“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

“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

“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

“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.)