How to use this book

I strongly suggest that you read this book twice.

The first reading

During the first read-through, you will get an overview of the method and understand why you need to invest your effort in detailed investigation and planning.

As you work through this book, you will get a feel for the skills and expertise that will be needed at various stages and you will be able to identify areas where you need to get outside help, for example from an accountant.

The first pass will also give you early warning of decisions you will have to make and options you will need to take. You may even start preparing for those decisions. For example, you could ask your club committee to clarify why you are running the event, or perhaps start asking tent hire companies and other suppliers for price lists and brochures!

You will also begin to decide how to modify the depth and scope of your investigations to suit your unique event and circumstances. Where you do think you have a unique requirement, make a note in the margin or against the lists at the appropriate place in this book (see ‘Is this your book’ below), to remind you as you work through to deliver your event. For example, if your event includes animals, you may need to arrange for the presence of a veterinary surgeon and they will need an office or base of operations.

Finally, you will have a feel for the staff and resources you require and so will have extra time to start locating and arranging them.

The second reading

At this stage, you should begin working through the book, investigating, researching, documenting and making decisions as you work towards actually delivering your event.

‘Dipper’ warning

You may be tempted to simply dip in and scan a few selected chapters in this book, hoping to reinforce your existing knowledge, or checking elements of your planned arrangements where you are unsure or inexperienced. Alternately you may just want to check a few lists, for example in an attempt to satisfy yourself that you have prepared all the signs that you will need on your site.

I strongly advise you to read the whole book to fully understand the isues, concepts and potential problems before you look at illustrative lists. Reading small sections, or just reading a couple of chapters will not give you the ‘big picture’ and full understanding that you need.

More experienced event managers should also consider the changes that have taken place over the past few years. Not too many years ago, event planning and management had two basic functions: first, renting a big enough field; and second, collecting the money. That has changed in the last few years and the emphasis is now on health and safety, management and control, licences, authorisation and permissions.

If nothing else, this book will refresh your memory and I am certain that you will find nuggets of new information that you will adopt to improve your event and method of event planning and delivery.

In understanding the scope and depth of problems, you may discover a potentially fatal or costly flaw in your proposed approach to planning and running your event.

Though every effort has been made to ensure that the contents of this guide are accurate at the time of printing, events vary dramatically and rules and requirements change over time depending on the event content and format. It is important that you remember that you are the event manager for your event; you are responsible for everything. That includes checking current and local rules, national legislation and the current rules of other governing bodies to ensure that everything is right for your event.