Event Development (continued)

“The following is a continuation of my Event Development Series. Several months ago I started the series with the first section, “Initial Development”. The second section is entitled “Research and Preliminary Planning”. Now that you and your team have decided to proceed with the event, it’s time to get serious! As suggested previously, any thoughts and idea are more then welcome!"

Research and Preliminary Planning
You’ve determined that you “financially” want to proceed with your festival or event and you and your committee have completed plenty of “research”. Now it’s time to start your “Preliminary Planning”.

Preliminary Planning – Target Audience
You must know who your primary audience is! Obviously this is one of your most important considerations. Here is a list of some of the questions that need to be asked and answered:
1. Who are you targeting - families, adults, seniors, juveniles, youths, children, males, females, etc.? It is very important for you to accurately define your target audience.
2. Where will your target audience come from? Are they local, from specific groups, such as senior's home? Are they from within your geographical area or outside it? if outside, how will you attract them to your event?
3. How much will your target audience be willing to pay to attend your event?
4. Does your audience have special needs or interests?
5. Will they really be interested in what you are planning on offering the?
Once you have answered these questions and more, you can really start your final plan!
(To be continued)

Event Development (continued)

“The following is a continuation of my Event Development Series. Several months ago I started the series with the first section, “Initial Development”. The second section is entitled “Research and Preliminary Planning”. Now that you and your team have decided to proceed with the event, it’s time to get serious! As suggested previously, any thoughts and idea are more then welcome!"

Research and Preliminary Planning
You’ve determined that you “financially” want to proceed with your festival or event and you and your committee have completed plenty of “research”. Now it’s time to start your “Preliminary Planning”.

Preliminary Planning – Manpower
Whatever your event, you must make sure that you have enough "manpower" available to help. This includes both the "planning and development" stages and the "implementation and operational" stages. Each group must be committed to being on time and ready to work! Nothing causes committees and their chairs more grief than no enough workers or than people who commit and then don't live up to their commitment! It's so simple, either show up and work or replace yourself with someone who will! If, as a committee leader, you don't want to lose committee members or have them not fully participate, make sure you operate your committee and its meetings on a business-like basis. This includes starting your meetings on time, having a prepared agenda and following it, having a scribe take minute notes and then sending the minutes out before the next meeting and finally, following up, as promised. All commitments must be honoured by the committee chairs if she/he wants the respect of the committee members. Remember, it never hurts to have a committee to be over staffed. This is especially true for the implementation and operational stages! If you find that your group can't handle the whole event, look outside your group (friends, relatives, partnerships with other groups, contracted services, etc,). Once your manpower is in place the "sky's the limit"!
(To be continued)

Event Development (continued)

“The following is a continuation of my Event Development Series. Several months ago I started the series with the first section, “Initial Development”. The second section is entitled “Research and Preliminary Planning”. Now that you and your team have decided to proceed with the event, it’s time to get serious! As suggested previously, any thoughts and idea are more then welcome!”
Research and Preliminary Planning
You’ve determined that you “financially” want to proceed with your festival or event and you and your committee have completed plenty of “research”. Now it’s time to start your “Preliminary Planning”.

Preliminary Planning – Required Elements (Continued)
This could be the next step in your event development or it could be your last step! I have placed this section here because I believe that you need all the "Required Elements" in place before you make your final plans.

3. Are There Enough of the Right Kind of Vendors and Attractions Available for Your Event?
Most festivals and events have either outside vendors or attractions to bring visitors to their event. When I say "the right kind", I mean vendors and attractions that both reflect the theme of the event and the type of people they are trying to attract. By offering visitors "less" then they expect can be a big detriment to the event's success and eventual longevity!

4. Will Your Local Government Co-operate or Event Contribute to Your Event?
This is likely the most important "element" to get right. Without the co-operation (and hopefully contribution - money ~ manpower ~ facilities) of your local government, your event is in trouble right from the start! You may think that you don't need their co-operation, but you are wrong! Your local government can help you in so many ways. Most importantly, though, is that they can tell you what you need to do to comply with all the regulations that are now in place to protect the public. It is definitely in your best interests to follow their guidelines and to form work a close working relationship with community staff.

Once you have all these "Right Elements" in place, final planning can begin.
(To be continued)

Event Development (continued)

“The following is a continuation of my Event Development Series. Several months ago I started the series with the first section, “Initial Development”. The second section is entitled “Research and Preliminary Planning”. Now that you and your team have decided to proceed with the event, it’s time to get serious! As suggested previously, any thoughts and idea are more then welcome!”
Research and Preliminary Planning
You’ve determined that you “financially” want to proceed with your festival or event and you and your committee have completed plenty of “research”. Now it’s time to start your “Preliminary Planning”.

Preliminary Planning – Required Elements (Continued)
This could be the next step in your event development or it could be your last step! I have placed this section here because I believe that you need all the "Required Elements" in place before you make your final plans.

2. Will Local Businesses Contribute to Your Events Financial Success?
I don't know many events that are self supporting, but I don't think that there are many. I also don't know of many events that don't cost something. That being said, you will need to find outside funds from some source. Ticket sales and booth fees may cover a lot of the costs, but in most cases festivals and events need more. If this is the case, you'll need to consider the solicitation of your local businesses. The big questions is, "Will they help?". I think this question can best be answered by how you approach them. First of all you have to consider will your approach be for a donation or a sponsorship. There is a huge difference between the two. Donations are simply a request for help with no offer of return on investment. It is a straight out gift. Sponsorships, on the other hand, are based on a business transaction. For monies given (by the sponsor) goods or services are given (by the event). The goods or services given could include anything from tickets to an event to advertising recognition. Whatever is given, there should be good "value" in what is given. Don't underestimate your need for sufficient funding. Having a little more than needed is a good policy. You never know when the "rain" may fall. Sufficient funding is a key "element" when it comes to event success. (To be continued)