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Preliminary Considerations When Starting a Festival

1. Establish a committee of interested persons.

Try to recruit from a broad range of people (age, profession, background, where they live in the county). Example- chamber of commerce, local business, county government, schools, extension office, library, senior citizens, churches, volunteer groups, community leaders, tourism, potential funders.

2. Develop a purpose and a vision/mission statement.
(You can use the Gateway Questions to help you with this process!)

A mission statement answers the question: What do we want to achieve?
A purpose statement answers: Why do we exist?

Five major areas to explore that can help in creating purpose/mission:

  • Your Community's Assets
    (What you have that is special about your community)
  • Your Community's Resources (What/who is available to help in any way)
  • Your Desired Outcome (What will people take away from the event)
  • Your Desired Benefits (What will be left behind, or created)
  • Your Audience and Who You Hope to Serve

Sometimes it is helpful to have a facilitator for this type of meeting. A KPAN consultant might be the answer – Click Here to go to the KPAN page.

3. Establish committees to begin work on draft plans.

They can begin work after the group has agreed on a plan and schedule or the program committee can draft a plan to present to large group. There are four major committee areas that must be developed: administrative, marketing, programming and festival logistics.

  • The administrative committee is responsible for financing, fundraising, festival personnel, record keeping, keeping copies of all paperwork, forms/contracts etc.
  • The programming committee is responsible for any arts/crafts exhibits or demonstrators, music/drama performances, special events, food, children’s activities
  • The marketing committee is responsible for all publicity, promotional activities and advertising.
  • The festival logistics committee is responsible for the festival layout, safety/security issues, traffic flow and parking, signage and communications.

4. Establish regular meeting days for the entire festival committee.

Individual committees should meet year round and report at the monthly meeting for the entire festival committee.

5. Develop a draft plan & schedule for the festival.

A description of what will happen, when, where, how and by who. This will help guide you as you work on more detailed plans. For example: The annual community festival will be a 2 day craft festival featuring local craftsmen, craft demonstrators, music and hands on activities for families. Craftsmen must provide own tents, tables, chairs and pay a booth fee. Crafts demonstrators will be paid or offered free booth. Music on open stage with paid regional musicians. Hands on activities for children. Local non-profits can have food booths.

6. Develop a draft budget.

What will you need money for and where will the money come from?

7. Set a date that does not conflict with festivals in surrounding communities.

Will it be one or two days? Will it include a school day? If schools will be invited be sure to check with individual schools regarding their schedule.

8. Secure a location.

Think about traffic, parking, how easy is it for the artists to unload and set up booths. Is electricity and water easily available?

9. Develop a detailed plan that includes a business plan, a fundraising plan, a programming plan, a marketing plan and a participation-building plan. Each plan should have a description of what will happen, when, where, how and by who.

10. Research legal requirements, insurance requirements.

Establish a non-profit arts organization, or find one to partner with so as to be able to apply for grants.

11. Consider applying for assistance through the Kentucky Peer Advisory Network (KPAN), which can provide a consultant to help your festival through the planning process.

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