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 – Considerations (Continued)
4. WILL IT MEET THE NEEDS OF…? – When planning a festival or event you have to consider whether or not your event “meets the needs” in several areas. Here are some of the areas that need “consideration”.
Volunteers – Most volunteers work on a project for a specific reason. It could be that they are a member of a service organization that is either organizing the event or helping run the event. Or, it could be that the volunteer is interested in the theme or content of the event. Whatever their reason, the event must meet their needs to keep them interested and involved. Having a well defined plan, that is followed closely, should resolve this challenge.
Community – Each community has its own set of needs. This includes community residents, businesses and the town and its council. You have to satisfy the needs of each of these “stakeholders”. For example, if you want to hold a “rock concert” in the town park and you haven’t satisfied the needs of the local residents, you will probably get a lot of opposition. If this happens, the event will likely not get off the ground. The type of considerations for residents could include sound levels, crowd control, traffic and parking. With local businesses, especially downtown merchants, you will want to consider their special concerns. Things like road closures, street traffic and drawing people away from the downtown shopping area on event day. If you don’t address these concerns, the businesses will become very vocal and your event will be in trouble. Finally, there is the town and the town council. You will need their blessings and okay to proceed. They will want to know that you have considered such things as policing, road closures, garbage, use of town property, etc. If you haven’t given careful consideration to these areas, your event likely won’t even get started! Like with the volunteers, having a strong detailed plan will go a long way in helping your event get off the ground and then succeed!
Participants – Whatever type of festival or event you want to hold, you are likely going to have “participants”. The participants could be anything from performers to vendors to suppliers. Each of these needs should be considered. Performers will want to know that their performance area will meet their need, equipment, sound system, dressing area, etc. Vendors will want to know where they are going to be located and who is beside them. Most importantly, they will want to know that you have planned the event so that they can sell their produces and make money! Suppliers will want to know when you need their supplies and if you need them to deliver them to you. They will also want to know when and how you are going to pay them. With considering and satisfying these needs, your event will have a rocking time.
Visitors – Finally, visitors will want to know how your event is going to meet their needs: cost versus quality of event, type of events and activities, times, location, etc. The more clearly you know who your audience is and what will attract them, the more successful your event will be!
(To be continued)