Event Development (part Seven)

 Commitment (continued)

15.    Is there sponsorship money available?

One way of eliminating or minimizing the money issue is to find willing sponsors to help you underwrite you event. If approached properly, this can be a win… win situation for both you and your sponsors. To develop a sponsorship program, you must have something to offer. Remember, this is not a donation, but rather a marketing opportunity.

16.    What is the expected size and scope of your event?

In order to really expect people to commit to an event, they have to know what they are getting into, right up front. Larger and more complex events will require a lot of volunteers and a greater time commitment. You can’t “sugar coat” this question. You can’t down play the time aspect. If you do, it will come back to haunt you two fold. Look at your planned event realistically and make sure you and everyone else involved know what they are getting into.

17.    What locations are available to hold your event?

Location… location… location! You may have great plans, but if a proper location isn’t available, you may have to reconsider your plans. Make sure you scout all possible locations, including neighboring communities, to see what choices you have. If you only have a few choices, and none of them are great, you may have to drastically modify your expectations. Holding an event in the wrong venue is a recipe for disaster. (To be continued)

Event Development (Part Six)

 Commitment (continued)

11.    Who will attend this event?

Another thing to consider when you are looking at attendance is who is the event aimed towards… kids, teens, seniors, locals, out of towners, etc. You get the picture. If it’s aimed towards out of towners, are there sufficient accommodations and restaurants? If it’s towards seniors, is the venue going to be wheelchair friendly? And so on it goes.

12.    Will people attend this event?

Finally, you can have the best event in the world, but if people don’t come you have no event at all. This is, of course, an important consideration. Is the event being had at a good time of year? If it’s an outdoor event, what happens if it rains? How about the location? Is it easy to get… hard to find? What about disasters? You can’t plan for those. When planning an event you have to try to consider all elements and then find the best way of insuring good attendance.

13.    Is there “seed” money available?

All events need some initial money. Such things are tickets, advertising, posters, etc. need to be purchased in advance. Your group needs to be prepared to spend money to make the event happen. The amount required will depend on the type and size of event you are holding. A word of caution, don’t under estimate how much you will required… be realistic. Surprises are not a good thing when planning an event.

14.    Is your group willing to lose money?

Even the best plans can go wrong! Disasters can happen; circumstances can change in an instant. This can lead to a financial lose for your group. Can you group afford to lose money? Is it willing to lose money? If the answer to these questions is know, you should be reconsidering your commitment to the event. It is better to “stop the show” in the beginning then to find out too late and can’t turn back. (To be continued…)

Event Development (Part Five)

 Commitment (continued)

8    Is there enough time to plan the event?

“You want to hold it when?!” If that’s the reaction to your timeframe, perhaps you may want to reconsider. To hold a successful event, it must be well planned and well thought out. Although too much time can cause apathy, too little time can/will cause mistakes and will lead to committee stress. All elements you want to avoid at all costs, especially if you want to keep you member after the event. You must be realistic with your timetable. Larger event simply needs more time to plan and organize. If you must hold the event quickly, scale it down so that it is doable.

9.    Are there other events in the area that could conflict with your event?

A little research goes a long way. Make sure there is no other event that can affect the success of your event. Many communities have event registries. Consulting this could save you a lot of time and money. If there is no central registry, you might want to place an ad in your local newspaper. If this is not possible, well placed telephone calls to other group leaders will help. The more you can avoid conflict, the better your chances of success. A word of caution, just because you think your event is going to be bigger and better then someone else’s, doesn’t mean your event will win. Where there is a potential conflict, it is always better to compromise.

10.    Why will people attend your event?

Let’s face it; there are thousands of events being held every week. What is going to make you event special, make people want to attend? Take a long look at why you are holding the event and what you are going to offer. The more you understand the dynamics of your event, the better the chance of success/attendance. Once this is in place, you will know how to promote.

(To Be Continued)

Event Development (Part Four)

 Commitment (continued)

4.    What is the ultimate goal of holding the event?

If it is to raise money, how much money is needed?  Will this type of event accomplish this or will it fall far short? If it’s to celebrate an anniversary, will everyone be happy with the final event? What about a community awareness event?  Will people come… will they realize what your purpose is? Make sure that you know exactly what it is you want and that this is the best way to reach your goals.

5.    Who is going to organize and manage the event?

Someone’s got to do it! Who in your organization is going to run you event? Are they willing participants or have they been “recruited” for the job? If it’s the latter, you better seriously re-consider the project. If they are reluctant committee members, your chances of holding a successful event are slim to none. You need volunteers who are COMMITTED to the project. Who will give up their time willingly and work through the conflicts that are sure to arise. Organizing a new event is not for the “weak of heart”!

6.    Who is going to lead the event?

Do you have someone in mind? Have they been “recruited”, or did they “volunteer”? Is this person a proven leader? Are they organized and others follow them through the maze of planning that will take place in the days, weeks or months that follow? A strong leader, who is firmly committed to the project, is one of the main ingredients to a successful event.

7.    When will the event be held?

This is another key question. The “when” will determine who is likely able to attend and who your volunteers will be. Every season has its advantages and disadvantages. You have to analyze the type of event you want to hold and then decide the best time to hold it. Whatever your decision, not everyone will be pleased. Just make sure that you please the majority of participants… attendees and volunteers. (To Be Continued…)

Communities in Peril… (Part Two)

 I remember a story about a small logging town on Vancouver Island, British Columbia, Canada. The major employer decided to pull out of the town. The town’s people were devastated! However, instead of giving up, they rallied together to see how they could save their community. They developed a survival plan and strategy. With the help of a small government development grant, they hired artists to paint murals on side of several town buildings. Each mural depicted the town’s heritage. They needed to attract people to visit the town and see the murals, so they asked the artists to paint one anomaly in each mural. They offered a prize to the first person to identify all of the anomalies. The promotion and murals worked! As a result visitors from all over the world came to the small town! The town is now one of the most successful tourist areas in Canada. It continues to grow and prosper. So much so that when the logging company wanted to come back, the town’s people said no! Now the town not only attracts visitors but it attracts investment and wealth, all because there were a few farsighted individuals who wouldn’t give up! It’s a great story and one that should inspire any community facing hardships! Your community does not have to wither up and die! It just needs a few individuals with spirit, determination and imagination to lead the way, to make a difference!

By the way, if you want to find out more about the “Little Town That Did –Chemainus” go to http://cullin.org/cbt/index.cfm?section=chapter&number=4.