• Select a date and venue that will encourage the greatest number of participants to attend (generally weekends or public holidays). Liaise with key groups to avoid clashes.
• Arrange for a number of activities and events of interest to various groups in the community (i.e. all ages, children, young people, adults, the elderly)
• Provide low cost or free activities (rides, sausage sizzles etc.) to encourage attendance.
• Advertise and publicise the event with emphasis on the issue to be considered. Advertise starting and closing times.
• Provide adequate staffing and consider the employment of volunteers.
• Determine appropriate consultative activities for the fair. Organise the necessary duty of care and insurance issues.
• Consider employment of an events manager.
• Develop a plan of the site, and ensure all those participating know where they are to go. Consider some form of marking out sites (tape or stakes).
• Prepare a traffic plan for trucks/cars etcetera, including a site for parking.
• Allow adequate time for setting up.
• On the day, ensure that coordinators circulate to assist participants to focus on the major issue and to Facilitate Participation.