Friday 29 April 2022

“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

Friday 22 April 2022

“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

Saturday 16 April 2022

“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

Friday 8 April 2022

“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

Tuesday 5 April 2022

“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

“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 ...