“Developing a Festival” Appendix “V” – Manpower Coordination Checklist

 Keeping track of what manpower is needed and what manpower is available during an event is an important task. Being able to coordinate the movement of manpower during a festival, especially in times of an emergency, is essential. Here are some considerations:

€    Have all section committees prepare a list of all their volunteers, their functions and their schedule during the event

€    Have each section committee chair list all non-essential volunteers that could be made available for other tasks, if necessary

€    Prepare a master manpower chart that shows each section committee and their volunteers

€    Develop an emergency manpower contingency plan

€    Make sure there is a good communication system in place for the festival

€    During the festival, set up a communications centre and make sure it is manned at all times during festival hours plus an hour or so before and after

€    Have a response procedure in place for the festival

“Developing a Festival” Appendix “U” – Possible Sub-Committees

 Here is a list of possible sub-committees:

€    Finance

€    Administration

€    Site and facilities

€    Procurement

€    Marketing and media

€    Internet

€    Sponsorship and donations

€    Benefactor program

€    Volunteers and manpower

€    Events and activities

€    Vendors

€    Legal and contracts

€    Security and transportation

€    Town liaison

€    Community relations

€    Amenities

“Developing a Festival” Appendix “T” – Financial Control Checklist

 Putting financial control in place early will set the financial tone during the entire process. Even if your festival is not developed as a money-making event, fiscal responsibility is always a good policy. Here are some thoughts:

€    Develop a workable computerized accounting system as soon as possible

€    Work with an accountant to develop a professional Chart of Accounts

€    Develop financial guidelines that are easy to understand and easy to follow

€    Make sure all requests for money are in writing

€    Have all section committees make one person responsible for committee finances

€    Make sure all revenues and payments are recorded immediately

€    Make sure there are receipts for all expenses

€    Prepare a working budget early, monitor it weekly and follow it, with approved adjustments, as necessary

€    Develop a simple reporting system both for committees to report their finances and for the finance committee to report to the Board of Directors

€    Appoint an audit committee right at the start

€    Do not make financial exceptions. Once you have your policies in place and agreed on by everyone, stick to them with no exceptions

“Developing a Festival” Appendix “S” – Critical Path Chart Sample

 

Task Name        Duration  Start             Finish

 

Fixing Date of Festival              4d   Mon 2/26/07        Thu 3/1/22               

Estimate number of attendees 4d    Mon 2/26/07        Thu 3/1/22               

Find and book location             8d   Mon 2/26/07        Wed 3/7/22             

Determine admission prices   10d   Mon 2/26/07        Fri 3/9/22               

Determine festival duration    10d    Mon 2/26/07        Fri 3/9/22               

Determine festival theme        10d   Mon 2/26/07        Fri 3/9/22               

Determine festival program    14d   Mon 2/26/07        Thu 3/15/22           

Book vendors                         14d   Mon 2/26/07        Thu 3/15/22           

Create advert/promo plan       21d   Mon 2/26/07        Mon 3/26/22   

Register website                     21d   Mon 2/26/07        Mon 3/26/22           

Develop website                     30d   Mon 2/26/07        Fri 4/6/22               

Sponsorship plan                   45d    Mon 2/26/07        Fri 4/27/22               

Benefactor program               60d    Mon 2/26/07        Fri 5/18/22               

Special considerations          60d    Mon 2/26/07        Fri 5/18/22               

Hold event                             61d    Mon 2/26/07        Mon 5/21/22

“Developing a Festival” Appendix “R” – Budget Checklist

 

The following checklist outlines the main revenue and expense categories:

Revenue:

€    Admission sales

€    Sponsorship revenue

€    Benefactor revenue

€    Government grants

€    Vendor revenue

€    Donations

€    Advertising revenue

Expense:

€    Location rental

€    Printing charges (event tickets, posters, etc)

€    Advertising costs

€    Building materials

€    Washroom

€    Security

€    Transportation (Shuttle/People mover)

€    Sound system rental

€    Fencing

€    Entertainment

€    Food and refreshments for volunteers

€    Garbage pick-up

€    Extra event help

€    Wrap-up meeting