“Developing a Festival” Appendix “Q” – Plan of Action Checklist

 To plan a successful event, you need to prepare a detailed plan of action. This allows all team members to know exactly what the plans are and when they need to be accomplished. Preparing a detailed plan will keep everyone one the same page. Here are some items that should be included in your plan:

€    Committees need to determined and chairs appointed

€    Committee Members need to be found and duties assigned

€    Date needs to be decided upon and firmed once facility booked

€    Number of attendees needs to be estimated

€    Locations (facilities) need to be investigated then approved facility needs to be booked

€    A site plan needs to be developed

€    Admission prices needs to be determined and approved by committee

€    The timing of the festival needs to be determined (night or day event; duration of event; etc)

€    The theme of the festival needs to be decided upon and approved. This needs to happen now so that the program (events and activities) can be developed

€    Advertising and promotion plans have to be developed and executed

€    A plan to obtain sponsorship dollars needs to be prepared and executed

€    Website domain name needs to be decided on and registered

€    Website needs to be developed and hosted

€    Benefactor Program needs to be developed and marketed

€    Budget need to be prepared and approved

€    Tour packages needed to be developed and marketed

€    Vendors to be contacted and confirmed

€    Contracts need to be prepared and executed

“Developing a Festival” Appendix “P” – Finalization Checklist

 A finalization checklist should be prepared and completed before moving on. You want to make sure you have all the key elements in place. Here are a few ideas to start you off:

€    Is there a firm contract in place for the use and rental of your festival location?

€    Are you sure there are no conflicting festivals and events nearby?

€    Will your town and its residents support your festival?

€    Are all your committee members ready to work and are in it for the long haul?

€    Do you have sufficient start up funding in place?

€    Is your financial control system in place?

€    Do you have a strong key management team in place?

€    Do you have a detailed written description of what the final festival will look like?

€    Are you sure you will have enough manpower for the actual festival?

€    Are you sure your festival idea and theme will attract enough attendees to make your festival a success?

€    Has festival insurance been arranged?

“Developing a Festival” Appendix “O” – Meeting Sample Minutes

 

Event Name

Meeting Minutes

Location: ________________________________________

Date: ___________________________________________

Start Time: ______________End Time: _______________

 

1.   Meeting Started: (Time)

2.   Approval of Minutes from Previous Meeting (Approved or changed and approved)

3.   Correspondence (Tabled)

4.   Treasure’s Report

·        Outstanding Invoices (Approved)

·        Budget Review (Reviewed and approved)

1.   Old Business (Normally arising from previous minutes)

·        A

·        B

·        C

2.   Committee Reports (Best in they are received prior to meeting and in written form) (Reviewed and approved)

a.   A

b.   B

c.   C

3.   New Business (New business tabled and discussed; motions introduced when necessary and voted on)

·        A

·        B

·        C

4.   Adjournment (Time)

Developing a Festival ~ Planning (Appendix “N” – Meeting Sample Agenda)

 

Event Name

Meeting Agenda

Location: ________________________________________

Date: ___________________________________________

Start Time: ______________End Time: _______________

 

1.   Welcome

2.   Approval of Minutes from Previous Meeting

3.   Correspondence

4.   Treasure’s Report

·        Outstanding Invoices

·        Budget Review

1.   Old Business

·        A

·        B

·        C

2.   Committee Reports

·        A

·        B

·        C

3.   New Business

·        A

·        B

·        C

4.   Adjournment