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Planning GuideEvent
A Guide to Help Run Enjoyable, Well Organized
& Safe Festivals/Events
Event Planning Guide
Table of Contents
Introduction
Event Planning Outline
Event Theme Development
Possible Festival/Event Committees
Site Evaluation, Parking and Security
Liability Insurance
Event/Festival Publicity
Southeast Tourism Top 20
NC Association of Festival and Events
Event/Festival Entertainment
Photo Opportunities
Samples
Sponsor Letter
Sponsor Opportunities
Craft Vendor Letter
Craft Vendor Application
Food Vendor Letter
Food Vendor Application
Parade Rules
Parade Application
Parade Participant Appreciation Certificate
Festival Evaluations
Event Planning Guide Checklist
Event Planning Guide
Introduction
The Event Planning Guide is designed to help organizations in planning,
preparation, and running of events. It is hoped that the use of this guide will help you
through the process. Perhaps stress can be alleviated and the experience can be enjoyed
to the fullest.
The guide has been written to be user-friendly with a complete checklist and
examples of correspondence, applications, and publicity.
With the right approach you are sure to have a successful event and a great time
doing it!
Compiled by:
Kay Mitchell-Thomas
Heritage Tourism Development Officer
NC Division of Tourism Film, and Sports Development
P.O. Box 3
Murfreesboro, NC 27855
(252) 398-5922
Event Planning Outline
A special event is an event focused on a specific purpose such as a festival, a
fundraiser, an awards banquet or other significant occasion in the life of a community.
These special events are different from "programs" offered on a continuing basis such
as a lecture series or a club meeting. The following steps are offered to help guide your
event planning:
1. Develop strategies for success o Make sure the purpose for the special event is important enough to merit
the time and expense needed to properly stage, publicize and evaluate the
event.
o Carefully match the type of event that is selected to the purpose that it
serves.
o Ensure that the community fully supports the special event. Select a
working committee with broad representation.
o Target groups that have a special stake in the event such as town officials,
politicians, business leaders, and citizens. Start planning at least six
months, and in many cases, a year ahead of time.
o Develop ways to evaluate the event's success. Measurable event objectives
may include attendance, the amount of money raised, and the number of
positive comments.
o Talk to other event planners who have successfully staged similar events.
2. Make a checklist
A checklist provides a step-by-step guide to organizing and executing a special
event. See sample checklist at the conclusion of this book.
3. Create a budget
The objective is to provide event planners with a financial blueprint. The budget
should be specific, and include revenue opportunities (sponsorship, ticket sales,
donations. concession sales) as well as expenses (printing, permits, insurance,
entertainment, food, supplies, security).
4. Consider logistics
With many activities going on simultaneously, there are many details to be
checked. Major areas to consider and plan for include: size of space or building
used, utility support needed, setup (tables and chairs. tents, portable toilets, stages,
parking, signage) coordination, cleanup, emergency plans, transportation, and
public services such as police and fire departments.
A “Bad Weather” plan is also needed. Perhaps the plan is to continue as much as
possible or there may be a need for an alternate location. How will people be
notified of inclement weather changes? Will a rain date be determined and/or
advertised.
5. Plan publicity
Promoting a special event takes creative thinking balanced with practicality. The
primary objective is to publicize the event, but secondary objectives should be
considered.
o Are you trying to inform, educate or entertain?
o Increase awareness or attendance of the event?
o Build a base support from a specific audience?
o Facilitate good community relations?
Brainstorm all the available media including newspapers, billboards, radio
stations, and cable and commercial stations. Make a detailed list with
names of whom to contact and when.
6. Evaluate the event
Take time to evaluate right after the event while the details are fresh. You may
want to consider having a questionnaire for participants to fill out. Some general
evaluative criteria include:
o Did the event fulfill its goals and objectives? Why or why not?
o Identify what worked and what needs fine-tuning. Which vendors should
be used again?
o What items were missing on the checklist?
o Was the event well attended?
o Was informal and formal feedback about the event positive?
o Given all that went into staging, was it worth doing?
Finally, it is important to remember to celebrate your successes and to thank all
those who contributed. Have a committee party to celebrate your success!
Event Theme Development
For an event/festival, which occurs on an annual basis, to remain successful, it is
essential to modify the emphasis each year. Many annual festivals/events select a
different theme and develop the theme with the main emphasis. Although there is a basic
underlining theme, it is important to have a marketing “gimmick” in order to tweak the
product.
A good example is the NC Watermelon Festival which is held annually in
Historic Murfreesboro. This festival began in 1986 as a four-hour event with 400 in
attendance and has grown to a four-day festival with over 40,000 participating. Festival
committee members credit much of their success to the selection of a new theme each
year.
Although this event celebrates agriculture and promotes watermelons, such
themes as tropical, patriotic, music, North Carolina, and international have been used. In
2007, the international theme was reflected with teenagers who wore international
costumes and carried the festival parade banner, a mariachi band, Spanish dancers, Irish
river dancers, t-shirt design and an international food court. This theme provided an
exciting vehicle for festival chairmen to utilize in all facets of their publicity. Reporters
are sure to ask annually, “What is new with the festival this year?” These festival
chairmen are always ready with an answer.
Event Theme Development
Examples that one Pumpkin Festival used for themes over the years:
Pumpkin Patch Fairyland
Pumpkin Potpourri
Pumpkin Delight
Circus of Pumpkins
The Pumpkin Zoo
Pumpkin Kaleidoscope
Storybook Pumpkins
American Pumpkin Pride
Pumpkin Fiesta
Pumpkin Dreams
Boston Pumpkin Festival
Possible Festival/Event Committees
Executive Committee- Officers: President, Vice-President, Secretary,
Treasurer, Town Officials
1. Craft/Collectibles Committee – Chairman
2. Food Committee – Chairman
3. Entertainment – Chairman
4. Parade – Chairman
5. Security – Police Chief, Chairman
6. Set-up/Clean-up/Parking – Chairman
7. Fireworks – Town Fire Department
8. Little Princess Contest – Chairman
10. Little Miss Farmer/Mr. Farmer Contests – Chairman
11. T-shirts – Chairman
12. 5-K Race – Chairman
13. Stage Decorations – Chairman
14. Amusements Rides – Chairman
15. Commodity Contests – Chairman
16. Daily Schedule/Volunteers in Information Tent– Chairman
17. Publicity – Chairman
18. Friends of Festival – Endowment Fund– Chairman
Site Evaluation, Parking, and Security
Once you feel comfortable that you have properly addressed your administrative
controls, you should focus on site evaluation. This is done by first taking a complete tour
of the entire event location. The event committee or the coordinator should make this
inspection tour. At this time, it would be a good idea to also include your insurer’s loss
control personnel to assist in this hazard identification tour.
During this site evaluation, evacuation plans should be established. All personnel
associated with the event should be trained in proper evacuation techniques. Evacuation
should address both outdoor and indoor situations, especially in locations with limited
access or restricted exits. When considering evacuation plans, always include
contingency plans for the orderly evacuation of attendees due to weather, fire or other
emergency situations.
In selecting a proper event location, make certain the site can properly
accommodate those attendees with disabilities. Is the site wheelchair-accessible? Is
parking adequate for persons with disabilities? Are water fountains and rest rooms
accessible? Indoor facilities should be inspected for code compliance, emergency
lighting, alarms, sprinkler systems and adequate fire extinguishers. Be certain all exit
doors are operable and unobstructed. Check all electrical circuits to see if they have
ground fault protection and that all extension cords are equipped with grounding plugs.
A key concern of any special event is the potential for severe injury resulting from
attendee slips, trips and falls — the No. 1 area of special events claims. To prevent such
hazards and dramatically reduce the expensive claims associated with them, make certain
your facilities are thoroughly inspected. Be conscious of uneven ground, electrical cords,
ropes and stakes used to support tents. Include in your inspection all fall hazards, high-
voltage electrical equipment, and areas of vehicle movement. Once identified, correction
should take place immediately.
To eliminate “failure to warn” accusations, make certain adequate warning signs
are posted, temporary fencing or barriers are erected where needed, and sample parking
is available.
For large events, consider remote parking or the utilization of a shuttle service.
Your parking area needs to be well maintained with adequate lighting for night events. In
addition, safe walking lanes, sidewalks and crosswalks should be evaluated for pedestrian
traffic. It is important that the individuals selected for traffic control are well trained to
assure a smooth flow of traffic.
Site Evaluation, Parking, and Security
Another very important consideration of special events is crowd management. A
first step in this endeavor is estimating the number of attendees in order to develop a
sound monitoring and control plan. It is very important that you understand the
characteristics of your expected audience; you need to evaluate different crowd
management controls for different types of events.
An arts and crafts event will most certainly differ from a rock concert. Seating
should take into consideration proper spacing, seating capacity and number of attendees.
This all translates into a specific number of exits and compliance with local fire codes.
Again, the importance of well-placed signs cannot be over-emphasized. Well-located and
visible signs can be a tremendous aid in controlling crowds and avoiding confusion.
Signs clearly indicating entrances, events, security, vehicle direction, restricted areas,
first aid and rest rooms should be put in place. In addition, a sufficient number of rest
rooms should be available, and trash receptacles should be strategically placed
throughout the event area and emptied often.
The next component of event planning is security. A comprehensive security plan
is a must if you intend to properly control your event, protect attendees, and provide a fun
and secure environment. A good security plan will assure the right number of law
enforcement and security personnel. It will address training, logistics and scheduling.
Maps of the event area and surrounding areas should be developed. Your security plan
should involve everyone associated with the event. The security plan should address the
possible adverse behavior of individuals or groups. Large events should consider a
command post that coordinates all event activities. This post should be open before the
public enters the event area and should operate until after the event is completed.
At all functions where large amount of attendees are expected, it is important to
incorporate a good medical service plan that will address injuries and illnesses. This
plan would include an adequate number of first aid stations, staffed by qualified
attendants. Procedures should be developed for immediate notification of medical
personnel or emergency incidents, and the transportation of the injured or ill.
These emergency procedures should be coordinated with both police and fire
personnel. Resources for the treatment of multiple injuries should be available. To assure
immediate response by emergency vehicles, on-site evacuation routes should be
developed.
It is extremely important that a full report of all injuries and illnesses be completed
and forwarded to your entity’s risk manager or insurer. A designated spokesperson
should be appointed to deal with the media relative to any event incident. The success of
your special event will ultimately depend on good pre-event planning.
--- Excerpts from Planning Your Event Can Prevent Trouble Down the Road by Steve McGinn
Liability Insurance
Liability insurance is a part of the general insurance system of risk transference.
Originally, individuals or companies that faced a common peril, formed a group and
created a self-help fund out of which to pay compensation should any member incur loss.
The modern system relies on dedicated carriers to offer protection against specified perils
in consideration of a premium. Liability insurance is designed to offer specific protection
against third party claims, i.e., payment is not typically made to the insured, but rather to
someone suffering loss who is not a party to the insurance contract. In general, damage
caused intentionally and contractual liability is not covered under liability insurance
policies. When a claim is made, the insurance carrier has the right to defend the insured.
The legal costs of a defense are not affected by any policy limits, which is useful because
they can be significant where long trials are held to determine either fault or the amount
of damages.
Event/Festival Publicity
The key to an event’s success is excellent publicity. One of the biggest mistakes
event organizers make is forgetting about publicity until after almost all the planning is
complete.
Here are some questions to ask yourself during the early days of your planning:
1. How should I publicize the event?
Website – Every annual event should have a website which gives essential
details. This is an excellent source for putting vendor applications online,
photographs for media, and updates. The North Carolina Division of Tourism’s
website: www.visitnc.com lists happenings in the State. Each county has a
tourism contact who has availability to the site. Contacts are listed at the NC
Department of Commerce site under tourism: www.nccommerce.com.
NC Welcome Centers – The NC Welcome Centers located on the State’s major
corridors, provide information for tourists concerning events, historic sites,
lodging, food, entertainment, etc. This is an excellent location to distribute
information on upcoming events. Contact the NC Division of Tourism at
919-733-4171 for more information.
Newspapers – Local and regional papers will usually publish feature articles on
events – especially if they are well written and have photographs attached. It is
important to email articles and photographs as attachments so that they will not
have to be retyped.
Radio Stations – Many local radio stations have early morning talk shows which
will welcome your event chairman as a guest. What a great way to promote at no
cost. Stations will often trade sponsorships for advertising spots. It is important
to establish a good relationship with station officials.
Television Stations – Most television stations have community calendar spots on
air and on their websites. Locate the station’s website and complete the
community calendar information form. There is no cost to this publicity. If there
are sufficient funds, developing a commercial and airing it on a cable stations is
an excellent publicity vehicle.
Posters – Posters are a most for most events/festivals. Many festivals design an
annual logo to reflect their theme and use it on their posters and t-shirts. Posters
come in all shapes and sizes and should be placed in high volume traffic
locations.
T-Shirts – Custom designed event t-shirts serve as walking billboards for
events/festivals. Many patrons collect both t-shirts and posters. It is important to
have a professional product and keep in mind that it should appeal to all ages and
sexes.
Billboards/banners – Unless the event has a huge budget, professional billboards
are usually unobtainable. Many small events/festivals have small billboards or
signs at various town entrances that promote the event. In years past, banners
were often hung in the middle of towns.
Southeast Tourism Top 20 Events - Festivals or events that have at least 1,000
in attendance and are in their 3rd
year of existence, compete for the title of Top 20
event during the month it is held. If awarded, the event will receive excellent
publicity. See www.ncfestivals.com for further details.
Event/Festival Entertainment
In order for an event to be memorable, it requires special entertainment. Usually
the entertainment matches the theme. Festivals are known for providing continuous
entertainment, which cover the entire kaleidoscope.
Event entertainment may include:
Amusement Rides
Pony Rides
Vocalists
Dancers
Parades
Crafts Fair
Food Fair
Karate Demonstrations
Fireworks
Live Bands
Street Dances
Magicians
NASCAR simulators
Celebrity Guests
Parades of all sizes
Contests
Art Shows
This list could continue on and on. The North Carolina Association of Festivals and
Events’ website provides an extensive roster of vendors. This is a site to gain
entertainment ideas and a network of support. Annual memberships are reasonable.
www.ncfestivals.com.
Irish dancers entertain at event.
Entertainment Provides
Great Photo Opportunities!
Amusement Rides
Food Fairs
Crafts
Local Dancers
Fireworks
Fun For Everyone!
Fun Amusement Rides bring
excitement to events.
Food Theme Events are enjoyed in
North Carolina — such as the BBQ Festival in Lexington.
Event/Festival Entertainment
Petting Zoos have been popular
attractions for NC festivals for many years.
Clogging is the traditional dance in NC.
Beautiful queens make parades special
events as seen in above in Murfreesboro.
Fireworks — the grandest finale to any event!
Sample Sponsor Letter
Date_____________
Dear Sir:
The _______________________________, which began in 19___, is celebrating
its ___ anniversary this year. Although it started out small, this festival has grown to the
point of being named by the Southeast Tourism Society (US) as one of the Top 20 events
for the month of _________. A _________________ theme will be reflected in this
year’s festival with expanded entertainment and an “international” food court.
In order to assure that this popular festival maintains its high caliber of offerings,
we are asking you, the business leaders of this region, to assist financially. In exchange,
you will be listed on the sponsor board at the festival, included in festival publications,
and listed on the festival’s website.
As you know, this festival was designed as a catalyst for civil clubs and nonprofit
organizations to generate funds for community activities. Due to rising costs, it is
extremely important to the health of the festival to request your continued support. The
committee is proud that an admissions fee has never been charged and wishes to continue
this practice.
If you have questions, please call (______________). Please make plans to attend
this year’s event – and join in the fun!
Sincerely yours,
Attachment
Sponsorship Opportunities
Parade $
Fireworks $
Main Stage Rental $
Rental of Upscale PA system $
Street Dance Bands
The Embers Band $
Spare Change $
Sammy O’Banion Mardi Gras $
Coastline $
Nightly (5—8:00 p.m.) Bands (4) $
Little Princess Contest $
Little Mr./Miss Farmer Contests $
Clogging Units (3) $
General Donation $
Sample Craft Vendor Letter
Date _____________________
Dear Participants:
The ________________________Festival will be held in __________________.
The dates for craft/antique vendors are _________________.
The festival will be held on ________________________ (location). The
craft/antique show will begin on ___________________(date & time). You are
responsible for providing all of your own set-ups such as tables, chairs, etc. All spaces
will be 15’ x 15’. If your equipment, merchandise, or canopy will not fit in this space,
you will need to reserve an additional space. Electricity will not be provided to
craft/antique vendors.
Fees: Craft/Antique Vendors ?00.00
Those with push carts must stay in their assigned space; they may not roam.
Vehicles CANNOT be part of the booth display. Throughout the festival there will be
entertainment on the grounds. Each night there will be street dancing with professional
bands.
The festival will provide security for vendors during the night (s) of
_____________date and times. Please make arrangements accordingly. Application
with vendor fee, a self addressed stamped legal sized envelope and one photo of booth
set-up must be postmarked by (date). Any applications after that date will require a
$25.00 late fee in addition to the vendor fee. The Festival Committee reserves the right
to reject an application and return all fees. You will be notified of your application
acceptance by (Date). The Festival Committee also reserves the right to accept a limited
number of vendors with similar products.
We look forward to receiving your applications. Thank you!
Sincerely yours,
Chairman
Enclosure - application
Sample Craft Vendor Application
Crafts/Antiques Fair
(Date)
Craft/Antique Vendor Application
Name: _______________________________________ Phone Number: _____________
Address: ________________________________________________________________
Number of Spaces: _______ (Spaces are 15’ x 15”)
Amount enclosed: $ __________________ (Spaces are $?0.00 each)
Total enclosed: $ _________________
Type and size of set-up: (example: trailer, tent, etc.)
Type of craft(s) and or antiques:
________________________________________________________________________
Photograph(s) requested for assignment and publicity use.
I have read the above and understand the requirements and agree to abide by them if
accepted. The ____________________ Festival will not be responsible for any damages
or losses suffered by participants in this event.
__________________________________ ____________________________________
Vendor’s signature Date
Please make checks payable to: Festival
Address
Sample Food Vendor Letter
Dear Potential Food Vendor:
The ____ annual ______ Festival will be held in (town), (dates). The committee
is once again extending the opportunity to food vendors to offer food all four days of the
festival. The Committee is expanding the food fair due to increased attendance.
Throughout the festival there will be entertainment on the grounds with street dancing
every night.
The festival will be held on the lawn of ______________ in (name of park, street,
etc). Approved vendors may begin selling food on (date), (time). The same schedule
applies the following three days. Vendors may serve food until the conclusion of the
events each evening.
FEES: Food Vendor $ ____________ All four days
$____________ Two days
Civic Organization $____________ All four days
$____________ Two days
Food vendors may serve food 2 days or 4 days. Vendors who wish to serve food
for only two days may meet the requirements of G.S. 130-A-250 (7) Exemptions
(enclosed) or be permitted as a Temporary Food Stand. All food vendors serving food
for 4 days must be eligible for a Temporary Food Stand Permit (enclosed). Permitted
Mobile Food Unites will not have to meet any of the above requirements.
Specific details of the food service area must be submitted along with the application.
Pictures of past events would be helpful. The ________________ Committee must know
exactly how your booth will be set up. For example, you must tell us how you plan to
cover your area, cover the ground, heat water for dishwashing, implement hand washing,
and how you plan to protect the food you are serving for the elements and people. Also
tell us how you plan to keep cold foods cold (45 degrees F) and hot foods hot (140
degrees F).
Attached is a copy of Rule .2635 Requirements of Temporary Food Establishments
and G.S. 130-A (7) Exemptions. Any food vendor not complying with the above
requirements will not receive a permit to operate and will be asked to leave the festival if
arrangements cannot be made to comply.
You are responsible for providing all of your set-ups such as tables, chairs, etc. All
spaces will be 15’ x 20’. If your equipment, product, or canopy will not fit in this space,
you will need to reserve an additional space. Electricity will be provided only to good
vendors at an additional cost of $45.00. Food vendors need to use heavy duty outdoor
extension cords, at least 12-2 with ground wife. There will be a fire and sanitation
inspection prior to the sale of food for any unsafe conditions. We only provide 20A
service. Ice will be available for purchase all four days. Those with push carts must stay
Sample Food Vendor Letter
in their assigned space; they will not be allowed to roam. Water will be available, but
there will be no permanent water hook-ups for vendors.
The festival will provide security for vendors at the conclusion of the festival each
evening (date(s) until 7:00 a.m. Please make arrangements accordingly. Application
with vendor fee, a stamped self-addressed legal sized envelope and one photo of the
booth set-up must be postmarked by ________________ (date). Any application
after that date will require a $25.00 late fee in addition to the vendor fee. If your
application is not accepted you will receive your money back. You will be notified of
your application acceptance by (date). The Festival Committee reserves the right to
accept a limited number of food vendors with similar products and to reject any
application and return all fees. The amusement ride company has exclusive rights on all
cotton candy, candy and caramel apples, popcorn, caramel corn, snow-cones, funnel
cakes and polish sausage. (This will vary with various amusement companies and
contracts).
For safety reasons, you will not be allowed to take down and leave your space
before the festival is over. The large amount of foot traffic through the food area makes
it too hazardous for vehicles to be allowed in. We appreciate your cooperation in this
matter.
We look forward to receiving your applications. Thank you!
Sincerely yours,
______________
Food Chairperson
Enclosures
Sample Food Vendor Application
Application Deadline: May 7, 2007
___________________________Festival August, 2007
Food Vendor Application
NAME: ______________________________________________ TEL. NO. ___________________
ADDRESS: __________________________________________ First-time vendor: ___________
__________________________________________ Returning vendor: __________
Proof of Non-profit status: _____________________(Federal Tax ID#, Church or Political Affiliation)
What days will you participate: All Four Days ___________ Fri. & Sat. __________
Number of Spaces: ____________ (Spaces are 15’ x 20’)
Amount enclosed: $__________ $???.00 All Four Days (Aug. 4 – 7, 2004)
$__________ $???.00 Two Days (August 6 – 7, 2004)
Electricity $ __________ ($??.00)
Late Fee $ __________ ($??.00) Late fee applies only if application is postmarked later than May 7, 2004
Total Enclosed $ __________
Type and size of set-up: (example: trailer, tent, etc.) Please note if you have a RV.
**In order to prevent duplication and to have a diversified food selection, all potential vendors must include menus and
assign preference as to their first, second and third choices. Vendors may sell only those items approved by the festival
committee. Please list your menu items on separate paper if necessary and remember to rank by choice. Please keep in
mind we have a limited number of spaces available for the festival.**
Type of Food(s): _______________________________________________________________________
Permitted or mobile food units, please include a copy of your Mobile Food Permit or copy of most recent Sanitation
Inspection.
I have read the above and understand the rules and requirements and agree to abide by them if accepted.
The_______________ (festival) will not be responsible for any damages or losses suffered by participants in this event.
Vendor’s Signature: ________________________________ Date: _____________________________
Please make checks payable to: Festival
(Address)
Sample Parade Rules
Parade Rules
1. Any unit whose sole purpose, as determined by the parade committee, is for
advertising only, will not be accepted unless it has been designated a Parade
Sponsor, having met the minimum established financial donation to the
Americana festival. A banner may be affixed to the unit showing its
sponsorship status.
2. Once you have reached your staging point, remain in that position until
otherwise directed by a parade official.
3. Participants must provide current and accurate publicity information
concerning their unit for the parade narrator at least 15 days prior to the
event. Information received after that may not be included in the parade script.
4. Participants must provide their own signage. Signs must be in good taste, or
they will be removed. All vehicle lettering should not exceed 4 inches high.
Banner lettering should not exceed 10 inches.
5. Participants riding in vehicles or trailers must provide their own vehicles
and drivers.
6. Support vehicles for marching units will not be allowed in the parade.
7. Because of the potential danger to spectators, throwing objects, candy, etc.
along the parade route is prohibited. For safety, children under the age of 12
are prohibited from passing out items to spectators.
8. Displaying, attaching, or carrying advertising materials along the parade
route is prohibited. Political candidate signs are prohibited; though voter
information may be hand passed out by walkers along the parade route.
9. Proper unit spacing and parade pace is critical. Voluntary stopping for drill
formation, reverse marching by bands or drill teams cannot exceed 45 seconds.
10. Parade participants are expected to conduct themselves in a courteous
manner.
11. ____________Festival Inc. reserves the right to dismiss any parade
participant from the parade for rules violations.
12. The ________ festival, Inc reserves the right to deny any individual or
group permission to participate in its parade that it determines would not
contribute to the entertainment value of the parade or would otherwise, in its
opinion, be offensive to the general public viewing the parade.
Parade Application Sample
_______________________FESTIVAL COMMITTEE
PARADE APPLICATION
DATE
Parade Theme – “
Organization Name___________________________________________________________
Representative ___________________________________________________________
Address ___________________________________________________________
Town _____________________________ State _______ Zip ______________
Phone (home) ________________________ (work) ______________________
Fax __________________________ E-Mail___________________________
Select One Category ONLY ----- Do You Want To Be Judged? YES -/- NO
Type: Organizations __________________________________________________________
Commercial ___________________________________________________________
Non-Commercial ___________________________________________________________
Neighborhood/Family __________________________________________________________
Unit Information
Number of People in Unit __________Any Animals (type) ____________________________
Length & Width of Unit_________________________________________________________
Mode of Travel (walk, vehicle etc) ________________________________________________
Number of Vehicles in Unit ______________________________________________________
Does your unit emit music (see rules) ______________________________________________
Participated in this parade previously? _________, Which years? _______________________
DESCRIPTION OF UNIT: (This information will be used by the Announcer’s Booth during the
parade)
____________________________________________________________________________
____________________________________________________________________________
____________________________________________________________________________
____________________________________________________________________________
SPECIAL NEEDS or COMMENTS: ______________________________________________
_____________________________________________________________________________
_____________________________________________________________________________
_____________________________________________________________________________
Completed APPLICATIONS must be submitted A.S.A.P. or by Date.
Motorized vehicles MUST submit proof of insurance showing limits of coverage.
ENTRY FEE: $00.00 with ONE vehicle. ADDITIONAL Units = $ each
Please make checks payable to the FESTIVAL COMMITTEE
Mail to: Festival Parade Committee
Address
For more information call _________________after 5 PM.
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Sample Event Evaluation
We need your help! In order to continue a successful festival, we invite your valued comments and
suggestions. Please print this page by hi-lighting the form and print the selection then mail it to us at
Othello Sandhill Crane Festival, PO Box 542 , Othello, WA 99344 OR email it to us at marie-
Name: __________________________________________________________________
Email:________________________
Address:________________________________________________________________
City: ________________________________ State : _______________ Zip: _________________
1. Is this your first Othello Sandhill Crane Festival? ____ If no, how many have you attended?
_______
2. How did you first learn of the Festival?
brochure radio poster magazine newspaper website word-of-mouth other
(describe)
3. How would you rate/grade the bus tour(s) and/or field trip(s)? (please circle one)
excellent good average poor n/a
4. How would you rate/grade the children’s activities and petting zoo overall? (please circle one)
excellent good average poor n/a
5. How would you rate/grade the lectures overall? (please circle one)
excellent good average poor n/a
6. Did you attend the banquet on Saturday night? __________ How would you rate/grade it?
excellent good average poor n/a
7. How many nights did you stay in the local area? __________ Where did you stay? (please circle
one)
motel friends campsite/trailer park Please name:____________________________
8. How would you rate/grade the Festival overall? (please circle one.)
excellent good average poor n/a
9. Please share any other comments/suggestions (use back of sheet if necessary).
Thank you!
Hope to see you at next year’s Eleventh Annual Festival!
Sample – Festival Evaluation
1. How did you hear about the Smoky Hill River Festival?
Newspaper
Radio
Television
Internet
Word-of-Mouth
Poster
Other
2. What are your reasons for attending the Festival? Please rate your top three reasons. "1" being top priority, "2" second priority, "3" your third.
I enjoy the food 1 2 3
I enjoy the entertainment 1 2 3
I enjoy the shopping 1 2 3
I enjoy the chance to spend a weekend out with my family or friends
1 2 3
I love that it is an annual event for our community
1 2 3
The price is affordable 1 2 3
The ease of parking 1 2 3
The ease of walking around the Festival site 1 2 3
Other 1 2 3
3. How many days do you generally attend the Festival? Please check all that apply:
Thursday only
Friday only
Saturday only
Sunday only
At least two days
Every day of the Festival!
4. Any other comments?
5. If you would like us to be able to contact you please provide:
E-Mail address
6. Please enter the following characters into field below.* (required field)
Thank you for your input! Submit Form
Clear Form
Event Planning Guide Check List (Items in bold, complete first)
Items Status Date of Confirmation
_____ Theme
_____ T-Shirt Logo
_____ Amusement Rides
_____ Information Tent
_____ Tent to go over stage (rent)
_____ Stage for main band (rent)
_____ Rent Tables and Chairs
_____ Portajohns, handicapped
_____ Handwash stations
_____ Leases for rental of private property
_____ Leases signed from property owners
_____ Liability insurance
_____ ASCAP
_____ Electricity, letter to power company
Event Planning Guide Checklist
Items Status Date of Confirmation
_____ Order Ice for food vendors
_____ Fireworks—contact company
_____ Publicity—press releases
_____ Write articles for tabloids
_____ Book Bands/entertainment
(see attached schedule)
_____ Paint Donation Drum
_____ Paint Signs at Town Entrances
_____ Craft Vendors application
_____ Food Vendors application
_____ T-shirts (design, order)
_____ Sponsor List—donation letters
_____ Radio Stations—publicity
_____ TV Stations—publicity
_____ Posters—design, printer
Event Planning Guide Checklist
Items Status Date of Confirmation
_____ Friends of the Festival
Letter
Button
_____ Watermelon Parties for C.S.
_____ Parking Permits
_____ Lock and Key for Ice Truck
_____ Money Box/Change
_____ Schedule for Workers
_____ Parade Lineup
_____ Parade Certificates
_____ Posters for Parade Dignitaries
_____ Contact High School Bands
_____ Letters to Dignitaries
_____ Contests—watermelon
_____ Meal Tickets for Guests
Event Planning Guide Checklist
Items Status Date of Confirmation
_____ Reserve Rooms for
Vendors
_____ Walkie-Talkies
_____ PA System
_____ Opening Ceremony
_____ Stage Decorations
_____ Parade Banner
_____ Information Tent Sign
_____ Security
_____ Flags/Banners
_____ Golf Carts
_____ Website Update
_____ Rescue Squad
_____ Committees/Assignments
