Event management software for your community event.
A meetup, festival or local gathering run by a small team and volunteers.
- A starting run of show for a community event, 6 cues from doors to close
- A 6-step planning checklist grouped by workstream, with owners and timing
- Guests and RSVPs, a budget tracker and vendor management on the same event
- Live day-of mode so the whole crew follows one run of show
20–500 attendees · starts 9:00 AM · runs 4h 15m
- 9:00 AMSetup & vendor load-insetup · Volunteers1h
- 10:00 AMDoors open & welcomesegment · Organiser30m
- 10:30 AMMain program / activitiessegment · Program lead1h
- 11:30 AMFood & socialisingmeal · Catering30m
- 12:00 PMFeatured talk / performancespeaker · Speaker45m
- 12:45 PMWrap-up & teardownteardown · Volunteers30m
A community event is usually run by a small core team leaning on volunteers, which changes what actually breaks it. The day moves from vendor load-in and setup, through doors opening, a main program, food and socializing, into a featured talk or performance and teardown, and almost every one of those transitions depends on a volunteer knowing it is their job to make it happen. The common failure is not the program itself but the handoffs around it: permits pulled too late, vendor load-in running behind so doors open late, or volunteers who showed up ready to help but were never told whether they were covering setup, the welcome table or teardown. None of this needs a big budget to fix, it needs the basics locked early: location and permits sorted around eight weeks out, volunteer roles assigned specifically rather than generally, and a run of show shared with the whole team, not just the organizers, so everyone knows the plan without having to ask.
A community event that starts on time.
Event70 seeds a 6-cue run of show for a community event. Edit the times, owners and content, and the show clock keeps everything aligned on the day.
- 9:00 AMSetup & vendor load-insetup · Volunteers1h
- 10:00 AMDoors open & welcomesegment · Organiser30m
- 10:30 AMMain program / activitiessegment · Program lead1h
- 11:30 AMFood & socialisingmeal · Catering30m
- 12:00 PMFeatured talk / performancespeaker · Speaker45m
- 12:45 PMWrap-up & teardownteardown · Volunteers30m
6 steps, grouped by workstream.
Every task has a category and timing, so you always know what to lock next in the weeks before the doors open.
- Pick date, location and permitsLogistics8w before
- Recruit volunteers and assign rolesTeam5w before
- Confirm vendors / food / activitiesProgram4w before
- Promote on social and local channelsMarketing3w before
- Sort supplies, signage and layoutOn-site1w before
- Share the run of show with the teamProduction1w before
Frequently asked questions
How many volunteers does a community event need?
A common starting point is one volunteer per 50 to 75 attendees, plus dedicated coverage for setup, teardown and any vendor or activity area regardless of overall size. Small events still need someone specifically owning doors and the welcome table even if the crowd itself is modest, since those roles do not scale down with headcount.
Do we need permits for a community event?
Often yes, depending on the venue, whether alcohol or food vendors are involved, and expected attendance, so it is worth checking with the local municipality as soon as the date and location are set. Permit approval can take weeks, which is why it belongs near the top of the planning timeline rather than an afterthought closer to the date.
How early should we start promoting a community event?
Three to four weeks of consistent promotion across social and local channels is a reasonable working target for most neighborhood-scale events, longer if you are relying on word of mouth or local press rather than paid promotion. Starting promotion only after logistics are locked tends to leave too little runway to build real turnout.
Plan your community event in Event70.
Start free with this run of show and checklist already in place.