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, September 30, 2022

Developing An Auction Dinner (Part Three - Continued)

 I have had the privilege of attending and working with thousands of auction dinners throughout North America for over 20 years. Some had several thousand attendees, while others only had fifty or so. The articles that follow are meant to give an overview of how successful auction dinners are conceived, planned and managed.

For anyone who wants a complete "Developing an Auction Dinner" package, complete with working manuals, workbooks, sample forms and PowerPoint presentations, visit my Festival and Event Planning website.

Event Plan Implementation

3. Handicapped

If you want to be inclusive of all types of attendees, make sure the facility you choose can accommodate people who have handicaps. If you are not sure what is required, your local municipal office will have all the information needed.

4. Prizes

As mentioned previously, high quality auction and raffle prizes are a must. This point can’t be emphasized too often.

5. General Raffle

It’s the same with the general raffle items. Keep them high quality and bunch low value items together in complimentary sets. The other point with the general raffle is to keep it simple, flowing and short. Nothing will turn attendees off more than a long drawn out general raffle pull.

(To be continued)

Friday, September 23, 2022

Developing An Auction Dinner (Part Three - Continued)

 I have had the privilege of attending and working with thousands of auction dinners throughout North America for over 20 years. Some had several thousand attendees, while others only had fifty or so. The articles that follow are meant to give an overview of how successful auction dinners are conceived, planned and managed.

For anyone who wants a complete "Developing An Auction Dinner" package, complete with working manuals, workbooks, sample forms and PowerPoint presentations, visit my Festival and Event Planning website.

Event Plan Implementation

2. Facility

Finding the right facility is difficult even in large population centres. Finding the right facility in smaller population centres is nearly impossible. With this in mind here are a few points to consider.

    • Including sufficient space for your raffle tables and display areas for your silent and live auction items, how many people will the facility hold at a sit-down dinner? The seating capacity determines how many tickets you can sell. The optimum number of attendees is between 200 and 300+. Your gross revenues will increase in relationship to the number of quality attendees.
    • Is there sufficient lighting in the prize display areas? If not, you will have to make arrangements to supplement the existing lighting. This is very important if you are to maximize the amount of money people will bid on your prizes.
    • Are the facilities clean and well organized? If not, you and your committee many have to pitch in to make the facilities acceptable. Nothing turns attendees off more then a dirty disorganized facility.
    • How are the food facilities? Does the venue have on-site cooking facilities? Does the venue provide the food? If they don’t, what local caterer is available? All of these are questions that need to be answered before you finalize a contract with the facility.
    • Is the facility easy to reach? Is it in an acceptable part of town? People will not attend your event if they are not comfortable with the facility chosen.
    • Is there adequate parking available at or around the facility? If not, what alternative options are feasible? This may not seem like a big deal, but people don’t like to walk a long distance, especially if they formally dress or if the weather is inclement.

All of these points must be considered and answered to your satisfaction. If they can’t be answered satisfactorily, you might consider facilities in neighboring areas. If this is not possible and you still want to proceed with your event, consider all of the challenges and correct them as best as you can.

(To be continued)

Friday, September 16, 2022

Developing An Auction Dinner (Part Three)

 I have had the privilege of attending and working with thousands of auction dinners throughout North America for over 20 years. Some had several thousand attendees, while others only had fifty or so. The articles that follow are meant to give an overview of how successful auction dinners are conceived, planned and managed.

For anyone who wants a complete "Developing An Auction Dinner" package, complete with working manuals, workbooks, sample forms and PowerPoint presentations, visit my Festival and Event Planning website.

Event Plan Implementation

  1. Event Tickets

It is important to finalize your basic event information as soon as possible. You will need this information for your tickets. Information such as what, where, when need to be included on your ticket.  The other item that needs to be included is a ticket number. This should be on the ticket so that you can control the number of tickets sold verse the number not sold. You will need this for your final reconciliation. You can also use the ticket numbers as a control for your silent and live auctions. As long as you have the ticket holders name, you can use the number as a control rather. This is a much easier method than having the winner write out his/her name during the auction.

(To be continued)

Friday, September 9, 2022

Developing An Auction Dinner (Part Two - Continued)

 I have had the privilege of attending and working with thousands of auction dinners throughout North America for over 20 years. Some had several thousand attendees, while others only had fifty or so. The articles that follow are meant to give an overview of how successful auction dinners are conceived, planned and managed.

For anyone who wants a complete "Developing An Auction Dinner" package, complete with working manuals, workbooks, sample forms and PowerPoint presentations, visit my Festival and Event Planning website.

Event Planning

9. Great Food

They say that “the way to a man’s (woman’s) heart is through her/his stomach”. This is very true for holding a fundraising event. Make sure that the food being served is of top quality, is interesting and that there is plenty of it. If you are unsure of the quality, try to get a taste test and/or talk to others who have used the facility and get their opinion about the food and the service.

10. Complimentary Wine

While you don’t want drunks attending your event, people who have been “loosened” up a little with wine, make for a much more relaxed group. Relaxed people, enjoying themselves, are likely to spend more on the prizes being offered. Offering a reasonable amount of complimentary wine on each table can add to the enjoyment and success of your event. An additional benefit is that attendees feel that they getting value for their ticket price.

11. Parking

To add to the grandeur of the event, consider either valet parking or a shuttle service. These would be especially helpful if there was a large parking lot with space far away from the entrance or if the weather was inclement. Liability considerations may make these services unadvisable. If you do consider these, contact your insurance broker for advice.

(Part Three of this series, "Developing an Auction Dinner" will talk about Event Plan Implementation.)

Friday, September 2, 2022

Developing An Auction Dinner (Part Two - Continued)

I have had the privilege of attending and working with thousands of auction dinners throughout North America for over 20 years. Some had several thousand attendees, while others only had fifty or so. The articles that follow are meant to give an overview of how successful auction dinners are conceived, planned and managed.

For anyone who wants a complete "Developing An Auction Dinner" package, complete with working manuals, workbooks, sample forms and PowerPoint presentations, visit my Festival and Event Planning website.

Event Planning

7. Quality Prizes

When you are developing your event’s budget, make sure you include money for the purchase of quality prizes. The amount you need depends on how many people attend you event and how many donated prizes you can collect. A word of caution… be selective on the types of prizes you accept. This may sound like poor advice, but inappropriate prizes lower the quality of your good prizes. People WILL judge your event by the type of prizes you offer.

8Main Prize

As mentioned above, quality prizes are needed to hold a successful event. The main prize should be a “SHOW STOPPER”. It something you can advertise and promote. A great major prize will help your ticket sellers sell tickets. It will give them something to talk about. It will give your event that extra “oomph” that people will talk about. It will become the “WOW” factor that creates a desire for people to attend your event.

(To be continued) 

Friday, August 26, 2022

Developing An Auction Dinner (Part Two - Continued)

 I have had the privilege of attending and working with thousands of auction dinners throughout North America for over 20 years. Some had several thousand attendees, while others only had fifty or so. The articles that follow are meant to give an overview of how successful auction dinners are conceived, planned and managed.

For anyone who wants a complete "Developing An Auction Dinner" package, complete with working manuals, workbooks, sample forms and PowerPoint presentations, visit my Festival and Event Planning website.

Event Planning

5. Timing

If you want to kill a great event, make it too long. Too many potentially great events becoming an agonizing failure because they went too long and attendees became bored and restless. When this happens people tend to talk and drink too much, talk over the Master of Ceremony and not pay attention or worse, they just leave the events before it ends. All of this behavior results in people spending less money.

6Event Insurance

If your group does not have overall insurance that covers events, you should definitely contact your local insurance broker to discuss coverage. Most facilities will not let you hold an event on their premises if you don’t have liability insurance.

(To be continued)

Friday, August 19, 2022

Developing An Auction Dinner (Part Two - Continued)

 I have had the privilege of attending and working with thousands of auction dinners throughout North America for over 20 years. Some had several thousand attendees, while others only had fifty or so. The articles that follow are meant to give an overview of how successful auction dinners are conceived, planned and managed.

For anyone who wants a complete "Developing An Auction Dinner" package, complete with working manuals, workbooks, sample forms and PowerPoint presentations, visit my Festival and Event Planning website.

Event Planning

3. Plan of Action

The most important stage in event planning is the creation of a comprehensive realistic Plan of Action and Budget. These two processes give you the foundation for holding a successful event. The more effort you put into these, the easier the event become to organize and the less chance of unforeseen problems. Include a Critical Path Chart with the Plan of Action. This will help keep the committee on target in completing the tasks set out in the action plan.

4Event Program

The event program highlights all the hard efforts the committee put into organizing the event. Creating a well organized quality program not only let everyone know about the event’s activities, but shows them what a great event it is that they are attending. As discussed previously, it’s the “small touches” that help people have a great time and want to come back for more.

(To be Continued)

Sunday, August 14, 2022

Developing An Auction Dinner (Part Two)

 I have had the privilege of attending and working with thousands of auction dinners throughout North America for over 20 years. Some had several thousand attendees, while others only had fifty or so. The articles that follow are meant to give an overview of how successful auction dinners are conceived, planned and managed.

For anyone who wants a complete "Developing An Auction Dinner" package, complete with working manuals, workbooks, sample forms and PowerPoint presentations, visit my Festival and Event Planning website.

Event Planning

  1. Meeting Agenda

The aim in managing a committee meeting should be to accomplish the most amount of work in to minimum amount of time. Nothing turns committee members off more than a poorly run meeting that accomplishes little and seems to last forever. The key to running successful meetings is to have an organized agenda and then to follow it Side talk on non-agenda items will kill the meeting. The other component of a successful meeting is to have complete and accurate minutes taken during the meetings. These should then be sent out to all members as soon as possible after the meeting.

  1. Event Planning

When preparing the plans for your event, consider all aspects that you want to include and see how they all fit together. Your main object at this point is to make sure all pieces of the event fit together smoothly without gaps. The success of your event will be greatly determined by how smoothly it runs.

(To be continued)

Friday, August 5, 2022

Developing An Auction Dinner (Part One - Continued)

 I have had the privilege of attending and working with thousands of auction dinners throughout North America for over 20 years. Some had several thousand attendees, while others only had fifty or so. The articles that follow are meant to give an overview of how successful auction dinners are conceived, planned and managed.

For anyone who wants a complete "Developing An Auction Dinner" package, complete with working manuals, workbooks, sample forms and PowerPoint presentations, visit my Festival and Event Planning website.

Event Development

  1. Payment

Make paying for prizes and raffle ticket as simple as possible. Today in our “cashless society”, charge and debit cards rule. To be successful, your event must arrange for charge and debit card facilities. You should be able to do this through you local bank or through a friendly merchant. Not having this facility will severely limit your events ability to raise money.

  1. Job Descriptions

When running an event, it is important for everyone involved (committee members and event volunteers) to know what is expected of them. A simple written job description will give all your workers the direction they need to make the event both successful and well run.

(Part Two of this series, "Developing an Auction Dinner" will talk about Event Planning.)

Friday, July 29, 2022

Developing An Auction Dinner (Part One - Continued)

 I have had the privilege of attending and working with thousands of auction dinners throughout North America for over 20 years. Some had several thousand attendees, while others only had fifty or so. The articles that follow are meant to give an overview of how successful auction dinners are conceived, planned and managed.

For anyone who wants a complete "Developing An Auction Dinner" package, complete with working manuals, workbooks, sample forms and PowerPoint presentations, visit my Festival and Event Planning website.

Event Development

17. Silent Auction and Bid Sheets

We have mentioned silent auction bid sheets previously. Now we want to address the sheets specifically. To hold a successful silent auction, you must prepare acceptable, user-friendly bid sheets. The key is to make your instructions clear and concise, plus they should indicate what the minimum bid is and what the incremental bids must be. Here are a few more thoughts about bid sheets and you silent auction. The bid sheet could include the actual value of the item being sold. This can be good and bad. Good, because it gives the bidder an idea of the value he/she is bidding on. Bad, because it could limit the bidders from going over the value of the item. Putting the value on the bid sheet is strictly a judgment call by your committee. Bid sheets should not be pulled all at once. They should be pulled (secretly) by one person and he/she should be the only one to determine which sheets are to be pulled and when. If volunteers are bidding and know the pulling sequence, then attendees may become upset and not bid on any of your auction items (silent and live). Finally, whoever is pulling the sheets should develop a system to determine which items are being actively bid on and which have stalled. The items that have stalled should be pulled first, with one exception. The first item pulled should be a real bargain. This will cause the bidders to keep on top of the items they are bidding which, in turn, should increase the amounts bid. It is important for the Master of Ceremonies to keep up the bidding interest in the silent auction items.

(To be continued)

Saturday, July 23, 2022

Developing An Auction Dinner (Part One - Continued)

 I have had the privilege of attending and working with thousands of auction dinners throughout North America for over 20 years. Some had several thousand attendees, while others only had fifty or so. The articles that follow are meant to give an overview of how successful auction dinners are conceived, planned and managed.

For anyone who wants a complete "Developing An Auction Dinner" package, complete with working manuals, workbooks, sample forms and PowerPoint presentations, visit my Festival and Event Planning website.

Event Development

19. Event Materials

Developing and producing event materials is an important part of controlling your event. These items include: event tickets, raffle tickets, posters, sponsorship letters, auction receipts, silent auction bid sheets, etc. Try to think of all your needs and then develop the materials needed.

20. Event Equipment

You need to make a list of all the extra equipment you will need to hold your event. Some of it you may already have, but others you may have to rent or purchase. If you are going to hold your event repeatedly, you may want to purchase some of the items rather than rent. Here is a partial list to help you start.

·         Easels for framed art

·         Raffle buckets

·         Signage

·         Pens, pencils & paper

·         Adding machine

·         Computer

·         Printer

·         Charge card machines

·         Calculator

·         Balloons

·         Site and table decorations

·         Name tags

(To be continued)

Friday, July 15, 2022

Developing An Auction Dinner (Part One - Continued)

 I have had the privilege of attending and working with thousands of auction dinners throughout North America for over 20 years. Some had several thousand attendees, while others only had fifty or so. The articles that follow are meant to give an overview of how successful auction dinners are conceived, planned and managed.

For anyone who wants a complete "Developing An Auction Dinner" package, complete with working manuals, workbooks, sample forms and PowerPoint presentations, visit my Festival and Event Planning website.

Event Development

17. Raffles

Event raffles are great for raising money from attendees who either can’t or won’t bid for auction items. They allow attendees to participate in the event without committing large amounts of money. It is very important, however, that the prizes awarded are of high quality and good dollar value. Additionally, they must be interesting and easy to play. Again, they should be in keeping with the theme of your event. Here are some “rules” to consider.

·         If you are having a general raffle, do not have too many prizes. If you have a lot of prizes available, it is better to combine some into larger more valuable sets. Remember, you want your attendees to go home thinking that they received great value for attending.

·         When selling tickets, make sure you have some way of identifying those attendees who have already purchased tickets. They are there for fun, not to be hounded to buy tickets

·         Have enough ticket sellers on the floor. You need to get as many attendees buying ticket as possible.

·         Have some raffles have limited tickets available and make a big deal when they are all sold.

See what other “rules” you can think of that will benefit your event.

18. Offsite Bidding

Sometimes people would like to attend your event but cannot because of personal reasons or prior commitments. It might be to your advantage to put an offsite bidding strategy in place for your live auction, especially if you have really unique and expensive items to auction off. It is not appropriate or workable for most events, but if it can be done, it might add dollars and excitement to the event.

(To be continued)

Saturday, July 9, 2022

Developing An Auction Dinner (Part One - Continued)

 I have had the privilege of attending and working with thousands of auction dinners throughout North America for over 20 years. Some had several thousand attendees, while others only had fifty or so. The articles that follow are meant to give an overview of how successful auction dinners are conceived, planned and managed.

For anyone who wants a complete "Developing An Auction Dinner" package, complete with working manuals, workbooks, sample forms and PowerPoint presentations, visit my Festival and Event Planning website.

Event Development

15. Financial Controls

Strong financial controls must be in place during the event. If they are not, confusion can break out and all the hard work will mean nothing because your attendees will be upset and your volunteers will be frazzled. Develop the controls in advance, you will be glad you do.

16. Games

Event games can be a lot of fun and if run properly, very exciting. However, if they are NOT run properly, they can become a distraction and take away from the other fundraising aspects of your event. Additionally, the games must conform to the theme of your event. There are many types of games out there. Some can be purchased or rented; other can be made up by your committee with little or no cost. Here’s a short list of ideas to start your creative juices flowing: darts, roulette, card games, crown & anchor wheel, balloon toss, etc.

(To be continued)

Monday, July 4, 2022

Developing An Auction Dinner (Part One - Continued)

 I have had the privilege of attending and working with thousands of auction dinners throughout North America for over 20 years. Some had several thousand attendees, while others only had fifty or so. The articles that follow are meant to give an overview of how successful auction dinners are conceived, planned and managed.

For anyone who wants a complete "Developing An Auction Dinner" package, complete with working manuals, workbooks, sample forms and PowerPoint presentations, visit my Festival and Event Planning website.

Event Development

13. Entertainment

Having entertainment at an auction dinner is always a question mark. While you may want to create a special atmosphere with music, you don’t want to take away from raffle ticket sales or interactive games. Make sure, if you do decide on having entertainment, that it has a specific purpose and is timed and located not to interfere with your fundraising efforts.

14. Celebrities

Creating a “draw” for you event could be very helpful both in promoting the event and increasing ticket sales. Inviting a celebrity is one way of accomplishing this. The committee should talk over the idea and go ahead with it if desired and possible.

(To be continued)

Saturday, June 25, 2022

Developing An Auction Dinner (Part One - Continued)

 I have had the privilege of attending and working with thousands of auction dinners throughout North America for over 20 years. Some had several thousand attendees, while others only had fifty or so. The articles that follow are meant to give an overview of how successful auction dinners are conceived, planned and managed.

For anyone who wants a complete "Developing An Auction Dinner" package, complete with working manuals, workbooks, sample forms and PowerPoint presentations, visit my Festival and Event Planning website.

Event Development

11. Flow

It is important to consider the “flow” when developing the event’s agenda. Having a smooth flowing, well planned event will insure that attendees enjoy the event, spend their money and come back for more. This stage should be discussed thoroughly and a detailed “event map” should prepared. The “map” should take the event from start to finish and it should be referred to regularly throughout the planning process.

12Awards/Rewards

Honoring your volunteers and sponsors is smart business. These people who volunteer are the backbone of your event. Their hard work deserves to be recognized. The chair should create special recognition awards for each member of the committee. The committee should create a special thank you for the chair. Hard work needs to be recognized for people to return to help in future events. Likewise, individual and corporations who contribute substantially to your event should be recognized. A reward system should be put into place at the beginning of the event and potential sponsors should be made aware of what rewards are available. Different levels can be put in place depending on the amount donated.

(To be continued)

Saturday, June 18, 2022

Developing An Auction Dinner (Part One - Continued)

 I have had the privilege of attending and working with thousands of auction dinners throughout North America for over 20 years. Some had several thousand attendees, while others only had fifty or so. The articles that follow are meant to give an overview of how successful auction dinners are conceived, planned and managed.

For anyone who wants a complete "Developing An Auction Dinner" package, complete with working manuals, workbooks, sample forms and PowerPoint presentations, visit my Festival and Event Planning website.

Event Development

9. Ticket Sales

Preparing, printing and distributing your event tickets early is imperative. This is the key to having a great turn out to your event. The more people who attend makes for a better the event… more fun, more excitement, greater revenues. Additionally, the tickets must be numbered so that you can maintain tight financial control of the event. This will be discussed in greater detail later

10. Quality Control

The key to holding a successful event is planning and control.  Leave nothing to chance. This means considering all aspects (finance, agenda meals, activities, décor, etc) of the event and then preparing a detailed check list. This will allow the committee to maintain control of the event throughout the entire process. Maintaining tight control will translate into a quality event.

(To be continued)

Friday, June 10, 2022

Developing An Auction Dinner (Part One - Continued)

 I have had the privilege of attending and working with thousands of auction dinners throughout North America for over 20 years. Some had several thousand attendees, while others only had fifty or so. The articles that follow are meant to give an overview of how successful auction dinners are conceived, planned and managed.

For anyone who wants a complete "Developing An Auction Dinner" package, complete with working manuals, workbooks, sample forms and PowerPoint presentations, visit my Festival and Event Planning website.

Event Development

7. Ambiance

When decorating your facility create an ambiance conducive to the type of event you are holding.  If it is a formal type of event, lower the lights (except at the live auction), have a live musician playing in the background or greet your guests in formal attire. If it’s a theme event, create an ambiance that enhances the theme. You want everyone who attends to become an intricate part of the whole event. When considering your décor, make a list of all the elements that could add ambiance to the event. 

8. Atmosphere

When developing your event, put yourself in the shoes of your attendees. As you walk into the room, how do you feel? Are you excited and ready to be part of the adventure, or are you bored before you even start? Think about how you would want to be entertained, what kind of prizes you would like to win, what food you would like to eat. Remember, you are not just creating an event, you are creating an experience!

(To be Continued)

Friday, June 3, 2022

Developing An Auction Dinner (Part One)

 I have had the privilege of attending and working with thousands of auction dinners throughout North America for over 20 years. Some had several thousand attendees, while others only had fifty or so. The articles that follow are meant to give an overview of how successful auction dinners are conceived, planned and managed.

For anyone who wants a complete "Developing An Auction Dinner" package, complete with working manuals, workbooks, sample forms and PowerPoint presentations, visit my Festival and Event Planning website.

Event Development

  1. Event Theme

By creating an event theme you also create direction. A theme allows you to focus on the final vision of the event. Being able to visualize the final look of the event makes planning it easier. Like planning a trip, if you know your final destination, the way there is just a matter how you get there.

  1. “Little Touches”

When planning an event, don’t just think of the large details, but think of the small ones too. It’s the small details that make an event special, an event to remember and to talk about. During the development stages of the event, make a list of all the small details you could include in your event and then see how many you can implement. Here’s a start to your list, you finish it.

·         Flowers for the ladies – boutonnieres for the men

·         Flowers in the washrooms

·         Centre pieces on the table

·         Decorations on the wine glasses

·         Décor the hall

·         Chocolate on each placemat

·         Custom placements

·         Unique program

·         Name tags

(To be continued)

Friday, May 27, 2022

Developing An Auction Dinner (Introduction)

 I have had the privilege of attending and working with thousands of auction dinners throughout North America. Some had several thousand attendees, while others only had fifty or so. I’ve seen everything from luxury automobiles to original works of art to elegant jewelry to a talking fish, auctioned off. The enthusiasm for the talking fish was unbelievable. Some halls were decorated exquisitely others had no decorations at all. Some were organized with military efficiency, while others seemed to have no organization at all.

I guess what I am trying to convey is that Auction Dinners come in all shapes and sizes. The only things they really have in common are the hundreds of dedicated volunteers who spend their precious time to help organize these events.

The articles that follow are dedicated to all those volunteers, past, present and future, who mean so much to their communities and organizations.

The articles are meant to give an overview of how successful auction dinners are conceived, planned and managed.

For anyone who wants a complete "Developing An Auction Dinner" package, complete with working manuals, workbooks, forms and PowerPoint presentations, visit my Festival and Event Planning website.

(To be Continued)

Sunday, May 22, 2022

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 – Theme

Is the theme of your event suitable for your group and your community? To hold a successful event, it is important to hold an event that represents the character of both your group and community. For example, if you are holding a “waterfront event”, you should to be near water. Or, if you are holding a teen event, it should have input from teenagers. Find something within your group or community that has a connection, something that everyone can identify with and then plan the event on that foundation. By doing this, you will find it easier to gain the support of all participants (committee members, friends, community and patrons).

Preliminary Planning – Duration

How long will your event be…both in terms of planning the event and holding the event? Longer events need more time to plan, more manpower, more participants and likely more money. Chances of greater success or failure grow in relationship to the size and length of the event. Before you decide, weigh all the pros and cons before totally committing. If you do decide to choose a longer event, make sure everyone understands what it will take to ensure success. The development of a critical path and manpower chart would be prudent at this point.

Note: This concludes the "Research and Preliminary Planning" portion of my Event Development Series. The "Leadership" portion will follow in the months to come.

Monday, May 16, 2022

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 – Venue

Have you adequately thought about where you are holding your event? Choosing the right location is very important. You should create a check list of the elements needed. Such requirements as:

·         Is the size of the facility large enough/too large?

·         Are there food preparation facilities?

·         Can they provide the food?

·         Can they serve the food?

·         How are the acoustics?

·         Is there enough parking?

·         Can you hang up signs (if necessary)?

·         Can liquor be served?

These are just a few of the questions that might need answered. Talk it over with your group and make as complete a list as possible and, don’t be afraid to go back if further question arises

Preliminary Planning – Timing

How is the timing of your event? Choosing the right time is also very important. You should create a check list of potential conflicts. Such as:

·         Is there a conflicting event (other organization, sporting event, school event, election) that might limit the number of people attending your?

·         Is there enough manpower available at the time of your event?

·         Will weather (snow or lack of it) likely affect your event?

·         Is there a conflicting holiday?

Again, these are just some of the questions that need answered. Talk it over with your group and make as complete a list as possible. Once you have considered all possibilities, choose the time with minimum chance of conflict.

(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 – 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)

Friday, April 29, 2022

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)