Friday, 18 November 2022

“Developing a Festival” Appendix “PP” – Amenities Coordinating Committee

 Each section committee has different functions they are responsible for. There may be some interaction necessary from time to time. It is important for all committees to communicate with each other, especially where interaction is likely. Each festival will prepare its own list of 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

Sunday, 13 November 2022

“Developing a Festival” Appendix “OO” – Community Relations Committee

 Each section committee has different functions they are responsible for. There may be some interaction necessary from time to time. It is important for all committees to communicate with each other, especially where interaction is likely. Each festival will prepare its own list of 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

Friday, 4 November 2022

“Developing a Festival” Appendix “NN” – Town Liaison Committee

 Each section committee has different functions they are responsible for. There may be some interaction necessary from time to time. It is important for all committees to communicate with each other, especially where interaction is likely. Each festival will prepare its own list of 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

Friday, 28 October 2022

“Developing a Festival” Appendix “MM” – Security and Transportation Committee

 Each section committee has different functions they are responsible for. There may be some interaction necessary from time to time. It is important for all committees to communicate with each other, especially where interaction is likely. Each festival will prepare its own list of 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

Friday, 21 October 2022

“Developing a Festival” Appendix “LL” – Legal and Contracts Committee

 Each section committee has different functions they are responsible for. There may be some interaction necessary from time to time. It is important for all committees to communicate with each other, especially where interaction is likely. Each festival will prepare its own list of 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

Friday, 14 October 2022

“Developing a Festival” Appendix “KK” – Vendors Committee

 Each section committee has different functions they are responsible for. There may be some interaction necessary from time to time. It is important for all committees to communicate with each other, especially where interaction is likely. Each festival will prepare its own list of 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

Friday, 7 October 2022

“Developing a Festival” Appendix “JJ” – Events and Activities Committee

 Each section committee has different functions they are responsible for. There may be some interaction necessary from time to time. It is important for all committees to communicate with each other, especially where interaction is likely. Each festival will prepare its own list of 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.)

“Developing a Festival” Appendix “PP” – Amenities Coordinating Committee

  Each section committee has different functions they are responsible for. There may be some interaction necessary from time to time. It is ...