Events
Events are powerful gatherings that can bring Aboriginal and Torres Strait Islander women together to share knowledge, build relationships and create positive change in communities. Whether hosting a roundtable, forum or community gathering, well-planned events provide important spaces for women to connect and work towards shared goals. This tool offers practical guidance to support Aboriginal and Torres Strait Islander women’s organisations, groups and councils in planning and delivering culturally appropriate and meaningful events that respect Aboriginal ways of knowing, being and doing.
The Office of Multicultural Interests (OMI) is a division of Western Australia’s Department of Local Government, Sport and Cultural Industries and is focused on achieving the full potential of multiculturalism.1
The ADF Alcohol and Drug Foundation Community Hub has information, tools and ideas to run activities and events in communities.2
The following websites provide links to some grant finder databases.
GrantConnect Australian Government’s grant information system.3
Grants and Funding | National Indigenous Australians Agency Funding opportunities for programs specifically for Aboriginal and Torres Strait Islander peoples.4
Grants and Funding | NSW Government Directory of government initiatives, grants or funding programs.5
Queensland Government Grants Finder Queensland Government grants and assistance programs.6
Business.gov.au Grants and program finder across government.7
Community Grants Directory | Government of Western Australia Directory of grants provided by State and local governments, and private sector organisations in Western Australia.8
ACT Government Grants Grants and funding opportunities to financially support Canberrans and the Canberra community.9
Grants Directory | Northern Territory Government Grants, scholarships and other forms of support.10
- Roundtable Guide – is a free, comprehensive document that provides a clear explanation of what a roundtable is, and what to do before, during and after a roundtable.
- The Office of Multicultural Interests has produced an Event Management Guide guide to help culturally and linguistically diverse (CaLD) community groups plan events.11
- ADF has created a guide explaining how to successfully run events, meetings and forums.12
- ADF also provides information about engaging the media13, getting started with social media14 and social media for your local community projects15 to ensure events and messages are shared.
Planning Your Event: 10 Steps to Success
Getting Started
Establish your working group
- Form a group to share the workload
- For smaller groups, keep the event manageable
- Include members with specific skills or community connections
Event Types
Roundtable: A focused discussion where all participants have equal voice. Uses a facilitator to guide conversation and maintain focus.
Forum: A public meeting about specific issues, led by facilitator and expert panel. Includes open discussion and questions.
Seek Funding
Create a budget and find funding sources (see Key Links above and Tips below)
- Develop detailed budget including venue, catering, equipment
- Consider in-kind contributions
- Research grant opportunities
- Follow funding application guidelines carefully
Set a Date
Allow enough preparation time
- Local events need minimum 10 weeks prep
- Larger events need more time
- Check for conflicts with other events
- Consider school holidays and cultural events
Set an Agenda
Plan your event structure
- Define clear goals and mission
- Include Welcome to Country
- Allow time for yarning and relationship building
- Plan cultural activities and protocols
Book Venue
Find a culturally appropriate space
- Ensure accessibility for all
- Check technical facilities
- Consider catering options
- Verify parking and transport access
Invite Participants
Select and invite the right people
- Send invites 3-4 weeks ahead
- Include all event details
- Follow cultural protocols
- Set up registration system
Find Facilitator
Choose someone with cultural understanding
- Look for experience with similar events
- Ensure they understand cultural protocols
- Check their facilitation style
- Consider multiple facilitators for larger groups
Promote Event
Spread the word appropriately
- Use community networks
- Contact local services
- Consider accessibility needs
- Plan for dietary requirements
Event Day
Manage the gathering
- Arrive early to set up
- Welcome participants properly
- Keep activities flowing
- Document discussions
Evaluate
Gather feedback respectfully
- Plan evaluation method
- Ask about event usefulness
- Gather suggestions for improvement
- Follow up with participants
Tips for preparing and submitting funding applications
- Read guidelines, criteria and conditions carefully and clarify if necessary.
- Consider timing. Funding received a long time after the event may not be helpful if suppliers need immediate payment.
- Be comprehensive in outlining the event and proposed outcomes or benefits.
- Contact the funding body for assistance or attend a grant writing workshop if no-one in the working group has previous grant writing experience.
- Reach out to other organisations for assistance in writing an application if the working group lacks time or experience. For example, community development officers employed by local government councils may prepare applications on behalf of community groups.
After Your Event: Important Next Steps
- Prepare a comprehensive report/summary
- Document all agreed actions and next steps
- Share outcomes with all participants
- Follow up on commitments made during the event
- Prepare and distribute a press release about the event
- Share key outcomes while maintaining participant privacy
- Use social media to highlight achievements
- Document success stories for future reference
Key Questions for Reflection:
- Did we achieve our intended purpose?
- What elements were most successful?
- What challenges did we encounter?
- How can we improve future events?
Remember:
- Keep participant information confidential when sharing outcomes
- Document learnings while they’re fresh
- Celebrate successes with your working group
- Use insights to strengthen future events
Event Planning Checklist
10 Weeks Out
- Establish a working group
- Find and book a suitable venue
- Confirm selected date is suitable
- Check availability of invited participants or speakers
- Create event flyer and running order
6 Weeks Out
- Promote your event (flyers, invites/emails, Eventbrite registration)
- Confirm involvement and availability of speakers and panel members
- Confirm availability of facilitator
- Order resources for audience
- Book catering if providing refreshments
2 Weeks Out
- Circulate running order to facilitator, speakers and panel members
- Check attendance numbers against venue capacity
- Check resources have arrived
- Contact media for support
1 Week Out
- Confirm final catering numbers
- Check presentations are ready and backup on USB
2 Days Out
- Print all documentation including evaluation forms
- Gather resources and stationery
- Contact all suppliers to confirm arrangements
- Close event registration system
- Confirm details with facilitator, speakers and panel members
- Prepare thank you gifts
Event Day
- Print final registration sign-in sheet
- Check all event documentation
- Arrive early for setup with helpers
- Test all technical elements
- Set up seating and place materials
- Complete setup 15 minutes before guest arrival
- Welcome media and introduce yourself
- Notify attendees about media presence/photography
- Follow running sheet and maintain schedule
- Collect evaluation forms
- Pack up and account for supplies
- Check out with venue contact
After the Event
- Update attendance list with walk-ins
- Send thank-you letters to key stakeholders
- Send thank-you emails to attendees
- Pay all invoices promptly
- ADF has created a series of resources and templates that can be adapted to run different events:
- ADF has created a series of resources and templates that can be adapted to help facilitate interaction with media and social media:
“About Office of Multicultural Interests (OMI),” Office of Multicultural Interests, accessed February 6, 2025, https://www.omi.wa.gov.au/home/about-us.
“Discover Engaging Ways to Support Community Connections,” ADF Alcohol and Drug Foundation Community Hub, accessed February 6, 2025, https://community.adf.org.au/.
“GrantConnect,” Australian Government, accessed 13 February 2025, https://www.grants.gov.au/.
“Grants and Funding,” National Indigenous Australian Agency, accessed 13 February 2025, https://www.niaa.gov.au/our-work/grants-and-funding.
“Grants and Funding,” NSW Government, accessed 13 February 2025, https://www.nsw.gov.au/grants-and-funding.
“Queensland Government Grants Finder,” Queensland Government, accessed 13 February 2025, https://www.grants.services.qld.gov.au/.
“Grants and Programs Finder,” Australian Government, accessed 13 February 2025, https://business.gov.au/grants-and-programs?resultsNum=10.
“Community Grants Directory,” Government of Western Australia, accessed 13 February 2025, https://www.wa.gov.au/organisation/department-of-communities/community-grants-directory.
“ACT Government Grants,” ACT Government, accessed February 13, 2025, https://www.act.gov.au/grants.
“Grants Directory,” NT.GOV.AU, accessed February 13, 2025, https://nt.gov.au/community/grants-and-volunteers/grants/grants-directory.
“Event Management Guide,” Office of Multicultural Interests, accessed February 6, 2025, https://www.omi.wa.gov.au/resources-and-statistics/publications/publication/event-management-planning-guide.
“How to Run Events, Meetings and Forums,” ADF Alcohol and Drug Foundation Community Hub, accessed February 6, 2025, https://community.adf.org.au/run-activities/promote/run-events/.
“Engaging the Media,” ADF Alcohol and Drug Foundation Community Hub, accessed February 6, 2025, https://community.adf.org.au/run-activities/promote/engaging-media/.
“Getting Started with Social Media,” ADF Alcohol and Drug Foundation Community Hub, accessed February 6, 2025,https://community.adf.org.au/run-activities/promote/getting-started-social-media/.
“Social Media for Your Local Community Projects,” ADF Alcohol and Drug Foundation Community Hub, accessed February 6, https://community.adf.org.au/run-activities/promote/leveraging-social-media/.
ACT Government. “ACT Government Grants.” Accessed February 13, 2025. https://www.act.gov.au/grants.
ADF Alcohol and Drug Foundation Community Hub. “Discover Engaging Ways to Support Community Connections.” Accessed February 6, 2025. https://community.adf.org.au/.
ADF Alcohol and Drug Foundation Community Hub. “Engaging the Media.” Accessed February 6, 2025. https://community.adf.org.au/run-activities/promote/engaging-media/.
ADF Alcohol and Drug Foundation Community Hub. “Getting Started with Social Media.” Accessed February 6, 2025. https://community.adf.org.au/run-activities/promote/getting-started-social-media/.
ADF Alcohol and Drug Foundation Community Hub. “How to Run Events, Meetings and Forums.” Accessed February 6, 2025. https://community.adf.org.au/run-activities/promote/run-events/.
ADF Alcohol and Drug Foundation Community Hub. Accessed February 6. https://community.adf.org.au/run-activities/promote/leveraging-social-media/.
Australian Government. “GrantConnect.” Accessed 13 February 2025. https://www.grants.gov.au/.
Australian Government. “Grants and Programs Finder.” Accessed 13 February 2025. https://business.gov.au/grants-and-programs?resultsNum=10.
Government of Western Australia. Accessed 13 February 2025. https://www.wa.gov.au/organisation/department-of-communities/community-grants-directory.
National Indigenous Australian Agency. “Grants and Funding.” Accessed 13 February 2025/ https://www.niaa.gov.au/our-work/grants-and-funding.
NSW Government. “Grants and Funding.” Accessed 13 February 2025. https://www.nsw.gov.au/grants-and-funding.
NT.GOV.AU. “Grants Directory.” Accessed February 13, 2025. https://nt.gov.au/community/grants-and-volunteers/grants/grants-directory.
Office of Multicultural Interests. “About Office of Multicultural Interests (OMI).” Accessed February 6, 2025. https://www.omi.wa.gov.au/home/about-us.
Office of Multicultural Interests. “Event Management Guide.” Accessed February 6, 2025. https://www.omi.wa.gov.au/resources-and-statistics/publications/publication/event-management-planning-guide.
Queensland Government. “Queensland Government Grants Finder.” Accessed 13 February 2025. https://www.grants.services.qld.gov.au/.