Coordinate the spring fun run and open day

You are the event coordinator for Summit's spring fun run and open day.

Simulated workplaceAdvanced missionCAQA Summit Sport and Recreation

What is going on

The spring fun run and open day is on Sunday 18 October at the sport hub, with about 450 participants across three distances on the ovals and surrounding paths, come-and-try sessions in the stadium, food vendors and 40 volunteers. Council and the local health service are partners. Angela Moreau wants the event plan and budget by 30 September. Every volunteer must have a verified Working with Children Check, the course crosses a car park entry, October weather can be hot, and last year's event ran over budget on marquee hire and first aid cover. The programs and bookings system holds the venue booking and Priya Nair is your co-coordinator.

Angela Moreau, General Manager
Subject: Spring fun run and open day on 18 October

The spring fun run and open day is our biggest community event and I want you to coordinate it this year with Priya. About 450 participants, three distances on the ovals and surrounding paths, come-and-try sessions in the stadium, food vendors and 40 volunteers. I need an event plan, a budget, a risk assessment, a volunteer roster with checks verified in the register, and the bookings in the programs system. Council and the local health service are partners, so keep them informed. Bring me the plan and budget by 30 September.

Your brief

Produce an event plan, budget, risk assessment and volunteer roster for the fun run and open day, with stakeholders informed, bookings and sessions entered in the programs system and volunteer checks verified in the register, so that the General Manager can approve the event by 30 September.

Work through it

You do not need to do it all. Doing a few of these will show you what the work is like. Your ticks and notes stay on this device.

Read the WHS policy, the child safety policy, the emergency response procedure and the session plan template, and review last year's event notes and budget outcome with Priya Nair.
Write the event plan covering the schedule, course maps for the three distances, the come-and-try sessions, vendor areas, registration, water stations, first aid and the site layout.
Prepare the budget with income from entries, sponsorship and vendors and costs for marquees, first aid cover, timing, signage, volunteer shirts and catering, with a contingency and a comparison with last year.
Complete a risk assessment for the event covering the car park crossing, heat, participant medical episodes, lost children, crowd movement and vendor food safety, with controls and owners.
Build the volunteer roster of 40 roles with briefing times, and verify every volunteer's Working with Children Check in the register, recording anyone who cannot be rostered.
Enter the venue booking, the come-and-try sessions and the volunteer briefing in the programs and bookings system, and confirm the stadium and oval availability with the Facilities Coordinator.
Prepare a stakeholder update for the council and the health service partner covering the plan, their roles, road and path use and promotion.
Present the plan, budget and risk assessment to Angela Moreau with a recommendation and a list of decisions you need from her.

My notes: what did I enjoy, and what surprised me?

What someone in this role would produce

Event plan with schedule, course maps and site layout
Event budget with contingency and comparison to last year
Event risk assessment with controls and owners
Volunteer roster with register verification record
Stakeholder update and the presentation to the General Manager

Printing this is a record of what you explored. It is not a certificate or a qualification.