“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

“Developing a Festival” Appendix “Q” – Plan of Action Checklist

 To plan a successful event, you need to prepare a detailed plan of action. This allows all team members to know exactly what the plans are and when they need to be accomplished. Preparing a detailed plan will keep everyone one the same page. Here are some items that should be included in your plan:

€    Committees need to determined and chairs appointed

€    Committee Members need to be found and duties assigned

€    Date needs to be decided upon and firmed once facility booked

€    Number of attendees needs to be estimated

€    Locations (facilities) need to be investigated then approved facility needs to be booked

€    A site plan needs to be developed

€    Admission prices needs to be determined and approved by committee

€    The timing of the festival needs to be determined (night or day event; duration of event; etc)

€    The theme of the festival needs to be decided upon and approved. This needs to happen now so that the program (events and activities) can be developed

€    Advertising and promotion plans have to be developed and executed

€    A plan to obtain sponsorship dollars needs to be prepared and executed

€    Website domain name needs to be decided on and registered

€    Website needs to be developed and hosted

€    Benefactor Program needs to be developed and marketed

€    Budget need to be prepared and approved

€    Tour packages needed to be developed and marketed

€    Vendors to be contacted and confirmed

€    Contracts need to be prepared and executed

“Developing a Festival” Appendix “P” – Finalization Checklist

 A finalization checklist should be prepared and completed before moving on. You want to make sure you have all the key elements in place. Here are a few ideas to start you off:

€    Is there a firm contract in place for the use and rental of your festival location?

€    Are you sure there are no conflicting festivals and events nearby?

€    Will your town and its residents support your festival?

€    Are all your committee members ready to work and are in it for the long haul?

€    Do you have sufficient start up funding in place?

€    Is your financial control system in place?

€    Do you have a strong key management team in place?

€    Do you have a detailed written description of what the final festival will look like?

€    Are you sure you will have enough manpower for the actual festival?

€    Are you sure your festival idea and theme will attract enough attendees to make your festival a success?

€    Has festival insurance been arranged?

“Developing a Festival” Appendix “O” – Meeting Sample Minutes

 

Event Name

Meeting Minutes

Location: ________________________________________

Date: ___________________________________________

Start Time: ______________End Time: _______________

 

1.   Meeting Started: (Time)

2.   Approval of Minutes from Previous Meeting (Approved or changed and approved)

3.   Correspondence (Tabled)

4.   Treasure’s Report

·        Outstanding Invoices (Approved)

·        Budget Review (Reviewed and approved)

1.   Old Business (Normally arising from previous minutes)

·        A

·        B

·        C

2.   Committee Reports (Best in they are received prior to meeting and in written form) (Reviewed and approved)

a.   A

b.   B

c.   C

3.   New Business (New business tabled and discussed; motions introduced when necessary and voted on)

·        A

·        B

·        C

4.   Adjournment (Time)

Developing a Festival ~ Planning (Appendix “N” – Meeting Sample Agenda)

 

Event Name

Meeting Agenda

Location: ________________________________________

Date: ___________________________________________

Start Time: ______________End Time: _______________

 

1.   Welcome

2.   Approval of Minutes from Previous Meeting

3.   Correspondence

4.   Treasure’s Report

·        Outstanding Invoices

·        Budget Review

1.   Old Business

·        A

·        B

·        C

2.   Committee Reports

·        A

·        B

·        C

3.   New Business

·        A

·        B

·        C

4.   Adjournment