Event Development (Part Eleven)

 Commitment (continued)

25.    Will there be enough volunteers available at event time?

That is why it’s important to determine the size of your event, the type of event and when it is going to be held. These will all be determining factors in your manpower (volunteers) plan. It will also be a determining factor on whether or not your group can or are willing to commit to the event you are contemplating. If the majority of your group isn’t willing to be there for the event or you don’t have enough people to man the event properly, then you may be finished before you start. Many times event day volunteers don’t come from the ranks of the organizers. Once you have determined your needs, it a good idea to put out the word… newspaper ad, schools, other groups, etc… that you will need help for your event.

26. What are the positive and negative features of your event?

Here’s the moment of truth. This question involves taking a critical look at the event you are planning… the positives and negatives. How critical can you be? You can’t just pass these over as though they didn’t matter. How can you expect your group to commit to something you have developed if you don’t take the process seriously? Seriously analyzing your event, warts and all, is the only way to move forward and continue to move forward to a successful conclusion. Here is your chance to shine.

27.  What are your contingency plans?

Risks are a part of any event, especially a new one. What are they for your event… heavy rains and/or winds… a snow storm… sicknesses… fire… etc. One of the questions your group has to ask you is, “What if…?” You have to be fully prepared to calm their fears and answer their questions… truthfully. Once you can you that, you are on your way… go ahead, ask for their COMMITMENT!

Event Development (Part Ten)

 23.    Can Insurance coverage be purchased and at a reasonable cost?

Don’t assume that insurance is readily available. With all the turmoil in the world today, insurers are becoming more and more selective on whom they will insure. This is especially true of insurance companies that usually insure normal types of risks. If you are turned down by your local broker, don’t give up. There are insurers who specialize in festivals and events. If your local broker can recommend one of these insurers to you, you can go onto the internet and investigate them for yourself. Finally, if you can’t find a suitable insurer or the cost is too prohibitive, you might want to approach your local municipal council and ask them if you can be included on their policy. They may or may not agree. If all else fails, try to find out why the coverage is not available or why it is so expensive. It may be just a matter of altering your plans to fit the insurance company’s mold. A word to the wise, whatever the outcome do not hold the event if insurance is not available. 

24.    How much volunteer time is needed?

You must realistically consider this question. Much of the success of your event will depend on having reliable volunteers available. Planning and executing a great event takes time and effort. Everyone should know what they are getting into BEFORE they commit. You don’t want someone to quit because the job was taking too much of their time. COMMITMENT means TRUST and TRUST means COMMITMENT and that’s the way to build a great, enthusiastic team. 

(To be continued)

Event Development (Part Nine)

 21.    Have you developed a preliminary Plan of Action and Budget?

To initiate meaningful discussions with your stakeholders, you must know where to you want to go, what you want to offer, how much it’s going to costs and if there is going to be a profit of a loss. This definitely a necessary step otherwise you and your group can’t make an educated decision. Make the effort and take the time to do it properly… and be realistic. The end result will be a committed volunteer group and a successful event.

22.    Is additional insurance coverage required?

If you a member of a group, you may already be insured. However, depending on the size and nature of your event, you may have to specifically add the insurance to your insurance policy. Each situation is different as are the companies who provide insurance. Before committing to an event it is always prudent to check with your insurance broker to see what your position is. In the case of a group or event that is not insured, GET INSURANCE. No matter how good a group you are or how careful you, “bad stuff” can happen. If it does and you are not insured, you and everyone around could lose everything, and I mean everything. Besides, most facilities and communities (if you are using one of their facilities) will both require proof general liability insurance, plus they will want their name added, as an assured, to your policy. (To be continued)

Event Development (Part Eight)

 Commitment (continued)

18.    Is the proposed facility large enough and can you afford it?

You may find what you think is the perfect location, but will it really accommodate all your plans? You must realistically think about what it you want to do and determine if the facility will work for you. Additionally, you must consider the cost of the facility plus any extra charges that might arise. If the facility plus cost are too high, it might adversely affect your event.

19.    Are there any other groups that could become involved?

Sometimes with larger events it’s a good idea to approach other groups to either become event partners or participants. This is a personal choice, but could work to your advantage if volunteers and/or money are in short supply. Many times, if a good coalition can be arranged, the resulting partnership can lead to a much superior event. Something to consider, but be wary off.

20.    What is the proposed duration of your event?

Just remember, the longer your event the more things you have to consider. Do you have enough time to plan? Is there enough manpower? Will enough people attend to make it worthwhile? If you are having vendors, will they be happy with the time they have to be there? Longer events can lead to greater success, because you can offer a lot more, but they can also lead to a lot more problems. Try to consider all the pros and cons before you make your final determination. Comprehensive research will go a long way in helping you make your final decision. (To be continued)