Guide · updated November 2026

Event management plan: what to include (with a template)

Most councils ask for an event management plan (EMP) for events on public land, usually alongside a risk management plan and an emergency plan. Here's what a good one covers.

The 13 sections councils look for

Event overview: name, date, times, bump-in and bump-out, venue, expected and peak attendance, description
Key people and roles: Event Manager, safety officer, first aid, volunteer and stallholder coordinators
Run sheet: what happens when, from bump-in to hand-back
Site plan: entries and exits, emergency access, first aid, toilets, water, bins, power, assembly area
Staffing and volunteers: numbers, roster, briefing, identification, working-with-children clearances
Communications: radios, call signs, emergency codes, PA, public updates
Traffic, transport and parking
Food and alcohol: registrations, licence, controls
Waste, toilets and amenities
Accessibility and inclusion
Noise and neighbours
Insurance and approvals
Weather, scale-back and cancellation triggers

What to attach

A risk management plan and risk register
An emergency management plan
A site plan (map)
Certificate of currency for public liability insurance (often A$20 million)
Stallholder and contractor documents, traffic management plan and licences as needed

Example run sheet

Time	What happens
7:00 am	Bump-in: structures, toilets, power and contractors arrive
8:00 am	Stallholders set up; vehicles unload and leave
9:00 am	All vehicles off site; pre-opening safety inspection
9:30 am	Volunteer briefing and sign-on
10:00 am	Gates open
3:00 pm	Event ends; public clear by 3:20 pm; vehicles in for pack-down
5:30 pm	Site cleaned and handed back

Why blank templates take so long

Council templates give you headings and empty tables. The hard part is writing the risks, controls, emergency procedures and timelines for your activities. EventReady does that part from your event details, and you review it.

Need the full plan for your event?

EventReady builds your Event Management Plan, Risk Register, Emergency Plan, First Aid Plan, approvals timeline and 8 more documents from your event details, ready to attach to your council application. The approvals timeline is free.

Build my event plan What's included

Common questions

Do I need an event management plan for a small event?

Many councils only require a full plan above a certain size, or for events with road closures, alcohol, amusement devices or fireworks. Even small events usually need a risk assessment. Check your council's event guide.

How far ahead should I submit my event plan?

Commonly 8 to 12 weeks before the event, and 16 weeks or more if roads are closed. Some councils ask for more for large events.