KATE SCOTT - EVENT COORDINATOR CARNIVAL OF Flowers
a Case study - the a-z of event planning
Kate Scott, Event Coordinator for the renowned Carnival of Flowers in Toowoomba, presented an insightful case study on the A-Z of event planning. Kate shared her extensive experience in orchestrating one of Australia’s most celebrated floral festivals, detailing every aspect from initial concept and meticulous planning to flawless execution and post-event evaluation. Learn how she navigated challenges such as coordinating with multiple stakeholders, managing large crowds, and ensuring everything blooms on time. Kate's talk provided invaluable tips on logistics, marketing strategies, community engagement, and contingency planning, offering a comprehensive guide for anyone involved in event management.
South Burnett Regional Council info
Innovative Programming and Activities:
- Twilight Tours and Unique Experiences: Special tours, such as Twilight Tours of a local park, offer behind-the-scenes experiences. For example, a tour might include a one-hour walk led by a park gardener, showcasing seasonal plantings and garden maintenance. Charging a nominal fee for these tours can provide an engaging experience and additional revenue.
- Simple, Popular Activities: Easy-to-organize activities like fairy bread making for kids are highly effective. For instance, setting up a station where children can make their own fairy bread with butter and sprinkles creates a fun, nostalgic activity that resonates with families.
Engaging the Community:
- Pet-Friendly Initiatives: Embracing pet-friendly policies can boost attendance. For example, if a local pet-friendly motel agrees to host guests with pets, this can be promoted as a festival feature, attracting pet owners who might otherwise not attend.
- Community Volunteers and Expertise: Local gardeners and experts can be involved to share their knowledge. For example, gardeners could provide educational talks on plant care during the festival, adding value and attracting plant enthusiasts.
Comprehensive Screening and Induction Process:
- Expression of Interest and Interviews: Initially, the festival gathers expressions of interest from potential volunteers. For example, an interested individual might fill out a form detailing their skills and motivations. This is followed by a phone interview to assess their suitability, checking for language skills and any mobility issues.
- Induction and Training: New volunteers undergo an induction where they learn about their roles, responsibilities, and festival regulations. They receive gear such as shirts and lanyards. This ensures everyone is prepared and aligns with festival standards. For instance, volunteers are briefed on the festival's safety protocols and operational procedures before starting their shifts.
Effective Marketing and Promotion:
- Leveraging Social Media: Social media platforms are used to share event updates and engage with the audience. For example, posting countdowns, behind-the-scenes content, and highlights from past festivals can generate buzz and attract attendees.
- Partnerships and Sponsorships: Collaborating with local businesses and media for sponsorships enhances visibility. For instance, a local café might sponsor a stage or activity in exchange for promotional opportunities.
Adapting to Trends and Feedback:
- Incorporating Feedback: Attendee feedback is used to make improvements. For example, if feedback indicates a need for more kid-friendly activities, the festival might introduce additional interactive zones or entertainment tailored for children.
- Embracing New Trends: Adapting to trends, such as incorporating pet-friendly features or new food trends, helps keep the festival relevant. For instance, offering gluten-free and vegan options at food stalls caters to modern dietary preferences.
Diverse and Inclusive Programming:
- Varied Activities: Offering a range of activities ensures there’s something for everyone. For example, the festival might feature musical performances, craft workshops, and food tastings to appeal to different interests.
- Inclusive Events: Making events accessible to all, including those with disabilities, broadens the festival’s appeal. For instance, providing wheelchair-accessible pathways and facilities ensures that all attendees can fully participate.
Sustainability and Environmental Responsibility:
- Eco-Friendly Practices: Implementing sustainable practices, such as recycling and using biodegradable materials, minimizes environmental impact. For example, using compostable plates and cutlery at food stalls helps reduce waste.
- Community Engagement: Involving the community in environmental efforts, like organizing tree planting events, demonstrates a commitment to sustainability and engages attendees in meaningful activities.
Event Safety and Risk Management:
- Safety Measures: Implementing safety protocols, such as emergency plans and first aid services, ensures the well-being of attendees. For example, having trained medical staff on-site and clearly marked emergency exits contributes to a safe event environment.
- Insurance and Liability: Securing appropriate insurance coverage protects the festival from potential risks. For instance, liability insurance can cover accidents or damage during the event.
Addressing Logistical Challenges:
- Weather and Environmental Factors: Planning for weather-related issues, such as dust and wind, is essential. For example, using water hoses to control dust and adjusting event layouts to accommodate changing weather conditions helps maintain a positive experience.
- Accessible Facilities: Ensuring facilities like portable toilets are accessible to all attendees, including those with disabilities, is crucial. For instance, placing accessible toilets on firm ground rather than boggy areas ensures usability for wheelchair users.
Financial Management and Budgeting:
- Cost Control: Effective budgeting is crucial for financial stability. For example, careful monitoring of expenses and seeking sponsorships can help manage costs and ensure the festival remains financially viable.
- Revenue Generation: Exploring various revenue streams, such as ticket sales, merchandise, and food and beverage sales, supports the festival’s financial needs. For instance, selling branded merchandise can generate additional income.
Examples:
- Twilight Tours Success: Twilight Tours of a local park initially offered for free had low attendance, but increasing the fee to $10 resulted in a sold-out schedule. This change highlighted the value of charging for unique experiences.
- Fairy Bread Popularity: A simple activity like fairy bread making proved immensely popular, with children and parents alike enjoying the nostalgic treat. This example demonstrates that even basic activities can have a significant impact.
- Community Engagement with Pet-Friendly Initiatives: Partnering with local businesses to accommodate pets not only attracted more attendees but also built strong community relationships. Pet-friendly accommodations and events resonated with a broad audience.