- Submit a completed Event Request/Support form well in advance of your proposed event date.
- Ensure you have an event budget and that it has preliminary approval. This would be in line with TRCA’s budget planning timelines.
- Clearly identify how your event will support TRCA’s updated Strategic Plan and its associated measures.
- Consider carefully the date and time selected for the event. Ensure it does not conflict with other high-profile TRCA, Board of Director member, community, or partner events (such as municipal council meetings where key VIPs must be present).
- Prepare a work plan for the event that includes the timeline, target audience, and the number of people expected to attend, etc.
- Ensure that TRCA is clearly represented on branded materials at the event, including on tents, signage, and programs, etc.
- If dignitaries are to participate in your event, please complete the Dignitary Protocol & Procedures Form located on the Staff Hub.
- Assess all significant safety risks to staff, volunteers and visitors, in consultation with TRCA’s Human Resources business unit, and identify how they will be mitigated.
- Ensure contingency plans are in place (e.g. inclement weather, refund policy, vendor issues, and rescheduling, etc.).
- Establish a clear communications plan. Plan and discuss this with your Communications, Marketing and Events business unit project manager.
- In advance of the event, establish meaningful measures to evaluate the success of the event. Track these measures and report on them after the event.
- Take time during the event to make note of how well it is operating, the level of visitor satisfaction, opportunities for improvement, and other factors that will help in preparing future events.