Planning a successful event

 

Holding a Historical Motor Cycle event can be a fantastic and rewarding way to promote the club and to engage with existing and future members, and with the public.

However, in planning an event there are several things which need to be considered, and the list below may help your event be successful. 

Note: They are in no particular order, and some maybe not applicable to your event.

This is mostly about the static aspects of an event NOT the rides.
 

Weather Conditions:

Rain, wind, or extreme temperatures can deter attendance and damage displays.
What is the predicted weather forecast? In the event of extreme weather what will you do?

Event timing:

Clashing with another event could cause the event to be not as successful.
Are there other events, public holidays, or school holidays happening that need to be considered?

Safety Hazards:

Tripping hazards, unstable displays, or improper setup can lead to accidents.
How will you manage safety hazards?
 

Display:

People often want to touch and get close to machinery and display items.
How will you separate people from items that may cause harm?

Insurance Liability:

Without adequate insurance, you could face significant liability for injuries or damages.
What insurance do you have for this event?

Low Attendance:

Poor marketing could result in low turnout, affecting revenue and engagement.
How will the event be promoted?

Vendor Issues:

Vendors may cancel last minute or not meet expectations, impacting the overall experience.
List the invited vendors and strategies if they do not turn up?

Parking:

Parking can become overwhelming if not planned properly.
How will you manage parking? Consider motorcycles, cars, vans, trailers

Traffic management:

Will the event have an impact on the local traffic?
Will the event impact on the local traffic and if so how is managed? Do you have to inform the Police?

Crowds and people management:

How many people are you expecting?
Do you require and if so have evacuation procedures?

Financial Risks:

Costs for venue rental, permits, and promotional materials can exceed budget, leading to financial loss.
What is the budget for this event, and expected revenue?

Compliance and Permits:

Failing to secure necessary permits can lead to fines or cancellation.
Do you require any permits or licenses? E.g. Do any of the vendors require licenses?

Communication:

Effective communication with interested parties can mitigate many issues.
Do you have to inform the Government, Council, any Emergency groups or the local community about this event?

Security Concerns:

Theft or vandalism of motorcycles or equipment can pose a significant risk.
How will the site be secured?

Health Risks:

In light of ongoing health concerns, you might face issues related to crowding and hygiene.
Are there toilets available? Have you considered hand sanitizing and drinking water?

Cultural Sensitivity:

Misunderstanding or misrepresenting the history or significance of communities can cause offence.
Are there any cultural issues that need to be considered?

Volunteers:

Reliance on volunteers can be tricky; they may not show up or may need some training.
Do you have enough volunteers and what happens if some do not show up?