“Developing a Festival” Appendix “K” – Sponsorship Program Checklist

Sponsor money and donor money may come from the same business, but they don’t come from the same pot. Businesses donate money to causes they support. Normally the donation comes from the heart. Sponsor money is given because the company sees a business advantage. This could come from a directed festival marketing program or because they want their company associated with a great event. The following list shows what needs to be done to create an effective sponsorship program:

€                 . Prepare a detailed inventory of your event’s assets and what they will offer potential sponsors

€                 Place a value on each asset

€                 Create different sponsorship categories

€                 Bundle assets into each categories offering different values to each level

€                 Determine total value (tangible and intangible) of each category

€                 Create Sponsorship Proposals for each categories outlining assets offered plus their total value

€                 Prepare list of potential sponsor for each category

€                 Prepare personalized Sponsorship Proposal for each prospective sponsor

€                 Make sales call and presentation

€                 Sign Sponsorship contract

€                 Follow-up with each sponsor throughout the planning of the event to keep them updated and interested

€                 Prepare service and fulfillment program for sponsors

€                 Provide assistance to sponsors during event

€                 Follow-up with each sponsor immediately after to discuss any challenges and to promote renewing their contract for next year

€                Follow-up resign sponsors for next year’s event 

“Developing a Festival” Appendix “J” – Manpower Checklist

 

To manage a festival effectively, a detailed manpower plan must be developed and then implemented. Here are some ideas to consider:

€    All section committees determine their own manpower needs, including numbers and scheduling

€    These need to be divided into two categories – planning manpower and implementation manpower

€    Each committee prepare a manpower schedule (i.e. – when they will be needed; where they will be needed and how many)

€    Have one member of each committee placed in charge of manpower and liaise with the overall manpower committee

€    Committee manpower plans should be submitted to the overall manpower committee for evaluation

€    When all the manpower plans are finalized, the manpower committee would then be in charge of coordinating manpower schedules, especially at the implementation stage

€    If there are not enough volunteers, or there is a specialized function, the manpower committee would hire the necessary manpower

By having one committee knowing all manpower plans, people can be moved around quickly if the need arises. A committee chair would simply contact the manpower coordinator with his/her needs. This frees up the section committee to do their jobs without worrying about manpower

“Developing a Festival” Appendix “I” – Committee Structure Checklist

 To run a successful festival their needs to be a strong management/committee structure in place. Here are a few ideas to help create such a structure:

€    The Board of Directors is at the top of the structure. What they do and how they conduct themselves will set the tone for all committees and their members. This means that Board meeting should start on time and have a prepared agenda to follow. Detailed minutes should be taken and distributed, in writing, as soon after the meeting as possible. A schedule of meetings should be published in advance and all members should attend or send a committee representative. All members should come to the meeting prepared, with a written report. To save time, the report should have been pre-distributed by e-mail. Meeting discussions should be kept on track by the chair. Any major agreements or commitment should be made with a formal motion and second. It should then be discussed and voted on with the vote being recorded by the Secretary.

€    All section committees should have defined positions. These positions should a have written job descriptions. This way everyone knows exactly what is expected of them.

€    All section committee meetings should be held in the same manner as the Board of Directors meetings. The written minutes can form part of the Section Chair’s written Board report.

€    A schedule of all section committee meetings should be published so that cross communications can take place in a timely manner.

“Developing a Festival” Appendix “H” – Key Management Summary

 Every festival needs a strong key group of managers to move the festival forward to conclusion. The entire group has to be like minded and ready to do whatever it takes to make the festival successful. Here is a suggested list of key management positions. The number and type of section chair will be determined by the size and scope of your festival.

€    Festival Chair

€    Vice Chair (if desired)’

€    Treasurer

€    Secretary

€    Sections Chairs

o   Site/Facilities

o   Procurement

o   Marketing/Media

o   Internet

o   Sponsorship/Donations

o   Benefactor Program

o   Volunteers/Manpower

o   Events/Activities

o   Vendors

o   Legal/Contracts

o   Security/Transportation

o   Town Liaison

o   Community Relations

o   Amenities

*These positions will be discussed in more detail in a later chapter.

“Developing a Festival” Appendix “G” – Event Insurance Summary

 

The following information is taken from HCC Specialty Underwriters website

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