“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 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 Amenities Coordinating Committee functions.

€    Prepare amenities action plan and budget for Board of Directors approval

€    Prepare list of potential regional complimentary attractions

€    Create a festival sales presentation for attractions

€    Contact attraction to see if there is an interest in co-marketing and promotion

€    Work with Marketing and Media Committee to prepare attractions marketing plan

€    Prepare list of potential regional business partnerships (hotels, B & B’s, resorts, restaurants, malls, etc.)

€    Create a festival sales presentation for business partnerships

€    Contact businesses to promote partnership with festival

€    Prepare a list of all attractions and businesses interest in working with festival and create tourist discount packages

€    Create a tourist package marketing plan with promotional material

€    Prepare a list of tour operators who might be willing to bring a tour to your festival

€    Develop a marketing strategy to entice tour operators to come to your festival

€    Contact tour operators and make festival presentation

€    Prepare special tour package for tour operators

€    Contact Via Rail, if appropriate, to try to create a marketing partnership with them

“Developing a Festival” Appendix “OO” – Community Relations 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 Community Relations Committee functions.

€    Prepare a list of business and residential neighbours that might be affected by the festival

€    Develop a community relations action plan and budget and have approved by Board of Directors

€    In conjunction with the Marketing and Media Committee prepare a series of community press releases outlining progress of festival

€    Prepare festival questionnaire for affected residents and business

€    Deliver questionnaires and ask for them to be completed and returned to the festival office

€    From the returned questionnaires prepare official answers and have approved by Board

€    Visit affected residential neighbours to discuss festival and their concerns

€    Solicit local residents to become festival volunteers

€    Visit affected merchant to discuss any of their concerns

€    Solicit merchants to become involve financially or as a participant in the festival

€    Develop a “thank you” package for affected residents

€    Hold a few “town hall” meetings to inform community about festival

€    Develop and hold a media/community festival launch party

“Developing a Festival” Appendix “NN” – Town Liaison 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 Town Liaison Committee functions.

€    Prepare a list of town officials and staff that need to be liaison with

€    Create a system of communicating with town authorities to update and question

€    Prepare a “town wish list” of resources and materials that the town might provide (park land, garbage pick up, security, advertising, etc.)

€    Prepare a letter of understanding between festival and town for approval by Board of Directors

€    Prepare plan of action and budget for Board approval

€    Answer town event questionnaire, if required

€    Develop a schedule of regular meetings with town staff to discuss any concerns

€    Prepare list of festival day agreed on town services

€    Prepare formal letter for any services or agreements that need to be formally approved by town council