Spring carnivals are ideal for simultaneously bringing the community together and potentially raising money for an organization or good cause. However, before you begin planning an event of this size, you need to realize that they require a high level of planning and organization.
Often it is best to start small and simple, and if you do manage to plan a successful event this year, you may want to repeat it on an annual basis and make it bigger and better as you go.
Whether you are planning a festival for a church, school, business or any other local organization, here are some great tips to make it a successful event.
Organization and efficient communication will be hugely important to the success of the event. Try to prioritize important factors and avoid getting bogged down in detail, as this won’t affect the success of the event.
Set Clear Objectives
You need clear objectives that will enable you to streamline your planning and assess how successful the event was once it’s over. Are you hoping to build community spirit, grow awareness around a local issue and/or raise funds?
Attend Other Festivals or Events
Before you start planning, it’s best to do some research including attending similar events in the community. This will help you to identify what you want to include in your festival and what you can do without. If you can pick the brains of someone who has run their own event in the past, it would be even better.
Set a Budget
Make sure your budget is set before you plan anything. Ideally, you should find a treasurer who is good with figures to keep track of all the incoming and outgoing money.
Choose a Theme
Setting a theme for the event can help to focus your planning and make it easier to advertise. Think about the local community and the type of people you want to attract to the event.
Build Your Team
You cannot plan and run an event by yourself, so you will need to find a team as soon as possible. Usually, these people will be volunteers with a shared interest in what you’re trying to achieve through the event. Each person will have their own skills and experience so try to take that into account when assigning roles. Give each person clear instructions and responsibilities to prevent confusion and frustration down the line. Consider contacting community organizations who might be able to take on an element of the planning like fundraising, advertising or catering.
Choose Simple Attractions
It’s best to stick with attractions that don’t require a complicated setup and are easy for people to get involved with. There are lots of festival game rentals out there to choose from. Again, this is where knowing your audience will be important as you want to choose games and attractions which are age-appropriate and will engage with your attendees.
Sell Corporate Sponsorships
Corporate sponsorships will help to fund the event, give local businesses an advertising opportunity and make it more likely the event will happen again. You can offer sponsorship for almost any aspect of the event with differing price levels.
Get Your Permits and Insurance
Make sure you are aware of all your legal obligations and have the appropriate licenses, permits, and insurance. You might also want to consider having security and first aid support.