How can you organise a voluntary event?

Community and voluntary events can be a great way of getting lots of different people to play an active role in their community, but it is important to know what you need to do if you take the helm and want to organise a successful event.

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The Planning Stage

This is vital and should involve deciding on everything, from what you want the event to achieve to what licences or permisions you might need. You will always need to think about safety aspects, workload and what your budget will be.

Have a clear idea of how big you want the event to be, who you want to attract and the different jobs which will need to be allocated to make it all happen, such as printing tickets, organising food or booking entertainment.

Share the Workload

Encourage people to get involved in the planning stage as well as the main event and don’t be afraid to delegate. If you’re planning a big event, split your core team into groups with a ‘leader’ in each one and give them a task, such as contacting a company such as to organise basic DBS checks, another sourcing licences and permissions and another could concentrate on booking acts or ordering food.

You can find out more about the licences and permisions you might need for an event by looking at the Citizens Advice website, while you can learn about a basic DBS check on the government website.

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More Practical Issues

As well as organising all the ‘fun’ things that are likely to make your event attractive, don’t forget to consider things like common sense safety, insurance and access issues.

You will become responsible for everyone’s safety at the event, including visitors and volunteers, and you’ll need to make sure that any publicity tells people how they can get to it and whether they can take public transport or use their car.

You also need to think about the weather if you’re planning to hold an event outside, and have a contingency plan or at least some shelter if it turns out to be particularly hot, cold or wet.

Other plans include making sure that cars won’t get stuck in mud, seeing you have minimised the risk of flooding and that you have taken necessary steps to ensure adequate access to the site.

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