Getting Started - Establish Aims and Objectives

You may wish to hold an event but are not entirely sure where to start. Firstly, you must establish clear aims and objectives before launching into your preparations (eg what do you wish to achieve by staging an event?). Without clear aims and objectives, your project will have no real purpose or strategic direction and is unlikely to be the success you hoped for.

When identifying your aims and objectives, you may want to consider some key questions to assist you:

• What is the purpose of the event?
• Who is the event for and why do they need it?
• Do you need to make a financial gain?
• Do you need to create and improve community spirit?

Once you have established your aims and objectives, you then need to consider the following issues:

How are you most likely to meet your objectives?

What would be the best type of event to organise to ensure objectives are met?

What level should the event be pitched at (local, country, regional or national)?

When will be the best time for the event to be held?

• Are the dates and times for the event appropriate?

• Are there any competing or conflicting events on the calendar?
• Will your event clash with any others (locally and nationally)?
• Is there enough planning time?
• How long will the event last?

Where is the most suitable venue?

• What facilities do you require for your event?
• Which venue(s) have those facilities?
• Can the venue(s) accommodate the participants, spectators and guests?
• Does the venue have adequate facilities for people with disabilities?
• Is that venue available?
• What is the cost of the venue?
• Is the cost prohibitive?
• What/where are the alternative venues?
• Is sponsorship required to fund venue hire?

Who are the key people required to organise and run the event?

• What areas of expertise do you need to tap into?
• Which people within your club have these specific areas of expertise?
• Do you need to recruit people from outside the club?
• Are the key people needed available?
• Do you need to organise secondments or cover for event organisers?
• Do you need more volunteers?

Remember to make sure you give everyone who might want to participate or volunteer in your event the opportunity to do so.

Source: runningsports - Quick Guides - Managing Events