The Importance of Volunteers

Jan Bonhomme
Executive Director
St. Lawrence 1812 Bicentennial Alliance

By now, you may be aware how I myself realize and appreciate the importance of VOLUNTEERS! For many festivals and events, it is critical to have volunteers! I like to ask our leaders in this industry how many volunteers they require for their events and if they have a system in place to “keep them happy?” Jan replies… “ We truly understand the importance of volunteers especially re-enactors who give up just about every weekend, work their butts off all weekend long, sleep outside on the ground, etc. Our Flight of the Royal George signature event on the July 1st long weekend in 2012 expects to have more than 1000 re-enactors involved. Our plan is to treat them like kings not servants providing good meals, good supplies, constant support and appreciation gifts. For the IPM, we created a Volunteer headquarters for our 1500 volunteers (the Sunshine Team) where they could go to relax, get fresh food and drink, share their stories and re-group. We made sure to train, identify, cloth, feed, and thank each and everyone in a special way!” Jan is very much like-minded with me on this issue! Fortunately, for many other wonderful festivals and events, they too have the realized the importance of volunteers, and in part, how their success is based on the dedicated, hardworking, committed volunteers efforts!
(To Be Continued)

Problem Solving ...

Jan Bonhomme
Executive Director
St. Lawrence 1812 Bicentennial Alliance

Ms. Bonhomme is experienced, to say the least, when is comes to creating “problem solving techniques” used during a special event! (For example … weather conditions, volunteers/re-enactors/staff being absent due to unforeseen emergencies, etc.) The story she shares with us now sums it up well! … “When our event site went down in a “microburst” just hours before thousands of visitors were expected, it was a nightmare that we had to turn around quickly. Cleaning up the site and salvaging what we could became the priority – forget having tents and pretty decorations etc. However the shock and learning point that came forward a few hours later, was that our visitor was very flexible. They still came in droves, had a good time and liked our new “open air site”. Go figure after spending thousands of dollars on large tents that we learned that we didn’t have to put everything under cover which had limited the number of visitors who could see the activity. Events are meant to be outside – it’s part of the Canadian experience. Give your visitor credit that he will dress accordingly and not criticize you if the weather isn’t perfect! Learn to go with the flow and remember to keep things fun!” This is great advice! For visitors, it is right in keeping with my TIPS that I have written about over the years for festival/event goers. (You can check out my refreshed issue about the TOP 10 TIPS at http://www.ontariofestivalsvisited.ca/top10_festivaltips.html ).
(To Be Continued)

Which Way To Go ...

Jan Bonhomme
Executive Director
St. Lawrence 1812 Bicentennial Alliance

One of the challenges we find in visiting events, is that the town/city/location does not put out Proper Directional Signage to the event/festival site. I think organizers assume that most folks know their way around the town, however, we are usually “out-of-towners” and we often get lost. I asked Jan what she would suggest to combat this issue, and what has worked for you in the past? Her solution is fantastic! … “I have always believed in the importance of the visitor’s perspective and meeting their needs, so welcoming and directional signage is always a priority! When we opened the Special Events Resource Centre, our signage improved drastically as it doesn’t need to say Pumpkinfest washrooms or gates, it just needs to say Washrooms or Info or Parking etc. All our area events combined their signage – from large structures, to “A” frames, to prong signs and banners and now they are able to sign the whole town and highways leading in with adequate signage to leave a good visitor impression.” My thoughts also reached to the visitors to our festivals/events and I wondered if Jan had ideas about how to “Keep Things Fresh!” Ms. Bonhomme was right to the point here … “By taking what traditionally happens and adding a new spin to it each year. It might be an extra activity, a personal touch or interview, a prize or a souvenir. Take your theme and build on it!” I wanted to share my two-cents with you also on this issue. I believe that “Keeping It Fresh” is important for your volunteers and staff also, they are the key to success, and, if you keep them excited and interested, it too will go a long way in making your festival/event successful!
(To Be Continued)

Insights ...

Jan Bonhomme
Executive Director
St. Lawrence 1812 Bicentennial Alliance

As I mentioned, Jan is busy these days as the Executive Director of the 1812 Alliance. Her role is to co-ordinate, facilitate and support any War 0f 1812 Bicentennial activities happening in Eastern Ontario over the next few years. As you can see, Jan has been and is very successful when it comes to all aspects of our wonderful festivals/events in Ontario. I asked her if she could share some of her “secrets” with us! She tells us …“My event experience has shown me that bigger is not better – you are better to do 10 activities well than 20 not well. Other tips include the importance of keeping your event fun, family and affordable. Your theme should be front and centre in all ways so that the experience becomes memorable – the wackier the theme, the better! Finally don’t be afraid to let other non-profit groups become involved in your event – these partnerships will help your event grow to a new level and add to your volunteer base”. With all that being said, I asked Ms. Bonhomme what “the most critical step in planning an event” were… Jan replies ... “Developing your theme – not only creating an event that is unusual and special, but make sure your visitor becomes immersed in what you are selling. Colours, smells, decorations, activities, food, vendors and marketing all should showcase your theme. Never compromise your theme or dilute your package!” Wow! … I told you this would be great SCOOP! Jan Bonhomme is very generous with this article and helping us get THE INSIDE SCOOP! I wondered what Jan thought would be the largest factor in making a festival/event successful? Jan was quick with this response … “Recognizing the importance of details! Take every aspect of the event and break it down so you know who is doing what, where, when and how. Not only have all the event requirements needed but a back-up plan if someone gets sick or the weather plays havoc or someone/something doesn’t show. One of my biggest mistakes when I first started out was having too much in my head and too many people standing around waiting for me to tell them what to do. I have never wasted a volunteer’s time again. I have also lived through my event site being wiped out hours before the gates open and still managed to go forward because of planning!”
(To Be Continued)

A Whole Lot of Experience

Jan Bonhomme
Executive Director
St. Lawrence 1812 Bicentennial Alliance

For this INSIDE SCOOP article, I thought you would like to know a little about Jan Bonhomme, the Executive Director of the St. Lawrence 1812 Bicentennial Alliance. Jan shared with us the following, which just may be the most “insightful and useful" SCOOP you might have enjoy to date … “I have spent the past 35 years planning events and working with volunteers in every way possible and have more “getting down and dirty stories” than anyone else I have ever met. My experience has also taught me how to do a lot with very little – limited facilities, limited funding and limited volunteers – what every small town in Ontario faces when staging successful events. My first 20 years was working in municipal recreation organizing sporting tournaments, jazz recitals, beach concerts, gymnastics meets, Canada Day etc. - a good lead up to the next ten years of my career. I then became the Event Co-ordinator for our local Chamber of Commerce with Port Elgin Pumpkinfest being my main responsibility. Playing a part in that event growing from 200 to 50,000 visitors taught me so much about the value of community involvement and volunteer efforts. At the same time, I also saw the benefits of all of our community groups sharing event supplies which led me to open the first Special Events Resource Centre in the province. The success of this facility then led to a position with Festivals and Events Ontario as their Network Development Manager, going across the province providing event training, and promoting the benefits of working together regionally. While in this position, my husband retired and we moved to the other end of the province – Eastern Ontario – where I was asked to co-ordinate the International Plowing Match in 2007 that was being staged in my new home town. After three years of putting my heart and soul into that massive event, the Ontario Ministry of Tourism & Culture started planning the 1812 Bicentennial and I was approached to lead the Eastern Ontario efforts. Throughout the past 20 years though, the highlight of my career has been going into small town Ontario sites and teaching volunteers learn how to stage successful events. I have visited more than 300 towns to date and hope to continue in this wonderful mentor role for the years to come”.
(To Be Continued...)

Interview with Jon Law

Jon Law
Manager
Peterborough Concert Band

Vital Community Link

As I mentioned at the beginning of this article, I feel that such a group is a vital link to a community. It helps promote fellowship, economic strength and provides a forum for the community citizens and visitors alike. I asked Mr. Law if he thought the Peterborough Concert Band is an important part of our society today and what role do you see as its importance? He tells us that … “Concert bands like this one are vital. They provide a place for musicians to grow after formal education and can be a stepping stone to a fully professional career”. I asked him to tell us about the importance of youth today and their role of being in “the band”. He states that … “It is absolutely important and we encourage youth. We always include some music younger audiences will enjoy. We have several high school aged members, and when they go off to college or university, their place in the band is waiting for them when they are home for the summer or are finished their education”. As many of you know, I like to get THE INSIDE SCOOP! I asked Jon if he could us the “scoop” about the process of booking the Peterborough Concert Band’s performances …“Choosing a date, to the location, to the content for each Concert. Gigs come to me in many ways. The first are our annual dates like the St John’s Anglican Church Strawberry Social which the Band has done since the Strawberry Social started. The second is organizers contacting us; this could be a new festival or another group looking for a joint concert. The last way is the Band contacting events when there are important dates in our calendar not filled by the other ways. We need a space large enough for 40 people plus our percussion about 20 to 30 feet from the audience. The program is built by the person who will be conducting the show and will always contain as much variety as can be fit into the show. Inquiring about a date is as simple emailing me at jlaw8@bell.net or calling me at 705-876-8773”. You can also view the Peterborough Concert's Band website at http://www.peterboroughconcertband.ca/I recommend taking the time to hear the“Peterborough Concert Band – Celebrating over 150 of musical excellence playing music from Beethoven to Glee”.

Interview with Jon Law

Jon Law
Manager
Peterborough Concert Band

Band Manager Jon Law (Part 2)

Not only are “back up plans” important and “contingency plans critical”, it is also wise to have “layout reconfigurations” ready at hand. For many festivals and events, it is critical to have volunteers! I asked Mr. Law "how many volunteers do you require for your Concerts and do you have any systems in place to keep them happy”. He replies … “Our volunteers are our members. I make sure the truck is there and that our host has chairs out for us and they gladly take care of the rest”. With the exception of chairs, the band comes in a delivery truck. We also have our own sound system". I wondered if the Peterborough Concert Band Manager had any ideas about how to “keep things fresh” for the patrons and performers alike? As mentioned before, the Band can perform music from Beethoven to Glee. Jon states that … “Our folder is changed a lot during the winter months and contains enough music for about 2 completely unique shows”. I was wondering how many people were active with the Concert Band, we did mention the ages of the members, but I also wondered what the criteria was to belong to the Band. The Peterborough Concert Band … as Jon tells us is “currently have 40+ active members ranging in age from 15 to 80 and beyond. We accept anyone who can handle the level of music we play. There is a trial period for new members to make sure they fit well with the band”. We practice once a week from September to mid August”.
(Conclusion of this interview next week)