Festival & Event Planning Developing a Festival EVENT DEVELOPMENT SERIES Module Three Event Implementation Workbook 2008 Gary McWilliams
Festival & Event Planning Developing a Festival EVENT DEVELOPMENT SERIES Module Three Event Implementation Workbook Instructions: This workbook has been designed to help you and your committee design, plan and manage you festival. The workbook follows the outline of the development manual. Whether you are creating a new festival or event or are re-evaluating an existing festival or event, this workbook and development manual will guide you through the process. The workbook includes a series of blank note pages along with checklists and useable management forms. You may decide to use some or the entire workbook, that is up to you. However, in my experience, the more comprehensive your planning, the better and more successful your festival and event. 1. Board of Directors Notes 2
Board of Directors Job Description Form X The Board of Directors is made up of an executive plus individual committee chairs. Each person has his or her own job. The Board, however, as a whole is responsible for the direction and integrity of the festival and its members. The Boards functions will differ for each festival, but there are some common threads. Whatever you decide are its functions, they should be put in writing at the beginning of the planning stage and all Board members should be completely aware of the Boards functions and their duties, responsibilities and liabilities within the Board of Directors. Here are a few ideas to get you started: It is the governing body of the festival It approves, maintains and adjusts the direction of the festival It is responsible for all festival expenditures It is responsible for the safety and health of all festival participants, including committee members, vendors, contracted employees and attendees It is responsible for holding regular meetings and keeping accurate festival records It is responsible for the financial integrity of the festival It is responsible of planning and implementing the best possible festival 2. Festival Chair Notes 3
Festival Chair Job Description Form Y The Festival Chair is not only the figure head of the festival, but is the binding that keeps the festival together. The following is a list of duties that should be considered for the Festival Chair: Manages the Board of Directors, is the CEO (Chief Executive Officer) of the festival Oversees the festival s goals and objectives Oversee the festival s critical path to insure festival stays on track during its planning and implementation stages Ex-officio of all festival committees Chairs all Board meetings In the case of a tie vote, casts the deciding vote Unless otherwise decided, is the official spokesperson of the festival Is one of the signing officers of the festival Approves and signs the final festival report Responsible for the conduct of all Board members 3. Finance Committee/Treasurer Notes 4
Finance - Committee Job Description Form Z The Finance Committee is responsible for all financial matters pertaining to the festival. This committee is headed by the Festival Treasurer. The following is a partial list of Finance Committee duties: Works with section chairs to determine their financial requirements Opens and maintains festival bank accounts Sets up festival s accounting system Prepares festival budgets Maintains records of all financial transactions Sets up expenditure approval system Sets up banking system and oversees daily banking Prepares monthly financial reports for the Board of Directors Negotiates, if required, overdraft facilities or loans. Treasurer is the CFO (Chief Financial Officer) of the festival Usually one of the signing officers of the festival Helps set up audit committee and provides any financial information requires by the audit committee Prepares the final festival financial report for the Board Treasurer has final approval of all expenditure (In conjunction with Board of Directors guidelines) Carries out all financial directions of Board of Directors 4. Administration Committee/Secretary Notes 5
Administration - Committee Job Description Form AA The Administration Committee is responsible for all administrative matters pertaining to the festival. This committee is headed by the Festival Secretary. The following is a partial list of Administration Committee duties: Works with Board of Directors in preparing the festival s Plan of Action Prepares all Board meeting agendas and sends them out prior to each meeting Records discussions and motions at each Board meeting Prepares Board meeting minutes in a timely fashion and sends them to all Board members immediately Responsible for all maintenance of all incoming and outgoing festival correspondence Responsible for maintaining and storing all festival records Committee is headed by the Festival Secretary Secretary is usually one of the official signing officers of the festival Prepares all official festival correspondence Maintains Board member attendance reports Prepares monthly administration report for the Board of Directors Maintains festival s headquarters (if they exist) Open and maintains festival Post Office box Secretary is the CAO (Chief Administrative Officer) of the festival Works with Board in preparing final festival report Section Chair Duties Form BB Each section committee is headed by a Section Chair. Each Section Chair is a member of the Board of Directors. Although each committee and its Chair have different duties pertaining to their committee, they all have the same responsibilities with regard to the Board of Directors. Here are a few duties to consider: Attend all scheduled Board meetings or send a prepared replacement Prepare a written committee report for each Board meeting Send out written committee report to secretary and other Board members several days prior to Board meeting At Board meetings be prepared and professional and arrive on time Share pertinent Board information with your committee members Keep an open line of communications with all other Board members During Board discussions, keep on topic Appoint a designated assistant who can answer questions in case you are not available Determine manpower needs for committee including planning and implementation phases 6
5. Site & Facilities Committee Notes Site & Facilities Committee Job Description Form CC committee functions, but here is a list of possible Site and Facilities Committee functions. Locate potential festival sites Prepare Board report on each potential site Once site approved by Board of Directors, negotiate contract and fees with owners/managers of site Prepare site plan proposal and take to Board for approval Prepare a list of materials with pricing required for the site Prepare a manpower plan for both the planning and implementation phases Prepare a Plan of Action for site preparation and construction Prepare budget proposal for approval by Board of Directors Prepare a facilities schedule for set up, event days and take down Prepare monthly Board report Oversee site set up Work and coordinate with site owners/management Prepare a risk management plan for site/facilities Determine what washroom facilities required Develop a tear down plan Develop a site maintenance plan Acquire site materials as approved and required (fencing, electrical, storage, building, etc.) 7
6. Procurement Committee Notes Procurement Committee Job Description Form DD committee functions, but here is a list of possible Procurement Committee functions. Develop list of potential suppliers and negotiate, where possible, special festival discounts Develop an approved supplier list Develop, for approval by Board of Directors, a procurement procedures and strategy plan Check all expenditure invoices for accuracy and discounts Maintain supplier relations Work with section committees to help them determine and obtain their purchase requirements Coordinate all purchasing activities Work with finance committee to insure budget adherence Prepare monthly procurement Board reports 8
7. Marketing & Media Committee Notes Marketing & Media Committee Job Description Form EE committee functions, but here is a list of possible Marketing and Media Committee functions. Prepare media plan, including budget, for approval by Board of Directors Prepare media timetable including advertising and promotion Create and register festival logo Create festival adverting and promotional materials Arrange interviews and press releases Purchase media spots Oversee all media relations for festival Oversee all advertising and promotion, including content and contracts Look for opportunities for free advertising and promotion Negotiate contra ads Responsible for distribution of all festival marketing materials Responsible for the creation and placement of all festival signage (this includes directional signage, sponsorship, information, etc) Responsible for taking photos of festival both before and after event Keep a record and copies of all advertising and promotional materials Be on-hand at event to coordinate media questions and needs Arrange and manage media/community festival launch party 9
8. Internet Committee Notes Internet Committee Job Description Form FF committee functions, but here is a list of possible Internet Committee functions. Create festival s domain name, insure its availability and have name approved by Board of Directors Register festival s domain name Develop website map Create web page information including words and photos Hire website designer Work with web designer to develop festival website Arrange for hosting company Coordinate information from section committees and Board of Directors Have final website approved by Board of Directors before launching it Arrange for web links Create and sell web advertising (if desired) Create daily/weekly blog (if desired) Manage website, including updates and answering questions from committee members and public 10
9. Sponsorship & Donations Committee Notes Sponsorship & Donations Committee Job Descriptions Form GG committee functions, but here is a list of possible Sponsorship and Donations Committee functions. Prepare a sponsorship and donation plan of action for Board approval Prepare detailed sponsorship audit of festival assets and describe what each item offers a potential sponsor Place a value on each asset Determine sponsorship categories (e.g. Title, Presented By, In Association With, etc.) Bundle assets into categories Determine value (tangible and intangible) of each sponsorship category Prepare list of prospect businesses that might be a festival patrons and then divide lists into 3 divisions sponsor, donors and benefactors Develop sponsor proposals for each sponsor category Prepare customized Sponsorship Proposal for each prospective business Make sales calls and presentations to both potential sponsors and donors Have any contracts prepared and signed Prepare and implement Sponsor follow up plan Create and implement Sponsor fulfillment program Provide event assistance program and team Follow up post event to renew sponsorship contract 11
10. Benefactors Program Committee Notes Benefactors Program Committee Job Descriptions Form HH committee functions, but here is a list of possible Benefactor Program Committee functions. Prepare a list of possible benefits that could be included in the program Determine number of levels to be offered Develop a Festival Benefactor Program with budget and submit to Board of Directors for approval Prepare a marketing plan for program Develop an administrative plan for program Create and print Benefactor Program literature Create a Benefactor Program goodies package Prepare Benefactor event itinerary Prepare event manpower schedule 12
11. Volunteers & Manpower Committee Notes Volunteers & Manpower Committee Job Descriptions Form II committee functions, but here is a list of possible Volunteers and Manpower Committee functions. Work with section committee chairs to determine overall festival manpower needs Create overall manpower chart Develop list of all potential volunteers In conjunction with section chairs, assign each volunteer to a section committee (some volunteers may be assigned to more than one committee) Prepare list of recommendations to overcome volunteer shortfalls (if required) Investigate potential outside manpower (paid or not) and make recommendations to Board Prepare a shortfall list for presentation to Board of Directors In conjunction with section chairs, prepare written task descriptions for each volunteer Prepare an overall manpower duty roster Prepare two overall manpower list, one for the planning stage and one for the implementation stage Develop a manpower monitoring plan for festival Develop an overall festival work schedule, including rest breaks Develop a list of materials required for rest areas (food, cots, beverages, first aid, etc.) Develop a volunteer thank you strategy (letters; awards; festival souvenir) 13
12. Events & Activities Committee Notes Events & Activities Committee Job Descriptions Form JJ committee functions, but here is a list of possible Events and Activities Committee functions. Prepare a list of potential festival events and activities for consideration by Board of Directors In conjunction with Board, determine which events and activities are to be included in festival Develop a festival events and activities written outline, including a detail description of each event and activity and approximate costs Prepare an written implementation plan and budget for approval by the Board of Directors Confirm availability and viability of each event and activity Prepare list of materials require by committee Develop, where needed, performance contracts Appoint sub-chairs, where needed, for each event and activity Work with facilities committee to determine location of each event and activity Prepare festival schedule for each event and activity Have each sub-chair prepare an action plan and budget for his/her event or activity Prepare final consolidated action plan and budget for Board approval Prepare festival implementation plan Develop contingency plans (no shows, cancellations, etc.) 14
13. Vendor Committee Notes Vendors Committee Job Descriptions Form KK committee functions, but here is a list of possible Vendors Committee functions. In conjunction with Board of Director, determine the type vendors desired for festival (food, crafts, arts, clothing, etc.) Prepare a list of potential vendors, by category Determine vendors fee structure Prepare a vendors contract Develop a list of vendors rules and regulations Determine size of booths and prepare a festival vendors site plan Create a sales presentation for vendors Prepare a marketing plan and budget for Board approval Prepare contingency plans for vendors who do not show up Prepare a risk contingency plan Prepare a festival check-in and set up plan for vendors Develop a vendors help plan for the festival and a manpower chart Prepare a festival take down plan 15
14. Legal & Contracts Committee Notes Legal & Contracts Committee Job Descriptions Form LL committee functions, but here is a list of possible Legal and Contracts Committee functions. Develop a list of which sections may need legal counseling or contracts Work with section chairs to determine what kind of help needed from committee Prepare action plan and budget for Board of Directors approval Develop contract templates as determined Determine type of festival insurance required and make recommendations to Board Purchase insurance as approved by Board Prepare contract review system for both supplier generated contracts and festival generated contracts Oversee all festival legal matters 16
15. Security & Transportation Committee Notes Security & Transportation Committee Job Descriptions Form MM committee functions, but here is a list of possible Security and Transportation Committee functions. Develop a festival transportation plan that includes a parking and shuttle bus strategy and traffic flow and road closure considerations for Board of Directors approval Research shuttle bus availability and pricing Research off site parking lot availability and pricing Prepare parking site plan at festival location Determine if advertising space possible on shuttle buses Determine if on-site transportation possible and viable, including costs Prepare a shuttle bus routing and schedule Prepare a final transportation action plan and budget for Board approval Secure, in writing, shuttle buses and off site parking lots Work with town officials for any road closures Develop a festival security plan that includes policing, scheduling and first aid for Board approval Research security company and costs Determine what areas need security and policing Determine what kind of First Aid needs to be available at festival Make recommendations to type of security needed and who to handle security (in house or contracted) Prepare a final security action plan and budget for Board approval 17
16. Municipal Liaison Committee Notes Municipal Liaison Committee Job Descriptions Form NN committee functions, but here is a list of possible Town Liaison Committee functions. Prepare a list of town officials and staff that need to be liaison with Create a system of communicating with town authorities to update and question Prepare a town wish list of resources and materials that the town might provide (park land, garbage pick up, security, advertising, etc.) Prepare a letter of understanding between festival and town for approval by Board of Directors Prepare plan of action and budget for Board approval Answer town event questionnaire, if required Develop a schedule of regular meetings with town staff to discuss any concerns Prepare list of festival day agreed on town services Prepare formal letter for any services or agreements that need to be formally approved by town council 18
17. Community Relations Committee Notes Community Relations Committee Job Descriptions Form OO committee functions, but here is a list of possible Community Relations Committee functions. Prepare a list of business and residential neighbours that might be affected by the festival Develop a community relations action plan and budget and have approved by Board of Directors In conjunction with the Marketing and Media Committee prepare a series of community press releases outlining progress of festival Prepare festival questionnaire for affected residents and business Deliver questionnaires and ask for them to be completed and returned to the festival office From the returned questionnaires prepare official answers and have approved by Board Visit affected residential neighbours to discuss festival and their concerns Solicit local residents to become festival volunteers Visit affected merchant to discuss any of their concerns Solicit merchants to become involve financially or as a participant in the festival Develop a thank you package for affected residents Hold a few town hall meetings to inform community about festival Develop and hold a media/community festival launch party 19
18. Amenities Coordinating Committee Notes Amenities Coordinating Committee Job Descriptions Form PP committee functions, but here is a list of possible Amenities Coordinating Committee functions. Prepare amenities action plan and budget for Board of Directors approval Prepare list of potential regional complimentary attractions Create a festival sales presentation for attractions Contact attraction to see if there is an interest in co-marketing and promotion Work with Marketing and Media Committee to prepare attractions marketing plan Prepare list of potential regional business partnerships (hotels, B & B s, resorts, restaurants, malls, etc.) Create a festival sales presentation for business partnerships Contact businesses to promote partnership with festival Prepare a list of all attractions and businesses interest in working with festival and create tourist discount packages Create a tourist package marketing plan with promotional material Prepare a list of tour operators who might be willing to bring a tour to your festival Develop a marketing strategy to entice tour operators to come to your festival Contact tour operators and make festival presentation Prepare special tour package for tour operators Contact Via Rail, if appropriate, to try to create a marketing partnership with them 20