Summary:

• Use this guide to build a copy-and-use event plan for Perth and regional WA. It includes a six-month timeline, budgeting steps, and a practical toilet-hire checklist so you can size and site portable toilets for hire, showers and hand-wash stations. You will also learn how to meet accessibility and safety requirements and adapt for hybrid and sustainable events.

When creating an event plan, you’ll quickly realise there are a myriad of factors that come into play.

Each decision you make, no matter how minuscule, can significantly impact the experience of your guests.

The secret to a successful event often lies in meticulous planning, prioritising guest comfort, meeting modern requirements like safety regulations and sustainability goals, and balancing various elements from setting clear objectives to managing the smallest details.

If you’re feeling overwhelmed, learn how to plan an event with our event planning checklist.

Event Plan Checklist (Timeline from 6 Months Out to Event Day)

This step-by-step event plan breaks down what to do and when, so you can stay on top of logistics, deadlines, and must-have amenities like portable toilets and showers.

Tip: Use this timeline as a base, and adapt it to suit the size and scope of your event.

6 Months Out

• Define event goals, audience and format (in-person, hybrid, indoor or outdoor).
• Set an initial budget with a 10–15% contingency.
• Establish a realistic capacity range so venues and amenities match numbers.
• Shortlist venues that fit capacity, accessibility and logistics. Check power, water and existing amenities.
• Sound out key suppliers on availability: toilets and showers, AV/streaming, catering, staging, security.
• Start a compliance list: council permits, public liability insurance, risk assessment, first aid.
• Map sustainability aims early. Plan waste sorting, low-water options, and supplier ESG credentials.
• Create a draft site plan with guest flow, accessible routes and likely amenity zones.

Note: Popular wedding venues often book 12–18 months ahead. Stadiums and council facilities have limited Friday and Saturday night availability. If your date is fixed, enquire and place holds as early as possible.

3–4 Months Out

• Lock in the venue and core suppliers (catering, AV/streaming, sanitation, security, marquee).
• Refine headcount estimate and seating/space requirements.
• Book portable toilets and showers to match expected numbers and duration.
• Use the portable toilet calculator to size amenities, then add accessible and parent-friendly options.
• Begin detailed budget tracking. Confirm delivery windows, access routes and bump-in/bump-out times.
• Start marketing and comms if public-facing. Create a simple run sheet.

2 Months Out

• Update vendors with current numbers and special requirements (dietaries, accessibility, quiet spaces).
• Submit or progress permits and approvals with council or land manager. Include sanitation and waste plans.
• Finalise site plan: amenity placement, lighting, signage, cleaning stations, back-of-house access.
• Confirm power and water for showers or pump systems. Arrange generators if required.
• Draft your servicing schedule for multi-day events or high-traffic periods.

1 Month Out

• Send guest communications with maps, transport, accessibility and amenities info.
• Confirm amenity quantities against RSVP or ticket sales. Add buffer for peak times.
• Lock in delivery timelines, inductions and on-site contacts for every supplier.
• Complete risk assessment and safety brief: weather plan, crowd management, first aid, emergency egress.
• Order sustainability items: clearly labelled waste streams, refill water points, biodegradable consumables.

1 Week Out

• Reconfirm all bookings, delivery slots and site access. Share the final site plan with vendors.
• Walk the site. Mark amenity locations, cable routes and service vehicle paths.
• Prepare signage for toilets, showers, accessible units and hand wash stations.
• Print or share the run sheet, contact list and escalation plan with your team.

Event Day

• Complete a pre-opening check: placement, cleanliness, lighting, consumables, accessibility compliance.
• Brief team and vendors. Assign responsibility for amenity checks and quick response.
• Monitor foot traffic and cleanliness. Trigger servicing as planned or on demand.
• Communicate clearly with guests. Keep maps and wayfinding visible and well lit.

Post-Event

• Coordinate pack-down and waste removal. Ensure toilets and showers are emptied, cleaned and collected on time.
• Debrief with your team and vendors: what worked, what needs improving, what to change next time.
• Reconcile the budget. Capture true costs for sanitation, servicing and logistics.
• Collect attendee and stakeholder feedback, including accessibility and amenities experience.
• Archive the run sheet, site plan, vendor contacts and servicing data to speed up planning for the next event.

Plan For What People Don’t See: Toilets, Showers, and Sanitation

The quiet essentials decide comfort, compliance and how guests remember your event. Build this part of your event plan early so it is booked, sized and placed correctly.

How Many Amenities you Need

• Start with expected headcount, event duration and whether alcohol is served.
• Run the numbers with the toilet calculator and add a small buffer for peaks and intermissions.
• Include accessible and ambulant units for public events. Plan for parents’ needs and balanced queues.
• For hybrid events, size to the largest concurrent on-site crowd, not total registrations.

Choose the Right Mix

• Standard event toilets for general use.
• Six Star VIP ensuites for weddings, corporate and artist areas.
• Accessible toilets (AS1428) with compliant circulation and step-free access.
• Portable showers for multi-day festivals, sports and crew camps.
• Hand-wash and sanitiser stations near entries, bars and food service.
• Toilet blocks for higher throughput.
• Water and waste tanks where mains services are not available.

Placement and Access

• Position on firm, level ground with clear service-vehicle access.
• Keep close enough to queues and food areas without creating bottlenecks.
• Light pathways and doorways for evening events and add clear wayfinding.
• Provide step-free routes to accessible units. Avoid soft surfaces that hinder wheelchairs or prams.

Power, Water and Waste

• Confirm water supply for hand-wash and showers. Use temporary tanks and pumps if required.
• Check power needs for lighting and hot water. Arrange site power or generators early.
• Lock in waste servicing frequency based on crowd size and schedule, plus bump-in and bump-out windows.

Hygiene, Servicing and Onsite Support

• Stock soap, paper and sanitiser generously to keep queues moving.
• Schedule mid-event servicing for long days or high traffic.
• For premium or busy zones, consider an onsite attendant from Instant Toilets & Showers.

Safety, Accessibility and Sustainability

• Meet current safety expectations with good lighting, non-slip access and clear signage.
• Ensure AS1428-compliant accessible units are available and easy to reach.
• Reduce impact with low-water or fresh-water flush options and well-labelled recycling and waste streams.

Budgeting Your Event Plan for Today’s Costs

Build Your Baseline

• Venue, catering, AV or streaming, entertainment, security, staff, insurance.
• Sanitation: portable toilet hire, shower hire, hand-wash stations, delivery and collection, servicing, waste removal, after-hours access.
• Site logistics: power and water for showers or pumps, generators, fencing, signage, radios, first aid, permits and inspections.
• Add a 10–15% contingency from day one.

Current Realities to Allow For

• Popular dates and premium or accessible units can price higher or sell out early. Secure VIP and AS1428 accessible units when you book the venue.
• Fuel surcharges, site induction fees and restricted access windows can add cost.
• Hot weather, alcohol service or multi-day events may need extra servicing and consumables.
• Sustainability choices have a line item. Include water refill points, clear waste streams and compostable or recyclable consumables.

Keep Control of the Numbers

• Lock written quotes and delivery windows with every supplier.
• Track RSVPs or ticket sales weekly and scale sanitation accordingly using our toilet calculator.
• Keep one live sheet with costs, contacts, inductions, bump-in and bump-out times.
• Reconfirm all amounts one month out, then again in event week.

Your Portable Toilet & Shower Checklist

• Headcount confirmed and toilet calculator run with a small peak-time buffer.
• Unit mix chosen: standard event toilets, Six Star VIP ensuites, accessible (AS1428) units, and portable showers where required.
• Placement mapped: firm, level ground, step-free routes, clear of bottlenecks, close to traffic but away from food queues.
• Lighting and signage planned for night use and wayfinding.
• Power, water and waste arrangements confirmed, including tanks, pumps or generators.
• Delivery, servicing and pack-down windows locked in with on-site contact details.
• Consumables stocked: paper, soap, sanitiser, spare bins and liners.
• On-site attendant booked for premium or high-traffic areas.
• Approvals and inductions completed, documents ready for inspection.
• Contingency kit: wet-weather mats, extra consumables, overflow unit plan.

Trusted by WA’s Biggest Events

From council festivals and community days to weddings and corporate functions, Instant Toilets & Showers supplies portable toilets for hire across Perth and regional WA. We help you size the right mix, position amenities for smooth guest flow, and keep everything clean and compliant from bump-in to pack-down.

If you are ready to turn this event plan into a site-ready setup, speak with our WA team for practical advice, fast delivery, servicing and waste removal tailored to your schedule.

Frequently Asked Questions

What are the first steps in an event plan?

Set clear goals, audience size and format, then create a realistic budget with a 10–15% contingency. Build a simple six-month timeline, pencil in preferred dates, and shortlist venues that fit capacity and accessibility. Size your amenities early with our toilet calculator, including accessible units, then contact our WA team to confirm numbers, placement and servicing so your plan is accurate from day one.

How do I choose the right venue in Perth or regional WA?

Match capacity and accessibility to your expected crowd, then check power, water and existing amenities. Confirm delivery access and bump-in windows for suppliers, especially for portable toilets, showers and larger toilet blocks.

How many toilets do I need for my event?

It depends on headcount, duration and alcohol service. Use the toilet calculator to set a baseline, add accessible AS1428-compliant units, then include a small buffer for peak periods and intermissions.

For an exact number and placement plan, contact our WA team and we’ll confirm the right mix and servicing schedule for your venue and supply the portable toilets for hire you need.

What should my sanitation plan include?

Book portable toilets for hire, showers where required, and hand-wash or sanitiser stations near food and bar areas. Map step-free access to accessible units, plan lighting and signage, confirm power and water needs, and lock in servicing for long or high-traffic events.

Do I need accessible toilets at public events?

Yes, public events should provide accessible facilities that meet AS1428 requirements, with step-free routes and adequate circulation space. Place them close to main activity areas and clearly signpost the route.

How can I promote my event and stay compliant?

Use a mix of social media, email and local partners, and include clear wayfinding maps that show amenities. Keep permits, insurance and risk documents handy, communicate vendor responsibilities early, and have a simple contingency plan for weather or late surges in attendance.

Scott Rawson

Managing Director at Instant Toilets & Showers

Scott Rawson is the Managing Director of Instant Products Group, a specialist group of companies that offer portable building solutions, including sea containers, transportable offices, and portable sanitation products. With more than 20 years of experience in various management positions and a finalist in the WA Business News 40 under 40 awards in 2013, Scott is a highly motivated entrepreneur that has a passion for designing products to suit the needs of individual markets. From the creation of Instant Products Group over 20 years ago, he has successfully grown the group into a multi-million dollar corporation and his success is widely recognised in Western Australia. Scott is dedicated to expanding Instant Products Group nationally and providing high-quality products to a range of sectors, including mining, engineering, property development, and government.