12/10/2024
FEST TALK & TIPS
For Festival Professionals
December 11, 2024
PITFALLS TO AVOID WHEN PLANNING A SUCCESSFUL FESTIVAL
Planning a festival or fair can be complicated. The details can be overwhelming. Avoiding key elements such as those listed below will help to put you on the path to a successful event and save you a lot of sleepless nights.
1. Poor Budget Management
Issue: Failing to create a detailed budget or overspending on certain aspects can lead to financial troubles.
Solution: Develop a comprehensive budget, allocate funds wisely, and include contingency plans for unexpected expenses.
2. Lack of a Clear Vision or Theme
Issue: Without a defined purpose or theme, the festival may lack coherence, confusing attendees and stakeholders.
Solution: Establish a clear vision and theme to guide all planning and marketing efforts.
3. Inadequate Planning and Organization
Issue: Failing to outline roles, responsibilities, and timelines can lead to chaos during ex*****on.
Solution: Create a detailed project plan with milestones, assign tasks, and regularly track progress.
4. Ignoring Target Audience Needs
Issue: Planning without understanding your audience can result in poor attendance and engagement.
Solution: Conduct audience research to tailor the event’s content, pricing, and activities.
5. Poor Venue Selection
Issue: Choosing an unsuitable location can result in logistical issues, overcrowding, or accessibility problems.
Solution: Evaluate venues based on location, capacity, accessibility, and facilities.
6. Inadequate Marketing and Promotion
Issue: Underestimating the importance of marketing can lead to low awareness and attendance.
Solution: Develop a robust marketing plan using social media, local media, influencers, community engagement and partnerships to maximize reach.
7. Insufficient Staffing and Volunteer Coordination
Issue: Having too few staff or poorly coordinated teams can cause operational breakdowns and a low level of guest satisfaction.
Solution: Recruit and train enough staff and volunteers, and assign clear roles with backup plans.
8. Failure to Secure Permits and Licenses
Issue: Overlooking legal requirements can result in fines, cancellations, or lawsuits.
Solution: Research and secure all necessary permits, licenses, and insurance well in advance.
9. Overlooking Safety and Emergency Preparedness
Issue: Inadequate safety measures or a lack of emergency plans can jeopardize attendee wellbeing.
Solution: Develop a comprehensive safety plan, including crowd control, medical support, and emergency response procedures.
10. Ignoring Post-Event Evaluation
Issue: Failing to assess the festival’s success can result in repeated mistakes in the future.
Solution: Collect feedback from attendees, staff, and stakeholders to identify areas for improvement.
Avoiding these mistakes through detailed planning, collaboration, and adaptability will greatly enhance the success of your festival.
TEXAS FESTIVAL & TOURISM CONSULTING
Mike Baxter, CFEE
281-222-4775
[email protected]
www.texasfestivalandtourismconsulting.com
Long-time member and former chairman of the Texas Festivals & Events Association and member of the Texas Association of Fairs & Events.
