Planning your next event

You are encouraged to consider some of the following details in the early planning stages of your event.

KEY EVENT DETAILS

Event Name

Pick a title that reflects the topic and/or format of the event.

Event Type

Think about what type of event you would like to host. Examples can include - 

• Technical.  Often events which carry CPD points and provide technical insight on topics of interest
• Networking.  In-person events with opportunities for attendees to meet members of the industry. 
• Social.  In-person events hosted as a social opportunity and often carries a component of networking with a engaging activity.
• Online.  A partner or AITPM hosted webinar, meeting, interactive webinar or Online Conference hosted via Zoom.

Event Date and Time

Consult the Event Calendar before setting an event time and date to make sure that it doesn’t clash with any other Branch or State Events.

• Avoid clashing with other events from relevant professional and industry organisations.
• For online events, check that it doesn’t fall on a public holiday.
• Be mindful of the school holidays and the impact this might have on your attendance as many of our members have school age children.
  
  Think about timing during the day:
  • What time will be most accessible for your target audience?
  • Should the event be during the day or after work hours?
  • Consider the time zones for online events - especially during daylight savings.
  • Don’t set a webinar on a Friday or Monday or after business-hours without prior discussion with TPA representatives.

Event Venue or Location

Full details of event venue or location should be scoped and confirmed  once date is set. It is important to get all correspondence in writing with a venue and requirements confirmed in advanced.

Note. Venue considerations. For in person events, please ensure that the venue is fully accessible for disability access, and that there is appropriate access to amenities including toilets, hand washing and access to drinking water.

Event Topics, Knowledge Areas or Skills

What are the key topics covered by this event? You will need to select from a pre-set list.

Event Type

Think about what type of event you would like to host. Examples can include - 

• Technical.  Often events which carry CPD points and provide technical insight on topics of interest
• Networking.  In-person events with opportunities for attendees to meet members of the industry. 
• Social.  In-person events hosted as a social opportunity and often carries a component of networking with an engaging activity.
• Online.  A partner or TPA hosted webinar, meeting, interactive webinar or Online Conference hosted via Zoom.

Event Format

Think about the format of the event and your target audience. You might want to think outside the box and get creative - some ideas to assist:

• Webinar for a local, national or event international audience
• Branch or Network technical seminar
• Technical presentations with Q&A
• Panel discussion
• International or special guest speaker (Online or In person)
• Career focused event with the Emerging Professional Network (EPN)
• Invite only round table or boardroom event
• Interactive Workshop
• Forum or town hall event
• “Speed networking” or “coffee roulette”

Ticket Price and Attendance

We are encouraging all branches to introduce a fee for members attending in-person events to assist in covering costs (catering, AV, venue, administration etc) and to encourage greater commitment to attending our events (reducing the high proportion of no-shows for free events).

While the pricing can be reviewed this can be reviewed and agreed with National Office on a case-by-case basis, a standard approach is encouraged. 

Ticket prices for networking, social and non-standard technical events are set at TPA’s discretion, subject to consideration of the value of the event to the audience, the costs associated with it, confirmed event sponsorship, relativity to other similar events in the local market, and to the approved event budget. Networking and social event tickets, including events that will be catered and/or have theming or entertainment - must have ticket prices set to cover the event in full, at a minimum.

Advise the TPA National Office or Branch if you need support in scoping your events ticket price.

MARKETING

How would you like the event promoted?  Consider the below points when in planning stages. You will be asked to complete most of the below points when formally submitting your event to TPA.
 

Event Description

This should be your main event content, written so that it can be copied and pasted onto the website (ie please proofread it first). You might like to include explanation of:

• further details on the subject / content of the event
• speakers
• topics
• logistics
• any food and beverage being provided etc

Short and Long Event Blurbs

• A short event blurb - This will be used to promote the event on the TPA Upcoming Events Page as a summary of the event and on Social media assets (max 100 words)
• A long event blurb - should contain more details about the event to assist in promotion via TPA Email Broadcasts, in the TPA Newsletter and on the main event page on the TPA Website. This should be your main event content, written so that it can be copied and pasted onto the website (ie please proof read it first).  You might like to include explanation of:
  •  further details on the subject / content of the event,
  • Key venue details
  • speakers
  • topics
  • logistics
  • food and beverage offerings

Speaker Details

All speaker details including any headshots, full speaker bios and names including position and organisation.

LOGISTICS

This section highlights some considerations on planning the event including allocating roles and responsibilities, considering suppliers and providing some inclusive elements within your next event.

Roles and Responsibilities and Key People

We’ll need the details (name and email address) of the key people who may be critical to running or hosting the event, including:

• MC or Event Chair
• Speakers
• Branch Contacts
• On the day TPA National Office Support or representation
• Does TPA need to provide a representative to Chair a session or manage the introductions and outro for a webinar?

Logistics and Suppliers

For Partner events, the partner is typically responsible for arranging the venue and catering. What suppliers and logistics support do you require for the event? These could include:

• Venue
• Catering
• Entertainment
• Transport
• Printing
• Security and afterhours building access

Diversity and Inclusion

Events should support and demonstrate diversity and inclusion. There are many aspects to consider, with some that arise in the TPA context for you to consider including (but not limited to):

• Diversity of presenters from different sectors (private, public, academia etc) and organisations - please do not plan events that only include speakers from your own organisation.
• Gender diversity, with a target ratio for presenters (excluding the MC) of 40% female, 40% male, and 20% from any gender.
• Working days and hours in relation to caring responsibilities.
• Cultural practices and religious beliefs that relate to food and alcohol being served.
• Visible and invisible disabilities, particularly in relation to the accessibility of venues, access to suitable amenities, and ability to see/hear presentations.
• Safety of the event location, particularly after hours.
• Accessibility of the event venue by various transport modes, particularly after hours.
• Gendered language in written and verbal communication.
• Ensuring the topics covered are mindful of diversity and acknowledge a range of perspectives and issues.

Event Insurance 

There are limitations on the events that the Transport Professionals Association can run due to public liability insurance. If your event is outdoors, involves travel, some form of activity, such as walking, cycling or micromobility, or a sporting endeavour, please contact us at least 3 months ahead of time to enable any risk and insurance matters to be considered before any event commitments are made. Should the event require a copy of the Public Liability Insurance Certificate to be provided, please download for use.

YOUR EVENT IS READY TO SUBMIT

Some key points to consider - 

Complete the online form to submit your event. Click here to complete.

Please complete the form with as much detail as possible, using all prompts provided. Events are required to be submitted a minimum of 7 weeks prior to the event. A lead time of 7-8 weeks is recommended to ensure adequate time for promotion to ensure good attendance.

Transport Professionals Association Review and Event Approval Process

It is important to note that the event is not confirmed until it has been approved by TPA. Please allow a minimum of 5 business days for approval. The team will be in touch when approved to discuss next steps including promoting and setting up the event on the TPA Website. Factors such as clashes with other events may contribute to a slower approval process where some additional consultation may be required.

Your Event is approved - Promotional Comms and Event Listing on the Transport Professionals Association Website

Once your event is approved, please allow a minimum of 3 business days after approval for the event to appear on the TPA website and for promotional materials to be prepared. We send them to you for your review and approval before communications are distributed.

KEY EVENT PLANNING TIMELINES

Included below are some key event timelines to consider when planning your next event.  Outlined are also some key responsibilities for considerations by members of your Branch, Organisation or for the TPA National Office.

For a printable version of the below, access the Partner Event Planning Checklist.

QUICK LINKS

Included are some quick links to assist you to find useful documents for planning your next event

• Event Planning Checklist. Key points to know in all planning stages for the event
• TPA Events Calendar.  Hosted on Asana - to assist you in keeping up to date with pre-planned or scoped Events from other Branches
• Submit an Event Form.  For submitting an event to Transport Professionals Association
• Upcoming Published Events.  Via the Transport Professionals Association Website
• Uploading Event Photos Post Event. To the Transport Professionals Association Flickr Page.
• Public Liability Insurance Certificate.  Expires 2 May 2026 -   There are limitations on the events that Transport Professionals Association can run due to public liability insurance. If your event is outdoors, involves travel, some form of activity, such as walking, cycling or micromobility, or a sporting endeavour, please contact us at least 3 months ahead of time to enable any risk and insurance matters to be considered before any event commitments are made.

EVENT TEMPLATES

We have included some key documents and templates which will assist in running and hosting your next event. Please access them directly on our TPA Assets Page.