Event Development – Direction (Part Three)

“The following is a continuation of my Event Development Series. The last Blog started describing the “Commitment” section, now I want to move to the “Direction” section. This week’s Blog is the beginning of this section. As suggested previously, any thoughts and idea are more then welcome!”

Direction (Continued)

5.    Map out each segment

Take a look at each segment and determine what needs to be done for each and what are the time lines necessary to complete the tasks in each segment. Developing a task/time matrix, at this point, really helps the committee to focus in on the jobs that need to be done quickly and when. Keeping it up to date and actually using are just as important. Lots of great tools become useless because they are not used properly or not used at all!

6.    Job Assignments

Now it’s time to determine what jobs need to be done. Breaking each job into specific tasks, will help create a much clearer picture of what needs to be done. Writing a clear and concise description of each task lets everyone know what is expected of them. Vague instructions will only lead to frustration and missed tasks. Clear instructions for each task equal a greater chance of success.

4.    Job Descriptions

Once the tasks have been clearly written, they need to be put back into a specific job area. For example, if the task is to obtain catering quotes then the job area would likely be facilities. Taking all the tasks and assigning them to a job area will ultimately give you each areas job description. The other advantage of developing job description this way is that it helps you consider who on your event committee could handle which task. The idea here is to assign each committee member a task or tasks to be completed within the designated time frame. By dividing up the tasks into manageable portions, your volunteers are under much less strain to complete the task. Loading up one person with too much work will lead to resentment and jobs not being completed. (To be continued) 

Event Development – Direction (Part Two)

 

“The following is a continuation of my Event Development Series. The last Blog started describing the “Commitment” section, now I want to move to the “Direction” section. This week’s Blog is the beginning of this section. As suggested previously, any thoughts and idea are more then welcome!”

Direction (Continued)

2.    Know exactly where you are going

By knowing exactly where you are going, it is much easier to get there! You are likely scratching your head and thinking “boy what a dumb thing to say!! You course it’s easier…” Think about it, how many committees or groups you have been a member of that just rush forward in developing an event without really thinking it through. Likely more then you would care to admit. It’s the classic reason why events failure. The event has poor or no leadership; no one knows who is doing what. Jobs are duplicated or not done at all and important items are forgotten completely. Knowing exactly where you are going that away the element of surprise and reduced the risks enormously. Take the time to really think through your event so that you know where you are going to be at the end of your planning journey.

3.    Break the BIG picture into manageable segments

For many of you just thinking about the BIG picture make you break into a cold sweat. Taking a complete picture and then trying to see it competed is too much to handle. By looking at the final event and then breaking it into smaller, manageable segment makes something seems impossible, now possible. The question is “how do I break it up and what should the segments be”. Obviously each event is different, but most of the basic elements are the same… Who, what, where, when, why and how. Doing this simple step allows you to start the planning process.

4.    Make a list of the segments

As I mention before, each event has its own special idiosyncrasies, but let’s take a look at the segments that are common to most events.

·     Finance

·     Facilities

·     Sponsorships

·     Donations

·     Set-up

·     Activities

·     Advertising and Publicity

·    Miscellaneous

Event Development – Direction (Part One)

 Event Development – Direction (Part One)

“The following is a continuation of my Event Development Series. The last Blog started describing the “Commitment” section, now I want to move to the “Direction” section. This week’s Blog is the beginning of this section. As suggested previously, any thoughts and idea are more then welcome!”

Direction

Would you take an important trip without having a final destination planned? I doubt it. Holding a successful event is much the same. You need to know your ultimate goal. Like your trip, there are many methods and routes you can take, but the final destination is always the same. Knowing exactly what you want to achieve is absolutely essential to completing a successful event. Knowing the final destination tells you where you want to go lets you plan how to get there and finally, lets you reach your target quickly with minimum problems. Having frank and open discussions on the project’s ultimate goals, will allow all participants to take ownership and work together to make the project happen.

1.     The BIG Picture

Here is where it becomes fun… you get to dream. I don’t mean go to sleep and dream (although that might help some people), I mean let your mind flow freely and think what could be. Write down all of your ideas not matter how crazy some of them may seem. Motivational author, Napoleon Hill, in his book “Think and Grow Rich” had a great quote that I think really applies here. “Whatever the mind of man can conceive and believe, it can achieve.” Take all the ideas you have written down and rank them in importance to the vision and success of your event. A picture should now be forming in your mind of how your event will look. Eventually, by thinking about and discussing your event it should become crystal clear. You should be able to see the event being set up, with everything in its proper place. You should be able to see the event completely set up and the see your attendees entering the facility and being amazed at what they see. You should be able to see and hear your guest enjoying themselves. You should be able to picture your fellow committee members smiling and congratulating event other on a job well. Sounds hokey? Believe that better you can visualize your event, the better the chance of awesome success! (To be continued)

It Makes Me Wonder Why…

 Not often, but sometimes when I approach a crafter, artisan or artist at a festival to take a photo or to talk to them about their creations, I get turned down. This happens even after I explain to them what I am doing and that I am willing to promote them and their products for free! It makes me wonder why they would say No! The purpose of their being at a festival is to sell and promote their goods, isn’t it? If so, why would they refuse my help? I do know that some are afraid that I might be trying to steal their design or unique ideas, and that’s fair. However, I never take close up photos of products unless I receive permission or I am asked to by the creator. If they have a website, I even offer to link to their site (at no cost). So, what I am I doing wrong? Perhaps I am not explaining what I do properly. Perhaps they have been burnt by someone else who promised but didn’t deliver or lied about what they were doing. Perhaps they just don’t want to be promoted. I don’t know. It’s still a mystery to me! 

I am hoping someone, who would say “NO”, will read this article and tell me why. After all, my website, Ontario Visited (http://www.ontariovisited.ca/) is dedicated to promoting Ontario festivals and the vendors who support them!