Tips for event planners in organizing community parties
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the planners for the Taste have extensive experience in
planning a community food festival. The mayor's office of special events
manages the program and oversees planning and execution. The management
team provides the following tips for those who may be creating a similar
festival for the first time or expanding programming elements for an existing
festival
·
01 - Festival General Managers Tips
The general manager is the person who manages the various festival
elements. , offers the
following suggestions:
§Identify
your audience and determine if they want a party.
§If a
similar program already exists, avoid duplication.
§Gain
buy-in where you want to hold the event.
§Vary
the programming for a general audience event.
§Make
sure the space can accommodate the crowd.
§Make
sure sellers can handle the volumes of the participants.
§Create
a budget and get bids from reputable companies.
§If
this is your first time planning an event, hire an outside festival vendor.
·
02 - Festival Operations Managers
Tips
The
operations manager oversees site preparation, stage and production, event
support and security. John Truck, Operations Manager for the Taste of
Chicago for the past 19 years, recommends the following:
§Festivals
require working with people, so be prepared to stay dynamic and fluid.
§More
sure you get good equipment at a good price.
§Make
sure you sell structurally and sell stalls.
§Get
bid and look at the history of all sellers, including references.
§Keep
the standards high and make sure everything stays under control.
§Meet
with vendors daily during the program to manage work staff.
§Be
true to your word and sellers, artists and food people will come back and work
with you.
·
03 - Party Sponsorship Management
Tips
The
sponsorship manager is the person who works to raise marketing money to support
the event., offers the
following advice:
§Investigate
similar events elsewhere and repeat their successes.
§Target
sponsors to offer cash, goods and advertising value.
§Create
a listing sponsor category.
§Create
important sponsorship categories (e.g. car, financial, liquor, media, etc.).
§Create
sponsorship categories for each of the programming areas.
§Do
not allow sponsors to wander the site during the event.
§Identify
sponsorship requirements early on such as electricity, water, etc., and notify
the operating team to determine the best locations.
·
04 - Party Concert / Talent
Management Tips
The talent manager is the person who negotiates to bring artists to a festival.
Offers the following tips:
§Know
your budget: Big name artists can make between $ 500,000 and $ 1 million for
60-90 minutes.
§Do
not overdo it on a single artist for a multiple event.
§Work
closely with your media sponsor (s) to reimburse expenses.
§Negotiate
with artists who may already be in the area around your event.
§Let
the talent know if you are hosting their concert as a free performance (may
reduce fee).
§Partner
with sponsors such as airlines and hotels to reimburse artist fees.
§Make
a good name for your opening, middle and final days.
·
05 - Marketing Management Festival
Tips
The marketing manager is the person who manages all communications related
to a festival. , suggests the following:
§Media
partners will help you reduce your advertising costs.
§Include
the festival in existing advertising, public relations and marketing campaigns.
§Event
brochure Print production schedule will help manage the planning deadlines for
the festival
§Create
individual press releases on each production element for the festival.
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