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

Research (Continued)
7. LOCAL EVENTS – Another great research source is other local and regional event organizers. They have already gone through the development and thought process, so they can tell you where the pitfalls lie and where the help is. Remember, however, that their experience is related to their own event, so you have to take their information and put it into the context of your own event. Depending on the type of event you are holding, other organizers can tell you their experiences with suppliers, trades and services that they have used (or not used). They can also tell you about activities that they have tried and what their success was. I think most event organizers would be willing to share information with others. In this regard, I would strongly recommend membership in the industry’s voice, Festivals and Events Ontario (FEO). This is an excellent resource organization plus they have an informative annual conference that is usually held at the end of February.

8. CALENDARS OF EVENTS – One of the elements you should definitely research is what other festivals and events are being held in your region. Too many similar events can saturate a market and lessen the chance of success. The same is true for too many events happening in the same region during the same time frame. When starting a new event you want to have as much on your side as possible! Here are a few calendars that you can search, Ontario Travel, FEO and Ontario Festivals Visited. (Note: The Ontario Festivals Visited search engine is in the process of being upgraded. You can check their website for details and timing)


9. LOCAL SUPPLIERS – This is an area that needs careful attention. Local suppliers, if approached in a professional way, can make or break an event. Local suppliers and businesses carry a great deal of weight in their community. Many are members of a service club or two and the local Chamber of Commerce. If you can get a number on your side, they can influence other business and local politicians. They can also be a great source of information about the pulse of the community. This is important when deciding what type of event you want hold. Many suppliers are not only willing to give their advice, but will be willing to become involved. Here are a few examples of what I mean. I know of one committee that wanted to build booths for their vendors. The cost of the building materials was going to be too expensive, so they approached a local building materials supplier who donated the use of lumber and sheeting. Without this generous supplier the event might not have been successful. This company also donated money. All they wanted in return was some recognition for their contribution. There are many such examples, so make sure you contact your local businesses and get them on your side!
(To be continued)