FORT LANGLEY CANOE CLUB
EVENT PLANNING GUIDE
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OC RIVER RUN
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VOYAGEUR BRIGADE DAYS
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GENERAL PLANNING GUIDE
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EVENT PLANNING PROCESS
An event’s planning process may be structured as indicated below:
-Determine goals
-Establish planning time required
-Set date and time of the event
-Generate a timeline
-Set realistic budget
-Establish committees
-Book facilities
-Apply for necessary permits (liquor, road closing, etc.)
-Determine equipment needs
-Recruit volunteers
-Determine fundraising requirements
-Generate a marketing strategy
-Explore sponsorship opportunities
DEVELOPINGYOURTEAM
Once the specific requirements of the event are determined, the next step is to identify the various committees required to execute the event. Not all events will have the same committees, as each event is unique in its requirements. For example:
Accommodation
Food Services -establishes vendor fees, contacts vendors about event and sends a letter or email to confirm details. Maps out locations for vendors with access to power and water
Equipment and Logistics - secures the facilities and equipment for the event; designs the site map for the event and creates a list of equipment needs (ie. Boats, floats, tables, chairs, tents, garbage cans, extension cords, etc.), arranges for equipment to be set up and taken down.
Marketing & Communications - generates communications pieces for the event and distributes them as appropriate
Medal Presentations & Award Ceremonies - offers details on how to organize and stage these presentations; provides creative and logistic details to stage an opening/closing ceremony
Medical Services - ensures well-being of all participants and spectators from a liability standpoint. Organizes first aid facility.
Program/ Entertainment - organizes any additional activities associated with the event
Registration - collects registrations/ tickets and welcomes and organizes the participants
Secretary - maintains contact information for the committee, manages the email distribution list for group communication, attends meetings and takes minutes
Sponsorship & Fundraising - implements a revenue generation stream to your event, stages fundraising events and recruits and services sponsors
Transportation - provides a safe and efficient transportation system for all participants during the event, may include shuttle busses or cars
Treasurer - establishes the budget with the committee, maintains the financial records, collects invoices, pays bills, makes bank deposits
Volunteers - recruits and trains volunteers, calls volunteers to confirm interest and provide additional information
Vendors/ Licensing - communicates directly with vendors and liaisons with appropriate contacts for special permit requirements.
CHECKLISTS& LOGISTICS
Having a checklist of tasks that need to be completed to make the event happen is essential. Here are some examples:
Park & Facilities
-Will Marina Park be closed to the general public?
- Extra washroom maintenance or facilities?
-Will keys be required to access facilities?
-Will extra garbage cans be required?
-Will electrical services be required?
-Will you be providing a post event clean-up crew?
-Will there be tents on site?
-Will fencing be required?
-Will vehicles need access for set up or display purposes?
Activities
-Retail sales?
-Display booths?
-Music?
-Will food be served?
Alcohol
-Is there a Special Event License required?
-Do you have Serving It Right certified servers?
-What will the hours of operation be for this service?
-Beer, wine, coolers? Glass bottles vs. plastic cups?
-Will the alcohol be sold or will it be complementary?
Security/Fire/Ambulance
-Do you require security on site? Overnight?
-Do you require first aid on site? BC Ambulance?
CrowdControl - Security Check List
-Do you require traffic & parking control?
-Have you notified the Fire/Ambulance/Police Departments of the event?
-Do you need a “Lost” station?
Food
-Do you plan to serve food on site?
-Will vendors be selling food?
-Will food be provided at no charge to participants?
-Where will the food be served? Concessions set up?
-Is food being sold and/or homemade?
-Do the food servers have Food-Safe Certificate?
-Are there any requirements for garbage removal, water access?
-Are the food vendors licensed? Do they meet the health requirements?
-Are there any power requirements? Propane tanks?
Parking
-Will parking lot closures be required?
-Will overnight parking be required?
-Do you require volunteers to direct traffic in parking lots?
-Do you need to reserve parking space? Find addition parking space?
Washrooms
-Do you need porta-potties? How many? Wheelchair accessible?
-Access to washrooms? Key?
-When will they be delivered and to where?
-Who will meet the delivery?
Insurance/Permits
-Will vendors/others need to be insured?
-Are you required to insure the event?
-What type of insurance will be required?
-What permits will you need for the event? (ie. road closures, liquor permits, etc.)
-What is the expected number of attendees and average age at the event?
-Are there any high-risk activities? Do you have appropriate approvals?
Volunteers
-Are they covered on the insurance policy?
-Do the volunteers have ID tags? Are they clearly identified as members of the organizing group?
-Have the volunteers been trained on their on roles and responsibilities?
-Do the volunteers need a Criminal Record Check?
Signage
-Visible from the highway?
-Approval is required if the signage is going on a main access road
-Signage at event
-Do your sponsors require recognition via signage?
Publicityofevent
-How is the public being notified of the event?
-Where can calls be directed for more information?
Budget
-Expenditures: All costs incurred by the organizing committee Examples: advertising, signage, porta-potties, parks crew labor-costs to deliver barricades and equipment, decorations, security
-Revenue: What sources of revenue?
-Donations, admission charges, grants, fundraising initiatives, sales
Clean-up
-Volunteers registered for take down of event
-Security checklist
Evaluation
-Event Survey taken during event
-Wrap-up Meeting- evaluation of event by organizers and volunteers
BUDGET
One of the most important steps of planning an event is determining your budget and outlining your revenue sources and costs. Revenue sources may include:
-Fees, admissions, or ticket sales
-Municipal grants (ie. Tournament Incentive Grant)
-Funding from your provincial organization
-Revenues from previous events
-Gifts (in kind) for equipment, product, signage, food, etc.
-Revenues from fundraising events
-Sponsorship from local or provincial organizations
-Sponsorships from local, national, or international businesses/corporations
A well-prepared preliminary budget may include the following cost items:
-Invitations/Promotions
-Accommodations
-Transportation
-Venue rental
-Food and beverage
-Insurance
-License and permit costs
-Utility fees
-Marketing expenses
FUND-RAISING OPTIONS
There are a number of sources of funding available for special events in Langley. The criteria for these funding sources are outlined in the guidelines which are available online. Please visit the following website to view the guidelines and application documents:
VOLUNTEERS
The components of the volunteer management process are:
Planning
Recruitment
Orientation & Training
Support
Recognition - contact volunteers and thank them after the event, letting them know we couldn't do it without them
Evaluation
Before the Event:
Planning - Each event will require two types of volunteers: organizing and general volunteers. Possible volunteer roles include:
-Chairperson
-Marketing & Promotions Coordinator
-Volunteer Coordinator
-Sponsorship Coordinator
-Equipment & Facilities Coordinator
-Logistics Coordinator
-Other (depending on the type of event)
General volunteers are primarily required during the actual event.
Recruitment
Before starting recruitment, it is important to have job descriptions for the different volunteer roles within the directorate. This will provide the Chair and the volunteer with clear direction as to the expectations and requirements of the role. Contact volunteers from previous years as they may wish to participate again, and their experience will be helpful. Acknowledge volunteers as soon as they offer their services, and make sure to keep them informed. Contact each volunteer closer to the event and ensure they are still coming, have all the information they need, and understand their assignment.
A job description should include:
-Title - volunteer's identification
-Purpose - a general statement on what the job is, and why it is necessary
-Responsibilities - list of each duty and responsibility of the job
-Qualifications - skills, knowledge, and attitudes required
-Relationships - who do volunteers report to?
-Time commitment - expectations regarding time demands
-Training - what training will be provided?
MARKETING AND PROMOTION
Some considerations when promoting an event include:
Target Audience:
Who do you want to come to your event? Is the event intended for the community or for a larger audience? Is it a family event? Where should the event be promoted? Is the event local or larger scope? Do you want to promote to the general public, or to invite an elite group?
Timing:
When is the event? When should marketing for the event start? Promoting according to your planned time line is important in establishing the “buzz” around your event. If the event is promoted too soon, the public may forget or may not pay attention, or if the promotions are too close to the event, public may not have enough time to consider the event.
Sponsorship:
Sponsorship is a key component to marketing an event. Having sponsors for any size of event can help fund the event, promote the event, and sponsors can help during the event.
Media Contacts:
Establishing media relations and networking with various agencies and media will ensure that your event in reaching the audience for which it is intended.
MEDIA
When seeking publicity for your event, there are different ways of attracting media. Some of these include:
-Press Release
-Contact the media directly with an event or story
-Media sponsorship
-Paid media advertisements
-Social media
INSURANCE
Insurance for Events Held in Municipal Buildings & Parks – No Liquor
General liability insurance is mandatory for events held in municipal buildings or parks. This coverage protects the insured against damages and defence costs for liability, resulting from bodily harm injury to others or property damage arising out of the activities of the insured. The coverage must include volunteers, directors and the event itself. There are several types of insurance policies available depending on the type of event and logistics involved. Considerations when determining the type of policy required are as follows:
-Suitability of use to venue
-Set up & tear down activities
-Level of physical activity and the potential for bodily injury, collision, or impact
As a condition of being granted permission to host a special event on municipal property, applicants are required to show proof of general liability insurance coverage that meets the following indemnity requirements:
-The event organizer must obtain and provide proof of comprehensive general liability insurance in the amount of two million ($2,000,000) dollars or greater.
-The event organizer’s comprehensive and general liability insurance policy should be endorsed with a provision naming the TOL as an additional insured for all liabilities arising out of the insured’s activities on/or use of municipal streets.
The event organizer will need to have their broker issue a certificate to the TOL that provides proof of minimum two million ($2,000,000) comprehensive general liability with the TOL named as an additional insurer.
For more information on local insurance providers:
-Hub International - Contact Rosalie Murray, Marine Account Manager/Senior Commercial Lines Marketer HUB International Insurance Brokers T: 604/990-6495 (Direct Line) F: 604/293-1493
Insurance for Events Held in Municipal Buildings & Parks –Liquor
In addition to general liability insurance required for hosting events in municipal facilities or parks, for those event organizers wishing to serve or sell liquor at their event, host liquor liability insurance is also required. Host liquor liability insurance may be purchased from the TOL, as well as any local insurance agency.
LIQUOR LICENSING(please check this info, as rules are constantly being changed or updated)
If you are planning to serve or sell alcohol at your event, the first step is to ask if the facility you are booking has a liquor license. If not, you will need to apply for a Special Occasion License from the Liquor Control & Licensing Branch through the Province of BC.
The Liquor Control & Licensing Branch differentiates Special Occasions Licenses into two groups: Private Special Occasions and Public Special Occasions. Please see the Liquor Control & Licensing Branch website at which outlines the differences between the two types of Special Occasions Licenses.
Private Special Occasion
A private special occasion is an event that is limited to attendance by:
-an organization's members or staff
-family
-friends
-invited guests or ticket holders (tickets must be sold or given away before the event)
If your event is identified as a Private Special Occasion, you will be required to pick up an application for a Special Occasion License at any BC Liquor store. RCMP approval of the application is mandatory. Following RCMP approval of your application, the local liquor store manager will issue the Special Occasion License for your private event. A Serving it Right Certificate is required in order to approve this application.
Public Special Occasion
A public special occasion is open to anyone who wishes to participate or buy a ticket, either at the door or in advance of the event. The occasion may be:
-a community or public event (such as a community festival or outdoor concert)
-a tasting event so a liquor manufacturer can showcase their product, or
-any event that contributes to the cultural or social life of the community
If your event is identified as a Public Special Occasion and held in/on municipal facilities/property, it is necessary to acquire approval from the Langley RCMP Non-profit organizations may apply for either a private or public Special Occasion Licence for an event they are hosting. Applications for Special Occasion Licences are available from BC Liquor Stores.
For more specific information on this please check this link:
Beer Garden Applications are due in January for the coming summer.
Please note that all licensees must have completed the License Training Program in compliance withe “Serving it Right” Responsible Beverage Service Program instituted by provincial legislation.
Application forms and specific information may be obtained from:
Kelly McGivern
TOL Operations Centre – Parks Operations
4700 – 224 Street
604-532-7350
ACCOMMODATIONS
For the latest accommodation listings, please check the following link:
SERVICES OF VISITOR INFORMATION CENTRE
To help ensure the success of your event, the Visitor Information Centre will provide:
-Welcome packages including brochures and maps to promote Langley and encourage attendees to spend more time in our vibrant community.
-Listing on Chamber of Commerce’s website and Calendar of Events
-Display of your event poster in the Visitor Information Centre.
-Visitor information services for larger festivals and events
-Local media list and contacts to help you generate editorial coverage.
FIRST AID
It is recommended that the event organizer provide certified first aid service on site during the operating hours of the event through a qualified agency such as St. John Ambulance and Emergency Medical Service (EMS). For more information contact one of the local EMS providers:
St. John Ambulance – Maple Ridge – 604-467-1490
Surrey – 604-953-1603
GAMING LICENSES
Operation of lotteries, bingos, raffles, wheels of fortune, social occasion casinos, or bazaars within the TOL must first comply with all Provincial regulations issued by the Gaming Information and Services Branch in order to be considered for approval.
Examples of activities that require a license (ie. games of chance):
-Raffles, 50/50 draws
-Crown & Anchor
-Arms Length of Tickets
Only registered charitable or non-profit organizations may obtain a license.
If your group or organization is planning to hold a gaming event for the purpose of raising funds to benefit the broader community or a third party, you must apply for either a Class A, B or D gaming event license through the Gaming Information and Services Branch. The class of license you will want will depend on how your group or organization is structured, how much money you expect to raise, the value of your prizes and the price of your tickets. For more information and to download the applicable application forms please go to:
For more information contact:
Gaming Policy & Enforcement Branch Licensing and Grants Division P: 250.356.0663 E:
GARBAGE
The event organizer will make arrangements for litter control. The event organizer will ensure containers are emptied often enough during the event operation to avoid overflowing.
EVENT EVALUATION
-Did the event fulfill its goals and objectives? why or why not?
-Identify what worked and what needs fine-tuning.
-Which vendors should be used again?
-What items were missing on the checklist?
-Was the event well attended?
-Was informal and formal feedback about the event positive?
-Ask the volunteers for their assessment and suggestions
-Finally, it is important to remember to celebrate your successes and to thank all those who contributed.
CONTACTS
FLBIA
FL Community Association Connie Blundy
Frank Cox
Fort Langley Improvement Society (to rent hall)
Bob Rogers 604-888-1223
Kwantlen First Nations
Tumia Knott – McMillan Island Band Office – 604-888-2488
FL Farmer's Market
Malcolm 604-728-2080