My buddy Cory Johnson and I just got done putting on the Inaugural Red Lodge Songwriter Festival last weekend. This was an idea that started eight months ago over a couple of beers, which evolved into nine performances in six venues over three days. It was an enormous undertaking that took the cooperation and efforts of a lot of people, some paid but mostly volunteers. The success of this event and others like it can be attributed to the talented artists that performed, but mostly it was having a good plan to start with and managing the details leading up to and during the event.
Every event has literally hundreds of little details that need to be planned for, budgeted for, and eventually executed on. If your event is a first time event work very hard at anticipating the unexpected. A friend once said “Murphy was an Optimist” and when it comes to event management I believe that rings true.
In the early planning stages of your event build an event resume and begin to write down and account for everything that will happen and influence the successful outcome of your event. In the case of the Red Lodge Songwriter Festival it was things like:
- Travel Schedules
- Transportation to the event
- Transportation during the event
- Welcome baskets for songwriters
- Sound systems
- Ticket sales
- Advertising the event
- Team management
- Graphic Design/Printing
- Public Relations
- Seating configurations
- Ticket distribution
- Point of sale systems
- Wifi at the venues
- Sound technicians
- Etc., etc., etc.
This is by no means a complete list and there will always be things that you did not anticipate happening that you need to be alert for. Having a good team around you that are willing to roll up sleeves and get the work done is a big plus as well. Everyone wants to be involved with events especially if they are fun events. Your team should be made up of people you can trust and will get things done when they say they will. There is nothing worse than to rely on someone who says they did something only to fall back on you at the last minute because it didn’t get done. It’s OK to have a small team of doers and tell others thanks for your offer but we have it covered.
Beartooth Business Consulting can help you plan, manage and execute your event whether it is an industry event, fundraiser or corporate function. Please call us at 406-690-5988 or by email at firstname.lastname@example.org