Event Management Plan Template and Guidance Notes - Event Management Plan - St Helens Borough Council (STHBC)

Sep 12, 2026

Upload by Levi

Event Management Plan Template and Guidance Notes provides structured support for event organisers planning events in the St Helens Borough Council (STHBC) area. It outlines a pre-planning framework covering why, what, where, when and who, and prompts the creation of an event overview for an executive summary. It includes sections to complete detailed planning and contact information, including key event management contacts with roles, responsibilities and communication details, plus additional key contacts for suppliers, authorities and artists.

LanguageEnglish

CategoryForms

FormatPDF

Pages16

Reading Time6 min

AccessFree to download

Event management

Pre-Planning

Event overview

Key event management contacts

Key event contacts – other

BLANK EVENT MANAGEMENT PLAN TEMPLATE (STHBC) Event Management Plan Template and Guidance Notes | Event Name | | | --- | --- | | Event Location | | | Event Date | | | Organisation | | | Document last updated | | Disclaimer This document is intended to be used as guidance only and no responsibility will be accepted on behalf of St Helens Borough Council for any omissions or mistakes. The responsibility for managing any event always remains with the event organiser. For further information on event safety please refer to the Event Safety pages of the Health and Safety Executive website which can be found at [https://www.hse.gov.uk/event-safety/index.htm](https://www.hse.gov.uk/event-safety/index.htm). Document in 20flow chart 2.docx Page 1 The purpose of this document is to provide broad guidance notes for event organisers planning to hold an event in the St Helens Borough Council (STHBC) area. The document also provides sections that should be completed to help you develop a detailed Event Management Plan (EMP) . It is recommended that you complete all sections. After all sections have been addressed you will have an outline EMP for your event. Remember to delete all the guidance text once you have completed the template. 1. Event management 1.1. Pre-Planning The success of any event is always dependent upon adequate pre planning and it is essential that you allow enough lead-time to ensure that your event is a success. By addressing the why, what, where, when and who early in your planning process, it will help you to make informed decisions during the event planning process. 􀂾 Why – it really is worth asking this question at the very beginning, sometimes you may find that the answer is not immediately obvious. By addressing the why, it will help your organising committee establish the core values of your event. Establishing the core values will help you design your event and develop the ‘who’ and therefore ‘what’ elements you should include as part of your event programme. 􀂾 What – you need to decide what it is that you will present at your event. Your core values will provide direction here. Knowing who your target audience is will help you identify what elements should be at your event. Try to put yourself in the shoes of someone from your target audience, what are their interests, what will attract and excite them at your event. 􀂾 Where – some things that should be considered when deciding on your event venue include site area, access, community impact, transport, car parking, ground conditions and existing facilities such as toilets. It is also worth considering your venue in terms of your target audience, is the location accessible to your main target audience? 􀂾 When – consider your event date in terms of some of the following: other events, day of the week, do your opening times suit your audience and the likely weather conditions at that time of the year. 􀂾 Who – this is one of the most important points to consider in your pre planning process. Identifying the ‘who’ will come from your ‘why’ and the identification of the core values. Your‘who’ may also mean you need to give special consideration for facilities such as young children, teenagers, the elderly or disabled. 1.2. Event overview Provide a paragraph here that provides an executive summary of the event. Please keep in mind that you are trying to provide someone who knows nothing about your event with as much information as possible in a succinct paragraph or two. 1.3. Key event management contacts Populate the following table with the names, roles, responsibilities, and contact details of the key people involved in organising your event. Document in 20flow chart 2.docx2 Page 2 Any event should always have one person who is ultimately responsible for all aspects of the event. Depending on the nature and scale of the event a number of other people will have key tasks and responsibilities allocated to them but will re

FAQs

What is the purpose of this Event Management Plan template?

It provides guidance for event organisers planning an event in the STHBC area, including sections to complete so a detailed Event Management Plan can be developed.

What should you address during pre-planning?

Pre-planning should cover why, what, where, when and who, helping the organiser make informed decisions and define core values, audience needs, venue considerations and timing.

Who should be listed under key event management contacts?

The organiser should populate contacts for roles such as Event Manager, Production, Volunteer Coordinator and Health & Safety, including responsibilities and preferred contact and radio channel details where applicable.

Sep 12, 2026

Upload by Levi