What do your guests need to know?

Give your event a great name. It makes it memorable. Don’t forget to include what type of event it is (arts, health, public speaking etc.) and what activities you will be doing.

What else should you include? Here are some suggestions:

  • If guests have questions, who do they ask for?

  • Would you like them to phone you or email you?

  • Will they book online, book with you directly, or not require a booking?

  • Is your event inclusive? If it has mobility access, nearby disabled toilets or parking, language interpretation (either in person or an online app), caters for neurodivergent guests or has any other feature that encourages inclusiveness, don’t forget to mention that in your information.

  • If your event is held indoors, will COVID restrictions apply? (Check HERE with Department of Health)

What do you need to know?

  • Do you or the venue you are hosting from have the correct insurance cover, or will your guests be asked to sign waivers?

(Please note, waiver forms do not automatically indemnify you of all responsibility. Expert insurance advice should be sought)

  • Do you need a permit? (See Council Guides below)

  • Have you included all logos of businesses and organisations that are hosting this event?

Planning your Event….

If you’ve never organised an event before, it can be a daunting task. But with great planning it is also a fun and rewarding experience.

This checklist includes helpful council links and phone numbers.

The information in this checklist and in the Council Event Planning guides is comprehensive and not all will be relevant to your event. If you need assistance, contact your local council for council related permits or the Tamar Valley Peace Festival program coordinator for festival related advice.

What does the Peace Festival do?

We organise the individual events into a festival held annually across the Tamar Valley. We print the programs, add your event to our website, list it on Facebook and promote and provide information to guests who want to take part in what you are offering.

We assist event organisers with information, helpful contacts and in some cases finding venues.

What don’t we do?

  • We don’t take guest registrations for individual events, sell tickets to your event, organise insurance, permits or funding of individual events. For small events and new organisers we can supply you with information and advice to help you through that process or set up a simple email registration for your guests to contact you.

  • Importantly, we do not charge for organising the festival. We encourage organisers to run free public events whenever possible. If venue hire or material purchases must be recouped, we request organisers ask only a minimum fee or donation to cover out of pocket costs. Please read our Fee Policy for more information.

 

Council Guides:

Launceston City Council -              Phone (03) 6323 3000

Georgetown Council -                    Phone (03) 6382 8800

West Tamar Council -                    Phone (03) 6383 6350 (Beaconsfield)

                                                   Phone (03) 6323 9300 (Riverside)

Meander Valley Council -              Phone: (03) 6393 5300

Northern Midlands Council -        Phone: (03) 6397 7303

Click the relevant link above to go directly to your local council event information webpage.

The power of a great image:

Have you included great images to help promote your event? Did you know that you only have between 3-10 seconds to grab a potential event attendees’ attention on social media? An attention-grabbing picture can work so much better in those fleeting seconds than even a great headline.

All images and logos should be submitted in JPEG format. Line-work logos may be submitted in PNG. format. To help us promote your event it is appreciated if you can supply at least two clear images that demonstrate your event in a medium to high resolution JPEG format. At least one image should be in a landscape orientation. Landscape images are used on Facebook and webpage listings.

Insurance

Public events require public liability insurance. Most public venues have insurance in place, covered by the venue hire. Check if this is included prior to hiring your preferred venue.

If you or the venue do not have the relevant insurance in place, please seek independent advice from a registered insurance agent who will advise you on options.

Permits

If you are hosting an event in a public space and it does not require permanent or temporary equipment or set up (e.g., fencing, security staff, marquee etc.) and it will not be selling food/ drink/ alcohol, it is unlikely you will need a formal permit. However, you should contact your local council directly. Notify them in writing of event details held on council managed property, such as parks, sports grounds, malls and roadways. If you are unsure call your local council for advice.

Formal, council permits and notifications: to hold an event on public property, permit applications may be required several months in advance. Check with your council.

Signage

If you require signage to be displayed on a council managed road, please contact your local council for advice.

Signage displayed on state roads and highways require a permit from the Department of State Growth. Please allow at least 21 days for permit approval.

Extra Information

If there is any other information you need, contact Ally Green (TVPF Program Coordinator) at tamar.peace.festival@gmail.com or text your name and a brief message to 0417 892 884. Please note the Community Coordinator is a limited hour position covered on Mondays and Tuesdays. I will endeavour to respond to requests ASAP.