Planning and organising events

Whatever event you are running, planning an event generally involves similar basic tasks and things you need to think about. Getting an idea to become a successful reality can be hard work, and there are common mistakes which it is easy to avoid. This section contains a range of tips and information to help you to plan and run a successful event.

Thanks to funding from the Big Lottery, all the information in this section has been updated and improved, and is now available as a printed information pack, “Organising a Community Event”. Copies are available in the Centre.

The Resource Centre also has lots of equipment available to hire that you may find useful for your event. Whether it’s a meeting, summer fête or social evening, we may have something you need available at low cost to community groups in Sussex. See our Equipment section for details of our full range.

  • Days out in Sussex for community groups

    It is lovely to go on a day trip with your group, but the cost of transport and entry to attractions can make it difficult.

  • Event planning checklist

    However big or small your event is going to be, planning it will follow the same general pattern – and include some common pitfalls!

  • Health and Safety

    This is an introduction to health and safety for community groups run by volunteers, that don’t have any employees or control any premises.  It includes tips and ideas for keeping people well and safe at your events and activities, information on how and why to write a health and safety policy, and some sample policies.

  • Licensing and regulations for events

    Basic information about whether you need to register or apply for a licence for your event

  • Local media contacts

    Media contacts in Brighton and Hove that are useful for community groups.

  • Managing money at an event

    Tips to help keep track of your group’s cash when you’re running an event or stall

  • Monitoring and Evaluation

    Information to help your community group think about what you are aiming to achieve, how to find out if you are succeeding, and how to demonstrate to the outside world that what you are doing is useful.

  • News release

    Tips on writing a news release

  • Organising a public meeting

    Holding a public meeting can be a really good way of building a campaign or getting more people involved in your group.  Here are a few ideas to help you organise a meeting that is interesting, accessible and run smoothly.

  • Photo consent for community groups

    Getting permission to take photos and videos at community events

  • Public Liability

    Information to help you decide whether you need public liability insurance for your events.

  • Risk Assessments

    A simple guide to risk assessments for community groups.

  • Running a crèche

    Information for community groups about providing childcare at a one-off community event.

  • Sample risk assessments

    We provide sample risk assessments for our Bouncy Castle, Balloon Typhoon, Popcorn Machine and Candy Floss Machines. We suggest that you use these to give you ideas when carrying out your own risk assessment. Your risk assessment should be specific to your event and organisation.

The services listed below are not provided by the Resource Centre. These are websites and services we feel are particularly useful for small groups in Brighton & Hove, and which are not easy to find by searching the internet.

Most useful services for local groups

Notes:
An excellent online guide to how to organise a street party, and ideas for activities. Contains advice about everything from applying to close your street to making your own bunting!

Notes:
The Events team have lots of useful information and advice on organising events, especially on public land in Brighton & Hove. They have a Sustainable Events Statement online to download, which includes a clear Risk Assessment section and brief guidance on how to complete it. They have road closure signs that they will hire to you, free of charge. You will need to pay a £50 returnable deposit. However, signs are very limited and are issued on a first come, first served basis. They also have a list of places to hire fencing.

Other services you might find useful