4.-Media-Famil-Itinerary-Example-3-2023.docx(DOCX, 1MB)

5.-Marketing-Action-Plan-Template-2023.docx(DOCX, 490KB)

6.-Marketing-Schedule-and-Social-Media-Content-Plan.xlsx(XLSX, 55KB)

7.-Website-Design-checklist-2023.docx(DOCX, 249KB)

8.-Websites-where-you-can-list-your-event-for-free-2023.docx(DOCX, 121KB)

9. Town Gateway Sign information(DOCX, 71KB)

Environmentally Sustainable Events

1. Sustainable-Event-Checklist-Template-2023.docx(DOCX, 132KB)

2. Single Use Plastics Ban

Accessible Events

Accessible Events Guide

Cultural Awareness

Cultural-Event-Schedule-Update-2023-2.pdf(PDF, 428KB)

DJAARA-Acknowledgement-of-Country-2021-1.pdf(PDF, 496KB)

Post Event Review

1.-Post-Event-Review-Checklist-Template-2023.docx(DOCX, 817KB)

2.-Visitor-Survey-Template-2023.docx(DOCX, 220KB)

3.-Sponsor-Survey-Template-2023.docx(DOCX, 66KB)

4.-Stakeholder-Survey.docx(DOCX, 42KB)

5.-Debrief-Meeting-Agenda.docx(DOCX, 60KB)

6.-Comprehensive-Post-Event-Report.docx(DOCX, 77KB)

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