Why an Interview,,,

Over the years we have been able to meet and talk with some very interesting people. They have shared with us their knowledge and have provided us with a great deal of insight as to how and why festivals and events work and why they are so important to our communities and to the Province of Ontario. With this in mind, we decided that we wanted you to meet and hear from some of the wonderful people who work so hard to provide us all with such wonderful Ontario Festivals and Events! We are pleased and proud to present "THE INSIDE SCOOP"!

Friday, October 15, 2021

Event Development (continued)

The following is a continuation of my Event Development Series. Some time 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

Research (Continued)

3. D.B.I.A. (Downtown Business Improvement Association) – Many towns have D.B.I.A.s. These associations are made up of local downtown business owners. Most are interested in promoting the downtown area and its businesses and hold or support events that are held in the downtown area. If you are hoping to hold your event in the downtown area, contacting and consulting the local D.B.I.A. is a must! They may object to your event or they may think its needed, but either way, without their support your event is doomed for failure. The key to obtaining the support of the D.B.I.A. is knowing what their promotional needs are and then planning your event accordingly. If you can obtain the full backing of D.B.I.A. members, your event has a much greater chance of success. Also, many D.B.I.A.s have promotional funds available and may agree to use some of them to help promote your event.

4.CHAMBER OF COMMERCE – Like the D.B.I.A.s shown above, many areas have local or regional Chambers of Commerce. While each Chamber of Commerce has different objectives, all exist to promote local and regional businesses. Promotion comes in various forms depending on the Chamber, but most support local events in one way or another. Meeting with the local Chamber manager is always a wise thing to do. The manager can fill you in on their activities and how they or their members might help you and your committee. They might even be able to help you identify local businesses or business owners as potential sponsors and donors.

(To be continued)

 

Friday, October 8, 2021

Event Development (continued)

 The following is a continuation of my Event Development Series. Several years 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

Research (Continued)

All of the above and more will have to be considered and researched! But, where do you obtain this information? Here are a few suggestions on places where you can find answers to your questions.

  1. INTERNET – The internet is one of the best research tools ever developed. You can obtain information about every imaginable topic! The key to a successful search is how you use the available search engines. There are hundreds search engines, but the three main ones are Google, Yahoo and Bing (MSN). Yahoo and Bing will be combined next year (2010), but for now they are separate. Personally I prefer Google, but they all work. The best way of using a search engine is to be specific about your request. For example, if you are going to hold an art festival and want to find out more, be specific about the information you want. If you just type in “Art Festivals” you get millions of possibilities. You may think that this is positive except that it’s only giving you very general information. If you are going to have a nature art festival, you might search for “Wildlife” or “Nature” art festivals. Now you will get far fewer site possibilities, but most will be about the type of event you are holding. Similarly, if you search for “Wildlife Art Festivals, Your region” the search will become much more specific. Words are the key to a good and successful internet search. Pre-determine what information you want to research and then try different “words or phrases” until you find the information you want. You can even try various other search engines with these words and phrases for different responses.
  2. TOWN HALL – Approaching your town’s administrator is a must. They can tell you the things you will need to know before you start any planning! They can tell you such things as the rules and regulations that pertain to local festivals and events. They will have information on what licenses you might need. They can tell you if the town council might help your event financially or with town manpower and services. Your town will be the best source of information for any local festival or event. Some towns and municipalities have event coordinators. These people are a wonderful resource to any organizing committee! They know what is happening, where it is happening and who is organizing what! They also know the “do’s and don’t” of holding local events. Most also know where the grant money is located and can advise how to apply for it.

Friday, October 1, 2021

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

Research (Continued)

  1. What will our costs be?
  2. When will we hold our event?
  3. What will the theme of our event be and will it be relevant to our area?
  4. What can we expect in revenue?
  5. Will we be able to find donors and sponsors in our area to support the event?
  6. Where can we hold the event?
  7. Will the location accommodate all we want to do?
  8. What type of people will come to our event and from where?
  9. Can we count on any government assistance and what form will it take if it is available?
  10. How much manpower will we need during the event and where will they come from?
  11. Are there enough core volunteers to plan and execute the event?
  12. Will there be community support for the event?
  13. What materials do we need to rent, borrow or purchase to make our event happen?
  14. Where will the materials come from – locally or out of region?
  15. What special requirements will we need to consider – licenses, road closures, fencing, washrooms, electricity, security, garbage disposal, etc?


Friday, September 24, 2021

Event Development (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

Research

Have you researched your event thoroughly? Just like the Boy Scout’s motto says, “Be Prepared”! Before you develop a working plan and budget, you need to know exactly what you are in for! To do this you should investigate all aspects of what is necessary to hold a successful event. This is the “Research Phase” of the “Event Development” process.
To begin the research process you need to ask yourselves a number of probing questions. Questions such as: (To be continued...)

Friday, September 17, 2021

Promoting Your Sponsors! (Part 2)

 Here are a few simple ideas:

  • Find ways to use sponsor’s products. For example, if it’s a soft drink company, insist that all food vendors sell the sponsor’s products.
  • If you are being interviewed by television or radio, make sure that you mention as many sponsors as possible.
  • If you have a key sponsor, try to wear a shirt or cap with their logo. Especially when you are being interviewed.
  • During the event ask sponsors to set up product displays. Make the space part of their sponsorship package.
  • A comprehensive promotion plan should be put into place and all team members should be fully aware of the plan and should carry it out throughout the festival/event.

The better you promote your sponsors, the more likely they will return next year, even in a poor economy!

Saturday, September 11, 2021

Promoting Your Sponsors! (Part 1)

 Some time ago, we visited the Fall Fair in Kingston. One of their sponsors was “Kentucky Fried Chicken (KFC)”.  Almost every farm participant we saw was eating a KFC box lunch! What a great promotion! When I saw it, it started me thinking about how festivals and events do or don’t promote their sponsors! If sponsors “make or break” events, why don’t festival/event organizers go all out to promote their sponsors? Some do, but many don’t! Perhaps the best example of an organization that takes full advantage of promoting their sponsors is NASCAR.  Every time you see a driver or crew chief (or for that matter any NASCAR employee), being interviewed, they are continually promoting their sponsors! They eat, drink, wear and talk about their sponsors! You might think that this is over kill, but you are wrong. When sponsors hand over buckets of money, they want to know that those they are sponsoring are doing everything possible to promote them. They want value (over value) for money spent! It’s no wonder, that in these economic times the good NASCAR promoters are able to keep their key sponsors! This brings me back to festivals and events. Festival and event organizers should take a serious look at how NASCAR promotes its sponsors and then look to see how they can promote their own sponsors.

(To be continued in Part 2)

Friday, September 3, 2021

Curb Appeal… (Part 2)

 3. Clean Up – Prior to the event taking place, the location committee should prevue the facility to make sure it is clean and tidy. If it is not, arrangements will need to be made to have it cleaned up. Any contracts with facility owners should have a clean-up clause. Make sure that everything that can be done to improve the facility is done prior to set-up!

4. Visitor Friendly – When you are making your improvement plans, you should make sure that you include ideas to beautify the facility and to make it “visitor friendly”. This could include flowers, plants, informative signs (professionally created) and other items that enhance the theme of the festival or event.

5. Site Plan – During the planning stages, a comprehensive site plan should be prepared. This would include the best use and layout of the venue for both participants and visitors.

6. Attractions – Make sure when you are planning where to place your attractions that their placement makes sense and that they are visually pleasing.

7. Visualize – The best suggestion I can make is that you and your committee walk the location and visualize what it is going to look like on event day(s). The more clearly you can see the final set-up in your mind, the better the “Curb Appeal” will be!