“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

“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.)

“Developing a Festival” Appendix “II” – Volunteers and Manpower 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 Volunteers and Manpower Committee functions.

€    Work with section committee chairs to determine overall festival manpower needs

€    Create overall manpower chart

€    Develop list of all potential volunteers

€    In conjunction with section chairs, assign each volunteer to a section committee (some volunteers may be assigned to more than one committee)

€    Prepare list of recommendations to overcome volunteer shortfalls (if required)

€    Investigate potential outside manpower (paid or not) and make recommendations to Board

€    Prepare a shortfall list for presentation to Board of Directors

€    In conjunction with section chairs, prepare written task descriptions for each volunteer

€    Prepare an overall manpower duty roster

€    Prepare two overall manpower list, one for the planning stage and one for the implementation stage

€    Develop a manpower “monitoring” plan for festival

€    Develop an overall festival work schedule, including “rest breaks”

€    Develop a list of materials required for “rest” areas (food, cots, beverages, first aid, etc.)

€    Develop a volunteer “thank you” strategy (letters; awards; festival souvenir)

Developing a Festival” Appendix “HH” – Benefactor Program 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 Benefactor Program Committee functions.

€    Prepare a list of possible benefits that could be included in the program

€    Determine number of levels to be offered

€    Develop a Festival Benefactor Program with budget and submit to Board of Directors for approval

€    Prepare a marketing plan for program

€    Develop an administrative plan for program

€    Create and print Benefactor Program literature

€    Create a Benefactor Program “goodies” package

€    Prepare Benefactor event itinerary

€    Prepare event manpower schedule

“Developing a Festival” Appendix “GG” – Sponsorship and Donations 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 Sponsorship and Donations Committee functions.

€    Prepare a sponsorship and donation plan of action for Board approval

€    Prepare detailed sponsorship audit of festival assets and describe what each item offers a potential sponsor

€    Place a value on each asset

€    Determine sponsorship categories (e.g. Title, Presented By, In Association With, etc.)

€    Bundle assets into categories

€    Determine value (tangible and intangible) of each sponsorship category

€    Prepare list of prospect businesses that might be a festival patrons and then divide lists into 3 divisions – sponsor, donors and benefactors

€    Develop sponsor proposals for each sponsor category

€    Prepare customized Sponsorship Proposal for each prospective business

€    Make sales calls and presentations to both potential sponsors and donors

€    Have any contracts prepared and signed

€    Prepare and implement Sponsor follow up plan

€    Create and implement Sponsor fulfillment program

€    Provide event assistance program and team

€    Follow up post event to renew sponsorship contract

“Developing a Festival” Appendix “FF” – Internet 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 Internet Committee functions.

€    Create festival’s domain name, ensure its availability and have name approved by Board of Directors

€    Register festival’s domain name

€    Develop website map

€    Create web page information including words and photos

€    Hire website designer

€    Work with web designer to develop festival website

€    Arrange for hosting company

€    Coordinate information from section committees and Board of Directors

€    Have final website approved by Board of Directors before launching it

€    Arrange for web links

€    Create and sell web advertising (if desired)

€    Create daily/weekly blog (if desired)

€    Manage website, including updates and answering questions from committee members and public

“Developing a Festival” Appendix “EE” – Marketing and Media 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 Marketing and Media Committee functions.

€    Prepare media plan, including budget, for approval by Board of Directors

€    Prepare media timetable including advertising and promotion

€    Create and register festival logo

€    Create festival adverting and promotional materials

€    Arrange interviews and press releases

€    Purchase media spots

€    Oversee all media relations for festival

€    Oversee all advertising and promotion, including content and contracts

€    Look for opportunities for free advertising and promotion

€    Negotiate contra ads

€    Responsible for distribution of all festival marketing materials

€    Responsible for the creation and placement of all festival signage (this includes directional signage, sponsorship, information, etc)

€    Responsible for taking photos of festival both before and after event

€    Keep a record and copies of all advertising and promotional materials

€    Be on-hand at event to coordinate media questions and needs

€    Arrange and manage media/community festival launch party