How to organise an event: a step-by-step guide for beginners

Planning your first event? That’s exciting! Whether it’s a club night, community fair or sports tournament, there’s a lot to think about and plenty to arrange.

Many first-time organisers ask the same questions: Where do I start? What do I need to arrange? And how do I make sure I don’t forget anything important?

Good news: with a clear step-by-step plan, organising an event becomes not only achievable – but actually enjoyable. In this guide, we’ll walk you through every stage with practical tips and examples that apply to all kinds of events. From a sports day to a corporate seminar – this plan will give you the structure and confidence you need.

Step 1: Define the purpose of your event

Before you start arranging anything, you need to be clear on why you’re organising the event. Your goal determines almost everything – from the venue and programme to your communication strategy.

Ask yourself:

• What do you want to achieve with this event?
• Who is your target audience?
• Should it generate something – income, awareness, new members?

Examples of event goals:

• A community event to bring people together
• A club night to host your first profitable event
• A tournament to connect local sports clubs
• A project kick-off to launch a new initiative

Action point: Write your goal in one clear sentence – it will guide every next decision.

Step 2: Budget and venue

Once you know why you’re organising the event, you can decide what you need – and how much it will cost. Create a budget and always leave room for unexpected expenses.

Typical cost categories:

• Venue hire
• Technical setup (lighting, sound, screens)
• Food and drinks
• Speakers or artists
• Permits and insurance
• Promotional materials

Choose a venue that suits your purpose, audience and budget. Check accessibility, facilities (such as toilets and power supply) and how easy it is to reach by public transport.

Tips:

• Request multiple quotes (for venue, technical services, catering, etc.) and start booking early.
• Set priorities: what absolutely must be perfect, and where can you save?
• Read contracts carefully – what’s included and what isn’t?
• Keep at least 10% of your budget as a contingency fund.
• Calculate your event insurance premium in advance so you can include it directly in your budget.

Step 3: Safety and permits

This is a step many beginners underestimate. Every event – even a small one – comes with responsibilities. Check early with your local council which rules apply.

You may need:

• An event permit
• A sound licence
• Permission to use public space
• Traffic or crowd-control measures

Also, don’t forget event insurance. It protects you against risks such as property damage, visitor injury or cancellation due to unforeseen circumstances – making sure you’re not left with unexpected costs.

Tip: Start this process early – getting a permit approved can take several weeks.

Step 4: Promotion and communication

No visitors, no event. Decide who you want to reach and which channels will work best. Make your message clear: what’s happening, where, when – and why people shouldn’t miss it.

Possible promotion tools:

• Social media
• Flyers or posters
• Press releases for local media
• Emails to existing contacts or members
• A dedicated landing page or ticketing system

Tip: Make registration or ticket purchase as simple as possible. If it’s confusing or takes too many steps, people drop out quickly.

Step 5: Execution and evaluation

The big day is here! Make sure your team knows what needs to happen and when. Create a clear event plan with timings, responsibilities and phone numbers. Stay in contact with your suppliers, and make sure everyone knows who to call if something goes wrong.

After the event, take time to reflect. What went well? What could be improved? Ask for feedback from visitors, volunteers and suppliers – it’s an easy way to gain valuable insights for next time.

Organising your first event? No Risk can help

Organising your first event is exciting, but you don’t have to do it alone. No Risk is here to guide you and help you manage your risks the smart way.

With event insurance, you’re protected against issues like damage, cancellations or accidents. You can easily calculate how much it costs to insure your event – and take out your cover online within minutes.