How to Organise .......
A frequent requirement of groups is to organise events, and trips and visits using a variety of transport methods. This page provides information, guidance and examples of how this can be done.
How to Organise .......
A frequent requirement of groups is to organise events, and trips and visits using a variety of transport methods. This page provides information, guidance and examples of how this can be done.
General Guidance on Organising Events
Planning the event
1. Consider why you are running the event. Is it for fun – to raise funds – a thank you? Make sure everyone knows and agrees the objectives.
2. Decide the broad parameters, what, when, where, who. Is this a small event just for your group or for all LALG members, or also for the general public?
3. Organise the team.
4. Set the date.
5. Draw up a preliminary budget. You should have an idea of how much you want to charge which will then influence other decisions. LALG members should receive a lower price than members of the public.
6. How many people do you need to make it viable? What is the upper limit to numbers?
7. Find a venue.
Link to the venue section in the guidance
8. Find and engage the person(s) who will provide the entertainment – the quizmaster, dance caller, speaker etc.
9. Decide if you will provide refreshments e.g.
10. If you intend to sell alcohol or provide it as part of the cost of a ticket you may need an alcohol licence.
11. If you wish to play music you need to consider whether you need to pay for a PRS/PPL licence. Your venue may already be registered and the cost will often be part of the hire fee but if not you will usually need ‘TheMusicLicence’.
12. Raffles. Not all venues allow raffles so you should check this. Decide who will:
13. Public Liability and other insurance.
14. Decide how many tickets need to be sold to make the event viable.
15. Have a plan for cancellations.
16. Publicity: Contact LALG publicity for advice. They can help with:
17. Carry out safety checks (also known as risk assessment).
18. When you have determined all the costs you need to draw up a final budget. It is a good idea to include a contingency for unexpected costs or a shortfall in ticket sales.
19. Confirm with the venue and the performer and enter into a contract with them. Make sure you understand when and how you must pay and what cancellation charges may apply.
20. Decide how you will fund any deposits if they are needed before ticket sales. The LALG Treasurer can offer guidance.
21. Keep in contact with the venue, performer and your team so you can check everything is on track and ensure no misunderstandings
On the Day
22. Arrange to collect the keys/have the venue opened so that you have enough time to set up. Have a contact number for emergencies.
23. Check the emergency exits, fire extinguishers, first aid kit, position of toilets and other public facilities. Evacuation procedures/assembly point should be given by the venue. Announce this at the start of the event.
24. Registration. The ticket manager (and team) should:
25. Have an agreed chair to open the event, give notices, keep things on track, close and thank the participants and organisers.
26. If you have ordered outside catering have an agreed time and place for delivery and a contact number in case of emergency.
27. Agree how any money collected will be handled and subsequently accounted for.
28. At the end:
29. Thank those who have helped make the event a success.
30. And remember - if something does go wrong then nobody has probably noticed – only you knew what was supposed to happen, everyone else just came along and had a lovely time!
Discover Letchworth (formerly the Tourist Information Centre) on Broadway next to Morrisons provides a free and highly competent Booking Office service. They can either sell tickets for you or collect names of people interested in a trip. Please help staff by approaching them in good time.
Selling tickets
Collecting Names
If you are using Discover Letchworth to collect names of people potentially interested in an activity:
How to Organise an Event with a Speaker
This guidance gives advice on the things you should consider when organising an event with a speaker. Click here for general guidance on how to organise an event.
How to organise a coach trip or holiday
Coach Hire
Groups wishing to hire a coach for an excursion should make the necessary arrangements themselves. There are some experienced tour leaders in LALG who may be contacted for advice via the Secretary, including about which operators are recommended.
How to Organise a trip by Public Transport including a guided tour
As people pay a fee to join LALG their membership should offer benefits.
When organising an event you might:
Setting up a visit with a tour
Planning the route
On the day
How to Organise a Quiz
This guidance gives advice on the things you should consider when organising an event with a quiz. Click here for general guidance on organising events