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Home » Enjoying » Outdoor Events Guidance » Event planning checklist

Event planning checklist

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Follow the steps in the checklist below to make sure that your event is a success.

Stage one - Research and consultation:

  1. Identify suitable areas/locations/routes/activities, consider car parking, toilets, access arrangements etc.
  2. Discuss proposals with all landowners affected by the event.
  3. Discuss proposals with relevant agencies (see Further Information for a list).
  4. Think about timing: will car parks be full and roads/paths very busy with other visitors?
  5. Will your event give a boost to local businesses at a quiet time of year? Weather?
  6. Check if event might clash with other events.
  7. Seek and obtain permission from landowners.


Stage two - Planning and event execution:

  1. Prepare an overall Event Plan.
  2. Health and safety planning (including risk assessments) – make sure you consider everyone who may be affected including spectators and the public.
  3. Arrange insurance.
  4. Ensure other approvals such as licences are in place.
  5. Notify stakeholders and promote event timely Identify how to maximise the enjoyment and benefits from the event to all interested parties.
  6. Recruit helpers, marshals and safety officers.
  7. Brief participants (including advance publicity and information about relevant codes of conduct).
  8. Brief all other relevant parties.


Stage three - Restoration and review:

  1. Remove all checkpoints and other infrastructure.
  2. Clear litter.
  3. Undertake all agreed restoration works.
  4. Seek feedback from participants and interested parties.
  5. Thank and acknowledge all involved or affected.
  6. Produce brief report on benefits, impacts and lessons learned for future occasions and


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