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Your Guide to Running an Event

This is an event guide created by taiohi, for taiohi. It brings together some practical tips and questions to help you as you plan, organise and run an event in your community. You don’t have to get everything perfect. What matters most is creating something that feels real, inclusive and meaningful to you and your people.  

Your voice matters. Your ideas matter. Your event matters.

Why are you doing this?

Ask

  • What’s the purpose or kaupapa of this event? 

  • What kind of space do you want to create? Will it be chill, creative, kaupapa-driven?  

 

Try 

  • Describe your event in 10 words or less 

  • Imagine someone attending, what do you want them to remember most? 

Who is this event for?

Ask

  • Who is your event for? 

  • Is this something your people want? Could you ask them first?  

  • Who might come along as well (friends, whānau, tamariki/pēpi)? 

  • Who might feel left out if you don’t plan for them?  

 

Try  

  • Ask 2–3 people for feedback and whether this is an event they would want to attend

Who is helping you? 

​Ask

  • Who is helping you run the event? 

  • Who can you ask for advice or guidance? 

 

Try

  • Ask a youth worker or trusted adult to be your support person 

  • Reach out early. Don’t wait until things feel stuck 

  • Split tasks between a small team 

When and where will it happen? 

​Ask

  • Does the space fit your vibe and purpose? 

  • Is it safe, welcoming, and easy to get to?  

  • How will people get there and home again? 

 

Try  

  • Visit the venue before the event if possible 

  • Check public transport routes and timing 

How will you make people feel included?

​Ask

  • Can people afford to come? Could it be free or low-cost? 

  • Are there accessible entrances/exits? (e.g. ramps, lifts, handrails)

  • How will you support neurodivergent taiohi? (e.g. quiet spaces, low-sensory areas) 

  • How will you make your event safe for Rainbow taiohi? (e.g. optional name tags with pronouns, safe and accessible bathroom options) 

  • How will you support different cultures in the room?  

  • How can you include tikanga Māori (e.g. karakia, whakawhanaungatanga)? Will you need guidance from local iwi or kaumātua?  

  • How can you support language differences? (e.g. ESOL, Deaf, non-verbal) 

  • Are dietary needs clearly catered for and labelled?  

 

Try 

  • Reach out to a trusted person or organisation you can ask for guidance 

  • Keep entry free or pay what you can 

  • Create a simple 'what to expect' message before the event 

  • Label kai clearly and include a range of options 

How will people know to come? 

​Ask

  • How will people hear about it? 

  • Where does your audience spend their time online and in real life? 

  • What would catch their attention and make them want to come?

 

Try

  • Keep your message clear: what, when, where, and why 

  • Use group chats, social media and word of mouth together 

  • Ask your local library, youth spaces, or clubs if they’re happy to share your post or flyer with others 

How will you make it happen? 

​Ask

  • What equipment do you need? 

  • What’s your budget?  

  • Will you need koha for speakers, performers, or kaumātua? 

  • What needs to be organised ahead of time? 

  • Is there enough kai for everyone?  

 

Try  

  • Make a simple checklist of what you need 

  • Write a basic run sheet for the day so everyone knows what’s happening 

How will you keep people safe?

Ask

  • Do you have a first aid kit and someone trained in first aid? 

  • Are you aware of the venue’s first aid and emergency procedures? (e.g. fire, earthquake, etc.) 

  • Who can people go to if they feel overwhelmed or need support? 

  • How will people get home safely (especially if it’s at night)? 

  • How will you manage illness? (e.g. encouraging people to stay home, masks available)  

  • Are you taking photos? How will you get consent? Where will images be shared?  

 

Try

  • Write down 'what if' scenarios and what you’d do about them 

  • Assign a trusted person as the go-to support person on the day 

  • Make consent for photos clear and simple 

How will you care for Papatūānuku?

Ask

  • How can you reduce waste? 

  • How will you manage rubbish? (e.g. recycling, compost) 

 

Try  

  • Borrow materials from home, school, or community spaces 

  • Set up clearly labelled bins for waste, recycling, and compost 

What if things go wrong?

​Ask

  • What’s your plan B if something changes? (e.g. weather, turnout, cancellations) 

  • Who can step in to help if needed?  

 

Try 

  • Have an indoor option if possible or a postpone date 

  • Have a small team who are ready to adapt on the day 

Helpful places to go for inspiration and support

​Rainbow Youth - creating safe, inclusive spaces

The Halberg Foundation - making events accessible so everyone can participate

Youthline - supporting mental health and wellbeing 

Zeal - hands-on training to build your event planning skills

We are keen to learn from you too. 

Contact us at communications@arataiohi.org.nz

and let us know some of the tips and resources that have helped you.  

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