There are lots of event planning logistics that go into
such ventures. The kind of logistic involved is theme development, publicity, committee
meetings, food or refreshments.
Other considerations are cost considerations, sponsorship
and venue. Organizing a festival is tough because every aspect of the event
should be properly coordinated.
To succeed you need a festival planning guide checklist.
The checklist just like writing a business plan should be specific and address
certain issues.
The purpose for writing a guide is to create a template
for the event. The template effectively covers all aspects of preparation,
implementation and hosting the event.
Your checklist
should focus on important aspects such as sound system, platform stage, food
and local artists. You need street vendors, memorabilia’s, sponsors and a
theme.
Underline the purpose of the festival and develop a
winning strategy. What are your objectives and recipe for success? Event Planning Business
Create
a Checklist
The checklist is very important to highlight all the
important areas of focus. The step guide reduces the workload while availing
the organizer a good reference journal. List the procedures, items to purchase
or rent including marketing.
Budget
The checklist should have price lists against each item.
This enables proper budgeting and reduction of waste.
The budget can cover marketing costs, insurance,
purchased items, concession sales and ticket sales. More things that impact on
budget are security at the venue, food vendors, and sponsorship.
Logistics
Logistic is important to the overall success of the
enterprise. Logistical data to collate are event venue, insurance,
refreshments, volunteers, merchandizing and miscellaneous. Other logistics
include transportation, emergency provisions, waste disposal and advertisement.
Marketing
and Publicity
It is imperative that you strategize how much publicity
you need. The publicity should focus on theme of event, audience demography,
location and mode of entertainment.
Use traditional print media such as flyers, billboards,
posters and banners. Create fun advertisement for television and use radio
jingles.
Festival
Theme
The festival theme should emphasize on a particular
subject. The popularity and marketability of the theme could impact positively
on the attendance and hype.
Festival themes depend on the organizers focus, message
or purpose. The theme should be original, new, focused on attendee’s interests,
demography, age group and culture.
You can use costumed themes, dance themes, music themes,
ethnic themes, cartoon characterizations or food themes. The theme reflects the
purpose of the event.
Develop
the Theme
Once you have a good theme you need to develop the theme.
The theme could be broken down to sub themes, niche themes, subjects and characterizations.
Institute
a Committee
It is impossible to organize a festival alone you need a
committee. Committees to consider are food committees, entertainment, parade,
security and waste disposal. Others are branding, contests, publicity,
amusement and decorations.
Event
Location
You need to evaluate the event location, conduct surveys,
inspection tours and visitations. Establish evacuation plans, healthcare first
aid stations and other facilities.
A key element to the success of the festival is
participation of host community. Provide adequate parking, traffic control
officers and walkways for pedestrians.
Security
The security of participants is very important. Connect
with law enforcement officers and local enforcement agencies.
Make sure your logistics are spot-on and develop a
security plan. You need liability insurance to protect against 3rd
party claims.
Festival
Entertainment
Festivals need lots of entertainment such as dancers,
musicians, parades, fireworks, live bands and celebrity guests. Others are
contests, food fairs, craft shows and fun rides.
Festival
Sponsorship
Without adequate sponsorship you will spend huge sums of
money. Sponsors bare some of the funding requirements.
Sponsorship opportunities depend on the sponsors interest
and brand. They could pay for celebrity attendance, stage rentals, event prices
and advertisement units.
Festival
Rules
The festival should be guided by rules of conduct. The rules
guide event hours, crowd management, traffic and mode of dressing.
Festival
Planning Guide Checklist
Items in your checklist are entertainment, food vendors,
fireworks, branding, sponsors and publicity. Other items are volunteer workers,
parade lineup, participant’s certificate, tickets, costumes and dignitaries.
More include PA system, stage decorations, healthcare and security.
Festival
Publicity
Publicize the event through handbills, posters, billboards
and banners. Use radio stations, website posts, social media channels and
newspaper publications.
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