Quality event delivery and planning

The event action plan is a live management tool that details key project milestones and activity against a timeline. This document will help you understand and share what has to be done, when and by whom, by assigning responsibility to each key activity.  

It should be continually reviewed and updated as event planning and operations progress, and linked to from the business plan which it complements. It should help you identify if you are on track for your event, or if any activities need to happen sooner.

Key activities listed in your event action plan may include:  

• updating the business plan
• identifying event partners and supporters
• staff and volunteer recruitment and training
• income generation and fundraising activities and deadlines
• budget reviews
• any relevant permissions needed for the event
• licensing, legal or insurance tasks
• risk planning and mitigation
• marketing, PR and communications strategy planning and delivery
• key meetings with organisers and partners
• venue visits and confirmation
• booking or commissioning programme elements
• pre-production/production tasks
• any test events or readiness activities
• event build and set up
• live event 
• event ‘take-down’ or ‘de-rig’
• monitoring, evaluation and reporting

It’s up to you how you set out your event action plan based on what best suits your event, but it is helpful to review and update the plan at least monthly. This will help you to build a chronological calendar of tasks leading up to the event.  

Remember to allow contingency time for any tasks that may not be able to be completed by a particular date, or for those that require outside input or assistance. Use regular team meetings to update the plan and then make sure that all revisions are circulated to everyone who is working from the plan.  

Depending on the size and complexity of your event, you may have separate, more detailed action plans for different work areas or departments, such as marketing, production or fundraising. It can be useful to show the entire activity timeline and be able to break it down into those dedicated functions.

Reviewing your event proposition

Although you are now onto the delivery stage, it may be useful to go back and consider earlier decisions around areas such as the event proposition, date and venue. Our advice on developing your event proposition will guide you through checking your unique selling points and ensure you're set up as a business with a plan, objectives and SWOT analysis. You can also consider anything that might impact your existing date or venue.

Check out our advice on finding the right idea for your event.

Check research and align with Scotland's National Events Strategy

It can also be useful to regularly check if there is new research or insights available on the wider events market. Think about any new events which may now be competition for you, any new research on what audiences want, and ideas on how to be a sustainable event.

Check if your event still aligns with the National Events Strategy too. Updated in 2024, Scotland’s National Events Strategy, Scotland the Perfect Stage 2024 - 2035 gives a strategic focus for everyone involved in planning, securing, supporting and delivering events of all sizes. It will help you develop and promote your event, as well as connect you with other partners in the industry.

Find details of all the latest research and insights, and Scotland's National Events Strategy.

Risk management is about anticipating potential risks, recording and evaluating them and putting in place an effective plan to remove or reduce risks through control, measurement and contingency plans. Risk management should be embedded into all stages of the event planning and delivery process.  A risk assessment provides a record of all identified risks of holding an event, and details the steps you will take to remove or mitigate those risks.

If you haven't done already, a SWOT analysis can help you identify some of the risks and threats to your event.

A specific risk assessment must be carried out by a 'competent person' and cover all aspects of the event applicable to contractors, public, performers/artists, participants, staff and volunteers. You must determine the individual(s) within your management team best placed to undertake the event risk assessment. This may be the event manager, a health and safety advisor or expert or another individual at director level. 

Larger or more complex events may wish to employ an independent or specialist risk assessor. The risk assessment should be done well in advance of the event and monitored, reviewed and updated with new risks as they arise. Make sure all key staff and personnel are familiar with it and all actions are fully implemented.  

The Health & Safety Executive website has useful resources to help events and businesses assess and manage risk including five steps to manage risk and a risk assessment template.

Find out more about health and safety considerations for events.

It is essential for event organisers to integrate sustainable development and responsible event management principles throughout the planning, development, and delivery of your event. This includes taking proactive steps to minimize the environmental impact and ensuring the event is inclusive, accessible and welcoming to all. By embedding these principles from the very beginning, achieving your sustainability goals will become significantly more attainable. 

Find more advice on running an environmentally responsible event and on inclusive and accessible events management.