5. Organising Events
Many Olaves are involved in running events, whether big or small, for Olaves, other members of Guiding or the general public. Below are some general guidelines and tips for organising events. Most states also have specific event guidelines and resources, so Olaves are encouraged to contact their State Olave Program Manager for further information.
“Each Olave Program event I have been involved with has presented different challenges and I am proud of how I handled all of them. I believe the experiences of the past and these challenges will enable me to improve and expand on any events I run in the future.”
Step 1: Set-up
- Have a great idea for an event!
- Find out what approvals or permissions are required to run the event. If in doubt, the State Olave Program Manager can provide assistance.
- Once the event has received the relevant initial permissions or approvals, be clear on what further reporting or permissions are required for the Region Manager, State Olave Program Manager or similar.
- Speak to people who have run these types of events before to learn lessons from them.
Step 2: Planning
- Get together a reliable Event Committee to assist with the planning and running of the event.
- Agree an Action Plan and Timeline (what needs to be done, by whom and when).
- Put together a detailed Budget which includes all income and expenses for the event. As a general rule (but each state may vary), all Guide events must at least break even.
- Complete all required Risk Management documentation.
- Write a Communications Plan to identify how the event will be advertised, how participants will receive communications once they have registered, how communications will be managed during the event, and any reporting that is required.
- In designing posters or collateral for your event, be mindful of the Girl Guides Australia Style Guide.
Step 3: Staging of the event
- Undertake the actions set out in the Action Plan to make the event happen.
- Work within the Budget.
- Move in accordance with the Timeline (adjusting if necessary).
- Manage the risks identified in the Risk Management plan.
- Ensure all relevant people are kept informed of progress, and any issues that may arise, in accordance with the Communications Plan.
Step 4: Close
- Conduct an evaluation of the event and the planning process – identify what went well, and what could have been done better.
- Ensure that all relevant reports are completed and provided to the relevant people.
- Write up an article on your event for a state newsletter, and share photos of the event online.
- Take time to reflect on and celebrate your achievements!
These guidelines have been adapted from the Girl Guides Australia Project Management Process.
“Through the Olave Program I have learnt how to organise and run events successfully. This skill has become very useful as all of my friends seem to be getting married and I am able to support them in planning their weddings!”
Last Modified: 02/09/15 at 2:12 PM