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 Festivals Visited (http://www.ontariofestivalsvisited.ca/) is dedicated to promoting Ontario festivals and the vendors who support them!

Event Development – Commitment (Part Ten)

“The following is a continuation of my Event Development Series. Last weeks Blog started describing the “Commitment” section. This week’s Blog will continue this description. As suggested previously, any thoughts and idea are more then welcome!"
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 – Commitment (Part Nine)

“The following is a continuation of my Event Development Series. Last weeks Blog started describing the “Commitment” section. This week’s Blog will continue this description. As suggested previously, any thoughts and idea are more then welcome!"
Commitment (continued)
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)