Community Development Toolkit

We offer a comprehensive set of online resources to support your community’s growth and success, providing:

  • Individual support for vulnerable and emerging culturally diverse communities
  • Resources to help your group thrive, grow, and plan for the future
  • Guidance on developing strong leadership and engaging volunteers
  • Access to training materials and mentoring resources

This toolkit complements our individual support, training, and mentoring programs. Whether you’re a new community group or looking to strengthen an existing one, you’ll find valuable resources here.

Note: If you’re familiar with our previous Successful Communities Toolbox, you’ll find all those resources here, along with new additions to support our expanded Community Development program.

Supporting Your People

Volunteer Management and Resources for Volunteers

What is Volunteering?

Volunteering is unpaid work that benefits the community and the volunteer. It’s done willingly, without coercion, through not-for-profit organisations or community projects.

Volunteer with MCCSA

Why Volunteer? The Benefits of Giving Your Time

Volunteering offers numerous personal and community benefits:

  • Make a meaningful difference in your community
  • Build self-esteem, confidence, and new friendships
  • Learn new skills and enhance existing ones
  • Boost your career prospects by adding valuable experience to your CV
  • Network and make connections in your field of interest
  • Gain local work experience and understanding of Australian workplace culture
  • Explore different career paths and work environments
  • For newcomers or international students: improve English skills and integrate into Australian society
  • Stay active and engaged
  • Foster personal growth and explore new interests
  • Improve mental health and overall wellbeing
  • Gain a sense of achievement and purpose
  • Combat stress, loneliness, and depression

Types of Volunteering

  • Micro-volunteering (short-term, flexible tasks)
  • Regular commitments (weekly, monthly)
  • One-off events
  • Remote volunteering
  • Hands-on work
  • Emergency and spontaneous volunteering (i.e. with state or country emergency / fire services)
  • Festive season volunteering

Volunteering on a Visa: If you’re an overseas visitor and you would like to do some volunteer work while in Australia, you may have the right to volunteer under your visa conditions. Contact the Department of Home Affairs to make sure your visa allows it.

Volunteer Opportunities

Start by exploring MCCSA’s volunteer opportunities. If you’re looking for additional options:

Volunteer Rights and Responsibilities

Resources for Volunteer Managers

Templates and Forms

Additional Resources

Workplace Training and Capacity Building

First Aid Training

First Aid qualifications should be renewed every three years, with annual CPR recertification recommended by the Australian Resuscitation Council.

Recommended First Aid Training Providers in South Australia:

Child Protection Training

Required for anyone working with or providing services to children or young people, as per the Children’s Protection Act 1993 (.pdf).

  • Initial training: Full-day course (approximately 7 hours)
  • Refresher course: Every 3 years (approximately 3 hours)
  • Various course names have been used, all fulfilling the same legal requirement, including:
    • Child Safe Environments
    • Through Their Eyes
    • Mandatory Notification Training
    • Responding to Abuse and Neglect.

We recommend accessing this training through one of the SA Government Department of Human Services’ approved public Safe Environments training providers.

Community Capacity Building

Community capacity building focuses on enhancing skills and abilities to achieve sustainable development goals.

Key areas include:

  • Improving recruitment processes
  • Leadership succession planning
  • Developing communication strategies
  • Updating technology
  • Enhancing outcome measurement

MCCSA offers free capacity development opportunities and training resources for our staff and volunteers through various projects: Community Development, ACVVS, culturalQ and many more.
These opportunities are also sometimes offered as a benefit to our member communities.

For additional resources, visit Volunteering SA&NT’s learning and development page.

Resources for Potential New Employees

Preparing for Your Job Search

  1. Update your CV (stands for ‘Curriculum Vitae’)/Resume
  2. Prepare a Cover Letter Template
  3. Organise References
    • Ask permission from potential referees (past Employers, Managers, Leaders)
    • Include professional, character and/or community references
    • Brief referees on each role you apply for
    • Choose references most relevant to the position
    • Keep referees informed about potential calls from employers
  4. Gather Certificates and Qualifications
  5. Manage Your ‘Personal Brand’
    • Keep social media profiles professional
    • Make sure you have a professional email address for job applications

Finding Job Opportunities in Australia

  • Online job-search website – including Seek, CareerOne, Indeed, SA Government and LinkedIn Jobs
  • Local newspapers
  • Company websites
  • In-person – Ask local businesses about opportunities
  • Professional networks and networking events
  • Volunteering opportunities

Applying for Jobs

  • Assess your situation:
    • If employed, be selective about roles that align with your career goals
    • If unemployed, consider casting a wider net to match your skills
  • Balance quantity and quality of applications:
    • Apply broadly during slow job markets
    • Focus on roles matching your skills and experience
    • Consider both your dream job and roles that build experience and allow for skill development
  • Match your skills to job requirements:
    • Apply for jobs where you meet most of the criteria
    • Highlight transferable skills from various life experiences
  • Follow application instructions and proofread your application carefully before submitting
  • Tailor each application to the specific job and company
  • Consider follow-up calls or in-person visits, when appropriate after 7 days (unless instructed otherwise)

Preparing for Interviews

  1. Research the company and role:
    • Company culture, mission, and values
    • Recent achievements and news
    • Products, services, and clients
    • Skills and experience they value in employees
  2. Practise interview skills:
  3. Plan for interview day:
    • Choose appropriate professional attire
    • Plan your route and transportation
    • Aim to arrive 10-15 minutes early
    • Bring extra copies of your resume and any required documents
  4. During the interview:
    • Make a positive first impression in the first 30 seconds
    • Be friendly and professional
    • Provide thoughtful, well-prepared answers
    • Show confidence in your abilities
  5. Follow-up: Send a brief thank-you note or email within 24 hours

Remember: Be well-prepared, dress professionally, arrive on time, and stay confident. Your preparation and positive attitude will help you make a great impression.

Understanding Employment in Australia

Tips for Success

  • Build a professional network – Join us for an MCCSA Networking evening
  • Gain Australian work experience through volunteering or internships – Explore MCCSA’s Volunteering opportunities
  • Be persistent and don’t give up
  • Consider seeking support from a career mentor
  • Highlight volunteering experience on your resume and in interviews
  • Use volunteering to demonstrate valuable personality traits (e.g., motivation, social responsibility, proactivity)

Remember, finding work in Australia can take time. Stay positive, keep improving your skills and experience, and don’t be afraid to ask for feedback if you’re unsuccessful in an application.

Conflict Resolution

Healthy debate is beneficial for any organisation, but when conflicts prevent your group from achieving its goals, effective resolution becomes crucial.

Internal Conflict Resolution

Addressing conflicts early and constructively can strengthen your organisation and improve its overall effectiveness.

Resources:

Mediation

When internal processes aren’t sufficient, mediation can be an effective way to resolve disputes without resorting to legal action.

Mediation involves:

  • A confidential consultation with a trained Mediation Worker
  • A mediation session (via telephone, shuttle techniques, or face-to-face)
  • Impartial mediators who facilitate discussion without giving advice or making decisions

In South Australia, Mediations SA offers conflict resolution services.

Effective Communication

Meetings and Record Keeping

Effective meetings and proper record keeping are essential for the smooth operation of community organisations. Here’s what you need to know:

General Meetings and AGM

General meetings are formal gatherings where all members of an organisation are invited to attend and participate in decision-making.

They come in two main types:

  1. Annual General Meeting (AGM): Held once a year to:
    • Report on activities and finances
    • Allow members to ask questions
    • Elect new governing body members (when necessary)
  2. Special General Meetings: Called as needed to address specific issues requiring member input or approval.

Both types of general meetings require formal notice and typically have stricter procedural requirements than regular committee meetings (see below).

Helpful Resources:

Regular Meetings

Not-for-profits typically need monthly board/management committee meetings, in accordance with legal requirements. In an incorporated association, the committee (sometimes called the board) is the governing body responsible for managing the organisation’s affairs.

Helpful Resources:

Meeting Minutes

Minutes are official records of meeting proceedings. Meeting minutes should be:

  • Confirmed and signed at subsequent meetings
  • Taken at all Annual General Meetings (AGM) and board/management committee meetings
  • Entered into minute books

Improve your minute-taking skills with these Tips for writing Meeting Minutes.

Record Keeping

Proper document and record keeping is crucial.

Requirements may be set by:

  • Legislation
  • Your organisation’s rules and policies
  • Funding agreements and contracts

For comprehensive guidance, refer to our Guide to keeping and accessing documents, records and registers SA.

Public Speaking Tips for Community Leaders

Whether you’re addressing your community organisation or speaking at a large public event, effective public speaking is a valuable skill. With proper preparation and practise, you can deliver an engaging speech.

Know Your Audience

  • Research your audience before preparing your speech
  • Consider language needs: English, community language, or both
  • Tailor content and tone to match your audience (e.g., community members, government officials, donors)

Prepare Your Speech

  1. Structure your speech:
    • Download our Speech Template (.docx)
    • Introduction: Grab attention with a startling statistic, interesting anecdote, or concise quote
    • Body: Main points, supported by stories or multimedia
    • Conclusion: Summarise key points and close with a strong, memorable statement
  2. Choose your language and tone:
    • Casual or formal, depending on the event
    • Consider using an interpreter if addressing a mixed language audience – this could be someone from within the community
  3. Use personal touches:
    • Include relevant anecdotes or humour
    • Share stories that resonate with your community
  4. Use visual aids wisely:
    • Incorporate PowerPoint, photos, or videos sparingly
    • Ensure they enhance your content without distracting from your message

Practise and Rehearse

  • Practise in front of a mirror
  • Deliver your speech to friends or family for feedback
  • Time your speech to ensure it fits the allocated time slot

Delivering Your Speech

  1. Manage nerves:
    • Remember that feeling nervous is normal
    • Take deep breaths before going on stage
  2. Engage with your audience:
    • Make eye contact
    • Use effective body language and hand gestures
  3. Speak clearly and at a comfortable pace
  4. Use an outline instead of reading word-for-word
    • Glance at notes occasionally to stay on track
  5. Watch for audience feedback and adapt:
    • Gauge reactions and adjust your message if needed
    • Stay flexible to maintain audience engagement
  6. Be prepared for questions:
    • Anticipate possible questions and prepare responses
    • Remain respectful, even if you disagree with a question

Remember, the goal of public speaking is to connect with your audience, not to be perfect. If you know your topic well and are excited to talk about it, you’ll appear more confident. Enjoy the experience of sharing your ideas, and your audience will likely enjoy listening.

Communication and Marketing Strategy

Effective communication and marketing are crucial for community groups to engage with their members, stakeholders, and the wider public.
Translating Interpreting Services (call 13 14 50) can be a great resource for connecting with multicultural audiences.

Here’s how to develop and implement these strategies:

Email Communication

Set up a central email account for your community group to maintain consistent communication, especially during leadership changes.

Sign up to Google gmail
Need help? Step-by-step guide on how to set up a gmail account

Email Marketing (e-Newsletters)

Keep your members informed with regular newsletters and updates. Platforms like Mailchimp and Mailerlite offer simple email marketing software (EMS) with options for designing, sending and saving email newsletter templates. These tools allow you to:

  • Set up subscriber lists for targeted communication
  • Segment your audience based on interests or demographics
  • Track open rates and engagement

Many basic features are free, and both platforms offer free trial periods for premium features.

Professional Letterhead

Use a professional letterhead to enhance formal communication with other organisations and community members.

Download Letterhead Template (.doc)

Communication Plan

Develop a communication plan to outline responsibilities and ensure everyone understands their role in the communication process.

Download Communication Plan Template (.doc)
Need help? Step-by-step guide on how to create a Communications Plan

Continue exploring our toolkit to creating effective promotional materials in the following sections.

Marketing Plan

Create a structured approach to develop products and services that meet your audience’s needs and coordinate your marketing efforts effectively.

View the Marketing Plan Template and Guide by the Australian Government

Implementing Marketing Activities

Learn practical steps to market your community group effectively:
Read the “8 steps to marketing your business” by Small Business Development Corporation

Writing Media Releases

A media release (also known as a press release) is a powerful tool to share important information about your community or organisation with the public through media outlets. It’s a free way to distribute your message, though publication isn’t guaranteed.

If picked up by media, a release can:

  • Provide valuable publicity without the direct cost of advertising
  • Build credibility for your cause through news coverage (news is often perceived as more credible compared to paid advertisements)
  • Potentially reach a large audience
  • Attract more members, supporters, donors, and volunteers
  • Raise awareness about your organisation and its activities

Tips for Writing an Effective Media Release

  1. Make it Newsworthy and Clear
    • Use a catchy, short, and relevant headline
    • Ensure your story is interesting and timely, to catch journalists’ attention
    • Use the ‘no idea’ test: Would someone unfamiliar with your issue understand it?
    • Avoid jargon and explain complex concepts simply
  2. Prioritise Information
    • Put the most important points (who, what, where, when, why, and how) in the first two paragraphs
    • Arrange information in descending order of importance
  3. Tell a Compelling Story
    • Focus on people rather than inanimate events or things
    • Include relevant quotes to personalise your story
    • Add a human touch to make it relatable
  4. Be Accurate and Concise
    • Double-check all facts and figures
    • Only include verifiable information
    • Aim for one page, maximum two
    • Use short paragraphs and bullet points for readability
  5. Clarify Your Goals
    • Define what you want to achieve with media coverage
    • Include clear call-to-action information if you want readers to take specific steps (e.g., attend an event, sign a petition)
  6. Provide Essential Details
    • Include contact information for a spokesperson from your company who can answer further questions
    • Consider timing (mark as ‘immediate release’ or ‘strictly embargoed’)
  7. Finalise and Format
    • Use A4 paper with 2cm margins
    • Include ‘Media Release’ in large, bold font at the top
    • Use organisational letterhead or include your name and role
    • Avoid graphics or pictures in the release itself
    • Ensure the overall presentation is professional and easy to read
  8. Proofread Thoroughly
    • Check for spelling, grammar, and factual errors
    • Ask someone else to review it before sending

Remember, with media outlets often under-resourced, a well-prepared and concise release (ideally one page) has a better chance of being picked up.

For more tips, visit Our Community’s “Make Your Media Release Work For You”

Download our Media Release Template

Sending Your Media Release

  • Identify Your Target Audience: Determine relevant media outlets for your story, including local community media and specialist nationwide outlets. Don’t overlook community radio and television stations, as they often welcome local news and may offer opportunities for interviews or regular segments.
  • Find the Right Contact: Research specific journalists or departments that cover your type of news. For community media, consider building relationships through volunteering.
  • Tailor Your Approach: Adapt your release for different media outlets if necessary. Prepare shorter versions for radio news bulletins.
  • Time It Right: Send your release at an appropriate time, considering the news cycle and any relevant current events. Sending your release early in the week can have a better chances of being published.
  • Follow Up and Build Relationships: Make a polite phone call to ensure they received the release. Offer additional information or interviews if needed. Be persistent but respectful in your follow-ups.

Remember, building relationships with media contacts is key to successful coverage. Keep your releases relevant, timely, and interesting to increase your chances of publication.

Social Media for Community Organisations

Social media platforms offer powerful tools for community organisations to connect with members, share information, and promote events. Each platform has its strengths. Choose the ones that best align with your organisation’s goals and audience.
We recommend regularly reviewing and updating your social media strategy to ensure it remains effective.

Here’s an overview of key platforms and how to use them effectively:

Facebook

Facebook is a popular platform for building community and sharing various types of content, including video, photos, events and messages.

Learn more about Facebook with our information sheet (.docx)
View our 8-step guide to creating a Facebook Page (.docx)
View our 8-step guide to creating a Facebook Group (.docx)

Follow MCCofSA on Facebook

Instagram

Instagram is perfect for sharing visual content, such as images and ‘reels’ (short videos).

Need help signing up? 6-step guide to creating an instagram account on the computer

Follow @mccsa.events on Instagram

LinkedIn

LinkedIn is a professional networking platform ideal for building business connections and showcasing your organisation’s work. Creating a company page can be a great way to share professional achievements and industry insights, connect with other professionals, and recruit volunteers and staff.

Follow mccsa-inc on LinkedIn

YouTube

YouTube is a video-sharing platform where you can showcase your organisation’s activities through visual content. You can organise your videos into playlists by topic or project, making it easy for your audience to find and watch content that interests them. YouTube also offers live streaming features, which you can use for events or workshops.

Subscribe to @mccsa1868 on YouTube

Soundcloud

SoundCloud is an audio platform useful for sharing podcasts, community stories, event recordings, music or interviews related to your community. You can organise tracks into playlists and use hashtags for better discoverability. SoundCloud also offers easy embedding options, allowing you to share audio directly on your website.

Follow mccsa on Soundcloud

X (formerly known as Twitter)

X is a platform for sharing short messages, real-time updates, and public conversation. It’s an excellent tool for quick communication, engaging with your community, and participating in broader discussions relevant to your organisation.

Key tips:

  • Choose a unique username (15 characters or fewer) that represents you or your organisation
  • Your username forms your profile URL and is how others mention you
  • Follow relevant accounts to build your network and customise your feed
  • Posts are limited to 280 characters, encouraging concise communication
  • Use hashtags to join conversations and increase visibility
  • Engage regularly by posting updates, replying to others, and retweeting relevant content

Need help signing up? For the most up-to-date instructions, visit X’s official help centre.

Social Media Policy

Develop guidelines for your organisation’s social media use.

Download Social Media Policy Example (.doc)

Promotional Materials

Effective promotion helps carry your group’s message to the community, reaching the widest possible audience you can serve.

For more detailed information on promoting your community group, read Our Community’s “Carrying your group’s message to the community”.

Types of Promotional Materials

  1. Brochures
  2. Newsletters
    • Regular publications communicating activities and important information
    • Usually focus on one main topic to interested subscribers
    • Download Newsletter Template
  3. Blogs
    • Informal, diary-style entries on your website
    • Most recent posts typically appear first at the top of the page
    • Download Blog Template
  4. Logos
    • A unique design symbolising your organisation
    • Used on letterhead, advertising material, and signs for easy recognition
    • A well-designed logo can significantly enhance brand credibility
    • While affordable online options exist, including Free Logo Services and Fiverr, investing in a professional designer is recommended for a truly effective logo
  5. Business Cards
    • Essential for networking and providing contact information
    • Typically includes name, organisation, logo, and contact details (address, phone, email, website)
    • Download Business Card Template
  6. Banners and Signs
    • Effective for events and physical promotion
    • Easy to use and reusable with one initial production cost (if properly maintained)

Website

A website serves as your organisation’s online home base, providing a publicly-accessible central hub for information about your community group.

Digital Design Tools

Canva

  • Free design tool for beginners and professionals
  • Create web/print designs, presentations, social media graphics, and more
  • Pro version offers additional features
  • Non-profit organisations can apply for a free Pro account for their whole team
  • While not as comprehensive as professional suites like Adobe Creative Suite or Affinity, it’s an excellent option for most basic design needs
  • Start designing with Canva

Vistaprint

  • Affordable online printing service for various marketing materials
  • Options for business cards, brochures, banners, and more
  • Print with Vistaprint

Managing Money

Funding and Grants

Grants are funds given by organisations like government departments, corporations, foundations or trusts to support specific projects or activities. To get a grant, you typically need to submit a detailed application, often called a ‘proposal’, explaining how you’ll use the money.

Finding Grant Funding Opportunities

Explore these sources for potential grant funding:

Grant Writing Tips

  1. Align with Priorities
    • Understand the funding body’s goals
    • Ensure compatibility with your organisation’s mission, goals and values
  2. Check Eligibility
    • Verify your organisation meets all requirements
    • Consider legal structure and tax status
  3. Demonstrate Need and Support
    • Clearly explain the problem your project addresses
    • Show evidence of community backing
  4. Define Clear Goals and Outcomes
    • Set SMART objectives (Specific, Measurable, Achievable, Relevant, Time-bound)
    • Explain how you’ll measure success
  5. Prepare a Comprehensive Proposal
  6. Detail Your Project Plan
    • Outline methods and strategies
    • Provide a clear timeline
  7. Address Sustainability
    • Explain how the project will continue after the grant period
    • Discuss other funding sources or plans for self-sustainability
  8. Polish Your Application
    • Proofread thoroughly for errors and clarity
    • Ensure all required documents are included
  9. Review Grant Conditions
    • Understand all requirements before accepting funding
    • Plan for compliance and reporting
  10. Consider Financial Implications
    • Understand tax obligations
    • Seek professional advice if needed, especially for large grants

Fundraising Strategies

Explore various fundraising methods, beyond grants:

  • Events (e.g., galas, auctions, fun runs)
  • Online crowdfunding
  • Membership drives
  • Corporate sponsorships
  • Regular giving programs

Learn more: ‘Checklist to Developing your Fundraising Strategy’ by OurCommunity

Financial Reporting and Budgeting

Key Financial Reports

  1. Profit & Loss Statement
  2. Balance Sheet
  3. Budget
  4. Asset Register

For more information: Download our Example Financial Report (.xlsx) that includes templates and information about Profit & Loss, Balance Sheet and Cashflow Statement

Financial Record Keeping

Your treasurer, with support from a financial officer (if available), is responsible for overseeing these essential financial management tasks:

  • Maintain accurate financial records
  • Record all income, sales and expenses promptly and accurately
  • Keep paper and digital copies of all financial documents, including bank statements. Present bank statements with details of expenditure at each Management Committee meeting. View a Sample Bank Statement (.pdf)
  • Prepare and present regular financial reports at each management committee meeting
  • Prepare and monitor an annual budget
  • Ensure compliance with relevant financial laws and regulations, including tax obligations and auditing requirements (these can be found in the next section of the toolkit)
  • Use appropriate templates for financial transactions:

For comprehensive guidance, read: ‘Damn Good Advice for Treasurers’ Guide (.pdf) by OurCommunity

New to financial management? Start with this guide to ‘Keeping the Books’ by Institute of Community Directors Australia. It covers bookkeeping basics, accounting methods, and how to choose the right system for your organisation.

National Standard Chart of Accounts (NSCOA)

The NSCOA is a free financial tool designed for charities and non-profits in Australia. While optional, it offers several benefits:

  • Creates a common financial language across organisations
  • Simplifies reporting to multiple government bodies
  • Eases staff and volunteer work across different non-profits
  • Reduces time and costs in financial reporting
  • Can be customised to fit each organisation’s needs

NSCOA is widely accepted by Australian governments and helps organisations manage their finances more efficiently.

Tax and Auditing

Tax Obligations

  • Understand your organisation’s tax status and obligations
  • Keep accurate records for tax purposes
  • Consider seeking professional advice for complex tax matters

‘Helping not-for-profits get it right: An overview of Australian settings’ tax information by Australian Government ATO
‘What to know if your not-for-profit is taxable: Taxable status and reporting requirements’ information by Australian Government ATO

Auditing

Regular audits are crucial for your organisation’s financial health and reputation. They:

  • Ensure financial transparency and accountability
  • Are often required to access further funding opportunities
  • Provide a clear view of your organisation’s expenditure

Key auditing practices:

Timely and thorough audits demonstrate your organisation’s commitment to financial integrity, which can enhance trust with donors, members, and funding bodies.

Financial Policies and Procedures

Essential Financial Policies

  1. Purchasing Policy
  2. Reimbursement Policy
    • Outlines how to claim expenses
    • Ensures fair and consistent reimbursements
  3. Financial Authority Policy
    • Defines who can approve spending and to what limit

Remember, sound financial management is key to your organisation’s success and sustainability. If you need further assistance, consider seeking advice from a qualified accountant or financial advisor.

Planning Successful Events

Event Management

Hosting successful events is crucial for community engagement and showcasing your culture. Here’s a comprehensive guide to help you plan and execute memorable events.

Before planning your event, review our ‘Occupational Health & Safety’ section to ensure you’re meeting all safety obligations for community events.

Event Management Plan

A well-planned event follows a theme, is engaging, interactive, inclusive and delivered on time and on budget. Your event management plan should include:

  • Event details
  • Timeline of tasks
  • Task assignments
  • Budget
  • Invitation list
  • Site map

Your plan should answer:

  • Why is the event being held?
  • What are the objectives?
  • Who is involved?
  • When will it start and finish?
  • Where will it be held?
  • How will it be carried out?

Resources:

Performers and Entertainment

When selecting performers and entertainment for your event:

  • Ensure they are of good quality, reliable, relevant, and appropriate for your audience
  • Check with performers about their setup and requirements well in advance
  • Organise costs and payment terms before the event
  • Confirm details with performers closer to the event date

Email to Performers to send before the event Template (.docx)

Event Management Templates

Sponsorship and Funding

When seeking sponsorship:

  • Approach organisations you have an existing relationship with
  • Start well in advance of the event
  • Highlight benefits to potential sponsors
  • Ensure alignment with your organisation’s values

Additional Resources

VIP Protocols

Inviting influential people to your event can help showcase your culture and community.

  • Send invitations 6-8 weeks before the event
  • Consider inviting:
    • Governor
    • Ministers
    • Local Mayors and Councillors
    • Leaders from peak bodies and service organisations

View Vice Regal Engagements protocol and information (.docx)
Download VIP Invite Example (.doc)

Venue Selection

Choosing the right venue is crucial for your event’s success. When choosing a venue, consider factors like location, capacity, facilities, and cost. Many of these venues offer affordable or free options for community groups, so don’t hesitate to enquire about special rates or support for your event. Here are some options to consider:

MCCSA Community Hub

MCCSA offers affordable meeting spaces in central Adelaide:

Community Hall (Ground Floor)

  • Size: 15m x 5.4m, 81m²
  • Capacity: Up to 70 (theatre-style) or 50 (boardroom-style)
  • Amenities: Fully equipped kitchen, accessible toilets, projector, microphone, speakers, whiteboard, climate control, air purifier

Training Room (Level 1)

  • Size: 5.9m x 6.6m, 38.9m²
  • Capacity: Up to 30 (theatre-style) or 20 (boardroom-style)
  • Amenities: Basic kitchen, toilets, projector, smart screen, whiteboards, climate control, air purifier

Benefits of MCCSA Venues

  • Central location with public transport access
  • Free for registered MCCSA Members and Community Groups (donation appreciated)
  • Competitive rates for non-members and organisations
  • Flexible booking options
  • Support a non-profit charity dedicated to multicultural communities
Book an MCCSA Venue

Community Centres

Community centres are places specially provided for local people, groups, and organisations to meet and engage in activities.

Community centres are found across South Australia, both privately and government-operated, offering spaces for:

  • Meeting rooms and venues for hire
  • Program and event spaces, including for:
    • Community education
    • Social groups
    • Support groups
    • Social programs
  • Access to facilities and equipment

Connect with Community Centres SA
Find your local Community Centre
Explore City of Adelaide Community Centres
Connect with the National Community Hubs Program (and watch this YouTube video to learn more about their Community Hubs)

Libraries

Libraries offer more than just books – Libraries have evolved into multi-purpose community spaces offering:

  • Books, DVDs, magazines, and music for borrowing
  • Access to computers and internet
  • Programs and training sessions
  • Meeting spaces and rooms for hire
  • Equipment like printers, scanners, and copiers
  • Justice of the Peace services

Many libraries also offer free or low-cost:

  • Children’s activities and story times
  • School holiday programs
  • Computer training and support
  • English classes
  • Craft and art activities
  • Social groups and game sessions
  • Book clubs
  • Home library services for ageing people or those living with disability
  • Speaker or author talks

Find out more about Libraries SA
Locate your local library
Join the Library online
Access the Multicultural Library
Find Library Events
Explore the Digital Library
Access FREE online learning
Access FREE IELTS Training

Councils and Local Government

Your local council can be a valuable resource for community events:

  • Responsible for various local services and facilities
  • Can provide information on:
    • Community centres and libraries
    • Parks and recreation facilities
    • Community buses
    • Citizenship ceremonies
    • Local events and programs
    • Grants and funding opportunities

Find your local council

City of Adelaide

As the capital city, Adelaide offers extensive resources:

Promotion and Media Consent

Event Promotion Timeline

For maximum impact, follow this promotion schedule:

  • 4+ weeks before: Start initial promotion
  • 2 weeks before: Increase promotional efforts
  • 1 week before: Send final reminders

This timeline ensures sustained interest and helps maximise attendance.

Promotion Channels

Use various channels to reach your audience:

Review our section about Promotion and Effective Communication

Media Consent

Always obtain proper consent for photographs and media at your event.

Download Media Permission Form (.doc)

Strategic Community Planning

Organisational Structures

What is a Community Group?

A community group is an organisation that works for public benefit. To be considered a community group, your organisation needs five key features:

  • A formal structure with written rules (constitution)
  • Independence to make your own decisions
  • Not-for-profit status (profits support community activities)
  • Volunteer management and support
  • Focus on community benefit

Helpful Resources:

Becoming a Legal Entity

Incorporation

Incorporating your group:

  • Creates a separate legal identity
  • Allows you to sign contracts and employ people
  • Protects individual members
  • Requires regular reporting to government

Helpful Resources:

Auspicing: An Alternative to Incorporation

Auspicing is when an established organisation (auspicor) provides support, sponsorship, or guidance to a smaller group or individual (auspicee). New or small groups might consider auspicing instead of immediate incorporation.

Under Auspicing, a larger established organisation will:

  • Manage finances and provide legal coverage
  • Allow you to apply for grants under their legal status
  • Provide access to infrastructure and resources
  • Offer mentoring and professional guidance
  • Support testing new ideas with reduced administrative burden
  • Help build your organisational capacity
  • Assist with risk management and compliance obligations

Resources:

Creating Your Constitution

A constitution is your organisation’s rulebook. It:

  • Sets out how your organisation must operate
  • Provides governance guidelines
  • Must be approved by government for incorporation
  • Creates your legal identity once approved

Your constitution outlines:

  • How decisions are made
  • Membership rules
  • Committee election process
  • Financial management
  • Meeting procedures

Helpful Resources:

Registering as a Charity

Your group can register as a charity with the Australian Charities and Not-for-profits Commission (ACNC). The ACNC is Australia’s national charity regulator.

Benefits include:

  • Tax concessions and deductions
  • Access to certain grants and funding
  • Official Registered Charity Tick to build trust
  • Listed on the public charity register
  • Simplified reporting to government agencies

Note: Registration requires annual reporting to the ACNC to maintain your charity status.

Should your group register as a charity? by Justice Connect Not-for-profit Law

Governance and Leadership

Understanding Good Governance

Good governance means running your organisation legally and effectively. It includes:

  • Following laws and regulations
  • Making decisions that benefit your community
  • Managing meetings properly
  • Building a skilled board
  • Having clear communication strategies

Key Resources:

Leadership Roles and Responsibilities

Each leadership role has specific duties to help your organisation run smoothly:

President

Secretary

Treasurer

Public Officer

Additional Resources:

Managing Leadership Changes

When committee members change roles:

  • Arrange a handover meeting between outgoing and incoming members
  • Transfer all documents, files, and passwords
  • Update details with government departments and Consumer and Business Affairs
  • Complete handover within 28 days
  • Consider using a mediator if needed for smooth transition
Community Needs Assessment

Assessing Your Community’s Needs

Use assessment tools to:

  • Assess the needs of your community group
  • Identify gaps in services
  • Understand current status
  • Track progress
  • Plan improvements

Download Community Needs Assessment Tool (.xlsx)

Use the findings from your needs assessment to develop your strategic plan (see next section).

Strategic Planning

Creating Your Strategic Plan

Strategic planning helps you:

  • Set long-term direction
  • Guide decision-making
  • Measure success

Helpful Resources:

Essential Elements:

  1. Vision Statement
    • Where you want to be
    • Future aspirations
    • Long-term goals
  2. Mission Statement
    • Current purpose
    • What you do now
    • Who you serve
  3. SWOT Analysis

Quality Accreditation: Australian Service Excellence Standards (ASES)

ASES is a comprehensive program designed to enhance the quality and efficiency of community organisations across Australia. It provides a rigorous framework for achieving and maintaining service excellence, suitable for organisations at all stages of development. The program offers three levels of accreditation: STARservice, ASES Certificate, and ASES Award, each demonstrating an increasing commitment to quality.

Completing ASES demonstrates a dedication to excellence that is recognised by government bodies, funders, and other stakeholders. The accreditation process, valid for three years, involves both self-assessment and external evaluation. This approach helps organisations improve their operational efficiency, enhance service delivery, and increase their eligibility for funding opportunities.

ASES is internationally recognised, meeting high global standards for quality assurance. It focuses on key principles such as customer-centred service, sound governance, and continuous improvement. Organisations meeting ASES standards can use the Service Excellence Star symbol, signifying their commitment to high-quality, ethical practices.

This program is ideal for community organisations seeking to develop their services, manage risks effectively, and contribute to a more engaged and satisfied workforce. For more information about how ASES can benefit your organisation, email [email protected].

Community Business Plans

Developing Your Business Plan

The Business Plan describes in detail how the organisation plans to achieve its goals.

Your business plan should include:

  • Detailed actions
  • Timelines
  • Responsibilities
  • Required resources
  • Potential challenges

Develop your business plan by Australian Government’s business.gov.au

Risk Management

Protect your organisation by:

  • Identifying potential risks
  • Creating prevention strategies
  • Planning responses
  • Regular monitoring

Resources:

Project Management

Planning Your Project

Every successful community project needs clear planning and management. Follow these steps:

  1. Define Project Scope
    • Set clear objectives / goals
    • Identify stakeholders
    • Establish timeline
    • Determine resources needed
  2. Create Project Documentation

Managing Project Phases

Projects typically follow five basic phases:

  1. Conception and Initiation
  2. Definition and Planning
  3. Launch or Execution
  4. Performance monitoring and Control
  5. Closure

Read more about the 5 Basic Phases of Project Management by Project Insight

Remember: align your project management with your organisation’s strategic plan (see previous sections).

Following the Rules

Legal Requirements and Compliance

Understanding Not-For-Profit Law

Access these free legal resources:

Key Legislation

Be aware of key legislation affecting community groups:

Additional Legal Support

Legal Agreements and Documentation

Terms and Conditions

Terms and Conditions set the rules you must follow when using services, products, or applying for funding. Understand the legal aspects of partnerships and agreements:

Memoranda of Understanding (MOU)

An MOU is a simple written agreement that helps organisations work together. Unlike a contract, an MOU focuses on sharing goals and resources rather than legal obligations.

When to Use an MOU:

  • Sharing skills and knowledge between organisations
  • Documenting shared goals and vision
  • Outlining basic partnership arrangements

However, choose a formal contract instead if you need legally binding agreements or could lose money if promises aren’t kept (see below).

Resources:

Contracts

A contract is a legally binding agreement between organisations or individuals. Most non-profits need contracts for their regular operations.

Key Considerations for Contractual Agreements:

  • Read and understand all terms carefully
  • Check if you can negotiate any conditions
  • Consider whether the risks are acceptable
  • Remember you can choose not to sign
  • Important: If your group isn’t incorporated, an individual must sign and take personal responsibility – consider incorporating your organisation first to avoid this.

Resources:

Insurance

Essential Insurance Types

Public and Product Liability

  • Protects against injury or property damage claims
  • Covers incidents and physical injuries on your premises
  • Includes product-related incidents
  • Essential for groups selling food or products, including as part of fundraising activities
  • Covers claims from external people (third parties) who interact with your organisation

Directors and Officers Liability

  • Protects the individual board members and committee members
  • Covers negligence claims against these individuals
  • Safeguards their personal assets

Personal Accident Insurance (also known as Volunteer Insurance)

  • Covers members, volunteers, officials or participants from out-of-pocket expenses
  • Includes accidental injury, disability or death while working
  • Provides income loss protection, if unable to work as a result

Building Insurance

  • Required only if you own your premises
  • Covers damage from fire, storms, and vandalism
  • Not needed for hired facilities or using council/crown land premises (but check your lease agreement)

Professional Indemnity

  • Protects against professional advice mistakes
  • Essential for health and advisory services
  • Covers claims of professional negligence

Helpful Resources:

Police Checks and Screening

Police checks and character certificates are often required in Australia for:

  • Employment
  • Volunteering
  • Court requirements
  • Residence permission

For community organisations, screening staff and volunteers helps reduce potential risks.

Types of Checks

  1. National Police Check
  2. South Australian Police Check
  3. SA Government Screening
    • Specialised checks for specific roles:
      • Working with Children Check
      • NDIS Worker Check
      • Aged Care Sector Employment Check
      • Vulnerable Person-Related Employment Check
      • General Employment Probity Check
    • Apply for SA Government Screening

Note: The type, cost, and application process may vary depending on the purpose and which state of Australia you intend to work in.

Occupational Health and Safety (OH&S) – also known as Work Health and Safety (WHS)

General OH&S Requirements

  • Report incidents and injuries
  • Follow safety procedures
  • Protect volunteers and workers

Resources:

Event Safety and Risk Management

Serving Food and Alcohol

Safe Food Handling

Before serving food at events:

  1. Complete food safety training
  2. Follow SA Health Food Safety guidelines
  3. Check local council requirements via their websites – many councils offer free food safety training

Other Resources:

Liquor Licensing

To serve alcohol at events:

  1. Apply for appropriate Liquor License
  2. Complete Responsible Service of Alcohol (RSA) training for when serving alcohol at an event that is open to the public
  3. Follow licensing requirements

Liquor Licensing Act 1997

Environmental Responsibility

Waste and Recycling

Learn proper waste management:

  • Use the right bins
  • Follow recycling guidelines
  • Reduce environmental impact

Resources:

Building Partnerships

Understanding Partnerships and Collaboration

What is a Partnership?

A partnership is when two organisations agree to work together toward a common goal. Effective partnerships can:

  • Create new opportunities and referrals
  • Share skills and resources
  • Increase community impact
  • Enhance visibility
  • Pool financial resources, when appropriate
  • Demonstrate stakeholder support to funders and decision-makers
  • Show the community there’s recognised need for your work
  • Strengthen your campaigns through combined efforts

Types of Collaboration

  • Formal partnerships (with written agreements)
  • Informal collaborations
  • Project-specific partnerships
  • Long-term strategic alliances
  • Network partnerships
  • Resource-sharing arrangements

Resources for Partnerships and Collaboration

Managing Partnerships

Before Starting a Partnership

  1. Define your goals and expectations
  2. Assess potential partners
  3. Evaluate resources and capabilities
  4. Consider legal implications
  5. Discuss potential challenges

Managing Active Partnerships

  • Maintain regular communication
  • Document decisions and agreements
  • Review progress regularly
  • Address issues promptly
  • Celebrate successes together

Acknowledging Partners

Show appreciation to supporters, suppliers and partners:

  • Send personalised thank-you messages (via phone, physical mail, email, or say thank you in-person)
  • Provide certificates of appreciation
  • Promote partner contributions or services
  • Maintain ongoing communication
Finding Local Support

Partnering with Community Centres

Community centres are local meeting places that build stronger communities by:

  • Providing support for community programs
  • Offering connections to local services
  • Supporting community connections
  • Building neighbourhood relationships
  • Facilitating partnerships between community groups

Community Centres SA can help you:

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