ie: the business of international events - Summer 2012 by International Festivals & Events Association

the business of international events

ie Magazine is sponsored by:

7 Tips on Launching a Successful Mobile App Weather: The Most Top Tech Trends for the Best Event Managers in 2012 Important Thing Butâ&#x20AC;Ś Annual IFEA Awards Brochures

the business of international events

Weather: The Most Important Thing Butâ&#x20AC;Ś

Some Ideas Rise Above the Rest FTS Prepaid Card Cash Management Services FTS (Festival Transaction Services) lowers costs, offers new revenue opportunities and reduces risk for fairs, festivals and events. With partners Visa and BAMS (Bank America Merchant Services), FTS introduces the first and only national credit, debit and prepaid card processing platform exclusively for community events. Increase your revenue. With prepaid cards as tickets or ticket companions, your visitors have more fun, greater convenience, and buy more than using cash. Prepaid cards offer new sponsor ideas, too. Ask us. Cut costs. FTS processing rates are competitive and “flat”: no increases for

online, affinity or loyalty cards; no signup, statement or termination fees. FTS devices are free to you and your vendors. Reduce risk. FTS monitors sales every 5 minutes by transaction device; “autoMagically” deposits sales commissions into your event’s account and net sales into your vendors’ accounts. Free your event from cash. FTS captures all sales and settles automatically. No more tokens; no more tickets. No cash sitting on site all weekend. Check out FTS. Go to www.festbiz.com, our new site exclusively for FTS. See our launch video. Sign up for a free webinar. You’ll be glad you did.

CONTACT US NOW FOR A COMPLETE PRESENTATION Festival Transaction Services • 2033 Sixth Avenue, Ste 810 • Seattle, WA 98121 +1-206-381-5202• jshanklin@festivals.com

CREATE YOUR POINT!

INTRODUCING POINTSMAP ® FOR YOUR EVENT! You may have already discovered the IFEA’s PointsMap - a dedicated map showing you festivals, events, vendors, suppliers, event planners, universities, parks & recreation and more – all over the world. But did you know you can create a PointsMap – specifically for your Event?

It can take you to the streets of your city and show where the food vendors are during your festival and what’s being served – where the entertainment stages are and who’s playing on them – where the merchandise booths are and what’s for sale!

Similar to IFEA’s PointsMap where it lists all the details for IFEA Members – your very own PointsMap has the potential to list anything and everything about Your Event, Your City, Your Organization, Your Venue…Your Whatever!

Not only this, but it can all be accessed through smart phones in “real-time” during your event! You can create and modify as many points as you want on your own PointsMap and even use a custom map of your event in addition to Google maps! Don’t Delay Any Longer – Create Your Own PointsMap for Your Event Today! Learn more about PointsMap here. IFEA MEMBER DISCOUNTS PointsMap is excited to bring this valuable resource to the Festivals & Events industry and in doing so has not only partnered with the IFEA to bring us our very own IFEA PointsMap, but they would also like to provide special discounted packages when creating your own PointsMap for your event.

the business of international events

F EATU R E S Weather: The Most Important Thing But…

On the Cover: Since 1946 the Bregenz Festival in Bregenz, Austria has been staging opera on an epic scale on Lake Constance. This picture is the 2012 production of André Chénier, the most famous work by the Italian composer, Umberto Giordano. Photo Credit: © Bregenz Festival/die3.eu

Twenty-Two Tips to Triple Ticket Sales by Florence May

If These Walls Could Talk: Festivals and Events in Historic Settings by Ivan Colon

Event Management Lessons From Steve Jobs by Marvin McTaw

Weather: The Most Important Thing But… by Wayne Mahar

DEPARTMENTS 6 President’s Letter 10 IFEA Products & Services 12 People 14 Sustainable Event Management 18 In the Board Room 20 The Un-comfort Zone 23 Insurance Insights 41 IFEA World Festival & Event City 2012 Awards Program

51 Pinnacle Award Entries 70 Board Table 72 Foundation 74 Marketplace Summer 2012, Volume 23, Issue 2 “ie” is published quarterly by the International Festivals & Events Association, 2603 W. Eastover Terrace, Boise, ID 83706, USA. Permission to quote from material herein is granted provided proper credit is given to IFEA. Subscriptions are available for $50 per year.

36 38

Visions Along the Road Less Taken: Independent Film Festivals in the Mid-Atlantic Region by Lenwood O. Sloan Slowing Down to Speed Up! by Gail Lowney Alofsin Getting the Most Out of Your IFEA Expo Booth Investment by Nia Hovde

PRESIDENT’S LETTER

The Birth of an I FEA World Festival & Event City Since we created it, only two short years ago, the IFEA World Festival & Event City Award, Sponsored by VISA, has been an undeniable success in accomplishing the goals that we set for ourselves when we imagined it to begin with. At a time when global economies were suffering; when tendencies were to ‘hunker down’ and protect our own turf, sometimes sacrificing important programs and asset ballast in an effort to maintain some sense of stability within our organizations and cities; the IFEA hoped to build a model that would allow us to: Recognize and place a well-deserved spotlight on those cities and events that were successfully thriving by working together; Create and expand conversations between all of the community elements that must work together to maximize the power of events for both residents and visitors, in cities around the world; Share ideas learned from successful city/event relationships; Build a repository of information that can be used professionally and academically to create new legacies in the future; and Inspire others to emulate and build upon those successful models. In our first two years, we have successfully recognized many amazing IFEA World Festival & Event Cities; of all sizes; from every global region (you can view more information about our selected cities on-line at www.ifea.com). We have heard from many of those involved in putting together their city applications that not only did we succeed in creating and expanding conversations, but we helped to build new bridges between local organizations; new coop

eratives; new partnerships. In fact, more than one city has told us that applying for the IFEA World Festival & Event City Award is one of the most valuable exercises that their cities have been through. We have taken many of the ideas that we have learned from the applicant cities - from shared volunteer programs to city-provided training programs; one-stop shopping for event permitting and city service needs to shared marketing campaigns; and many more, and shared them in presentations to industry gatherings around the world. And, while we are still collecting sufficient data and information to do comparative research in the years ahead, The International Centre for the Study of Planned Events at Queen Margaret University in Edinburgh, Scotland has added the IFEA World Festival & Event City program to their student study programs and research focuses. The one goal that we set for the new program that is a little harder to identify easily, is the hope that our efforts and those of our award recipients todate, will encourage others to emulate that same success; but I am excited to report that I may have recently been a personal witness to the genesis of a future IFEA World Festival & Event City. I was pleased to travel to Tucson, Arizona for the first-ever Festivals & Events Association of Tucson and Southern Arizona (FEATSAZ) Conference. I lived in Tucson for many years early in my career when I was the Director of Special Events for Up with People, the international, educational, musical group, so it was a welcome visit to old stomping grounds. Over the years, Tucson and Southern Arizona have enjoyed a plethora of

IFEA’s ie: the business of international events

Summer 2012

creative and quality events, but unintentionally, and in better economic times, they have all been operating more independently of each other than collaboratively. Like many markets around the world today, a variety of new community challenges in recent years raised the need for some expanded conversations. As those conversations grew, coincidentally, or perhaps as the result of similar challenges, the city also went through a number of key leadership changes (Mayor, CVB Director, Chamber, etc.), who were beginning their own new conversations. When a group of energetic visionaries recognized the opportunities amidst the challenges, they provided the spark whose time had come. Some were longstanding IFEA members; several were familiar with our new IFEA World Festival & Event City Award; and all were anxious to take their city to the next level. That spark ignited what stood out to all those participating in the FEATSAZ conference as a new genesis for Tucson and Sothern Arizona. City officials and events and vendors filled the hallways and session rooms from start to finish. Ideas, conversations and information flowed freely. Vendors attended sessions (to learn what their clients were dealing with); events visited with vendors (to hear what was new and seriously consider how they might work together); and city officials became people vs. perceptual hurdles. At lunch, the new first-term Mayor of Tucson spoke in support of this young coalition of events and event leaders; offered his and the city’s partnership; and never once looked at his watch or publically reminded his audience that he couldn’t stay long (as many politiContinued on page 75

Summer 2012 IFEAâ&#x20AC;&#x2122;s ie: the business of international events

Good

Great

CFEE

Maybe it’s Time to be Recognized for What You Bring to the Table.

As a professional in the Festivals & Events Industry, you know the difference between Good and Great. You’ve dedicated yourself to the “whatever it takes” approach that has become your hallmark. You understand the importance and value of continuing to hone your skills, growing your knowledge base, expanding your professional network, and surrounding yourself with others who have reached the top levels of their careers as well.

CFEE (Certified Festival & Event Executive), the IFEA’s professional certification program, provides the essential difference between good and great among professionals in our industry. It signifies the highest level of achievement. Attainment of your CFEE certification provides recognition of your commitment to excellence, experience, and to your career, placing you in an elite group of the top festival and event professionals in your field. It’s a statement of quality that you bring to the table.

For more information about the IFEA’s professional certification program, and our 2011 CFEE FastTrack® Program, contact Bette Montieth at bette@ifea.com or call +1-208-433-0950. The CFEE Professional Certification Program is Sponsored by

Simple. Social. Scalable. Integrated social ticketing platform sells more tickets, saves time, and saves money.

We take care of the technology. You take care of the fans.

Take Advantage of IFEA’s

Professional Products and Services

In response to the current changing industry marketplace, the IFEA has created a menu of cost-effective new programs and resources that can help your event or organization succeed even in turbulent times. With IFEA as your partner you can rest-assured that you have a recognized and credible partner who uniquely understands your challenges, needs and your budget! Best of all, as the global leader in our industry, the IFEA has unique access to the top professionals in our field, who make up our team based upon the specific needs of each project. Take a moment to consider how you could maximize your return by using the following IFEA professional products and services: ECONOMIC IMPACT STUDIES In uncertain times, we must often remind those whose support we depend upon, of the important economic and social value that our festivals and events bring to the communities we serve. Having a credible and current economic impact study can do just this, in addition to increasing credibility with stakeholders, providing quantified data to sponsors, presenting reliable data to base future marketing and programming decisions and much, much more.

“The Sponsor Forum was a great way for us to introduce our entire line-up of festivals to our sponsors and help them gain ideas on how to get a bigger bang for the buck. As a result, a sponsor of one of our events decided to also sponsor another event we produce, expanding a mutually beneficial partnership.” Kyle Conway Director of Partnership Grapevine Convention & Visitors Bureau

Unfortunately, this critical resource, especially with credible credentials, is often financially out of reach for most events even in a good economic environment. Recognizing this, the IFEA has created a cost effective, industry credible program to provide Economic Impact Studies at a budget-accessible investment. Easy, Complete and Credible IFEA will work with your event to compile pertinent data necessary to interpret local data and provide a written Economic Impact Summary Report within 5 weeks of your event’s conclusion. (See complete program description for full details.) Program Investment The investment for an IFEA Economic Impact Study is $5,000, plus any direct (and approved) travel and study related expenses. Special circumstances, multiple events, etc. may affect the final investment SPONSOR FORUM In uncertain times, only the strongest business relationships survive. Strengthen the partnerships you have built with your festival’s sponsors by hosting an IFEA Sponsor Forum. When sponsors have to make

IFEA’s ie: the business of international events

Summer 2012

difficult resource allocation decisions, they will remember the sponsor properties that gave them the tools and ideas they need to gain even greater value from their sponsorship investment. Ease and Convenience IFEA provides everything you need to host a Sponsor Forum, including invitation templates, wrap-up materials and host implementation strategies and timeline. An IFEA moderator will facilitate the Forum using our training program and networking activities that are filled with innovative activation ideas, successful case studies and customized networking activities. Sponsor Take Aways • Scores of new ideas and strategies to better activate their sponsorship. • An increased awareness of non-cash assets that can be harnessed to add impact to the sponsor/event partnership. • Chance to explore business-to-business and cross-promotional opportunities with fellow event sponsors. • Proven techniques to measure sponsorship efficiency and sales increases. Program Cost $2,000, plus moderator travel-related expenses. The host event will provide the venue and basic AV equipment and is responsible for any food and beverage or entertainment

functions related to the Sponsor Forum as designed and desired for your event. ON-SITE CONSULTATION/ PROJECT TEAMS Whether you are a community looking to create an all-new event; a tourism bureau or organization looking for guidance on policy creation or fulfillment; an event looking to upgrade your children’s area or add a parade; a board looking to turn-around a faltering event; a corporation looking to create an event sponsorship assessment system; a municipality trying to build an event management department or guidelines; or any other unique need that you may have; the IFEA can put together a customized and cost-effective team of leading industry experts to meet your needs. Call us and let’s talk about how we can help you meet your challenges… whatever they may be. Program Cost Prices will be quoted based upon the scope of each project and will include any necessary travel-related expenses and materials. TRAINING PRESENTATIONS Continued education and learning is the cornerstone of any successful event, but the cost to bring your entire staff and key volunteers to multiple training events can be prohibitive. Let the IFEA bring its educational offerings straight to your front door with its new line of educational workshops and presentations. Each of our wide range of industry topics is designed as a stand-alone presentation, but can be combined with others to provide a comprehensive and customized day(s) of training. The IFEA staff will work with you to assess your education needs and tailor a customized curriculum to take your organization to the next level, without ever leaving home. Customize a program specifically for your staff and volunteers or partner with neighboring communities and events to share costs on a regional program. Host Responsibilities • Venue for the training event. • Any required/desired food and beverage. • Travel-related expenses for speaker(s). • Marketing cooperation.

IFEA Responsibilities • Marketing support for your program using our extensive database, as desired. • Speaker selection and curriculum development support. Program Cost The cost of a customized training event is $2,500 for a half day and $5,000 for a full day, plus any speaker travel-related expenses. PROFESSIONAL FACILITATION SERVICES Would you like your festival/event/organization to… • Achieve organizational clarity? • Define actionable priorities? • Create a sustainable strategic vision? • Build better partnerships and enhance teamwork? If you answered yes to any of these questions then your event is a star candidate for IFEA’s Professional Facilitation Services! Let the IFEA provide a trained facilitator for your next board retreat, community visioning exercise or teambuilding event. You define the agenda, involved stakeholders and timeframe and an IFEA facilitator develops the methodology and provides the objectivity to lead your group though productive discussions to yield the desired outcomes. Program Cost The cost of Professional Facilitation Services is $1,000 per day, plus travelrelated expenses. Additional research required prior to the event will be billed at a cost of $100 per hour. MATERIALS REVIEW Perspective (per spek’ tiv) – the ability to see things in a true relationship. Event planners face constant deadlines to sell sponsorships, direct operations, conduct marketing campaigns, inspire volunteers and manage budgets, leaving little time for the creative process. Sometimes all we need to speed along or enhance a project is some fresh perspective. IFEA’s new Materials Review service offers you that fresh perspective by conducting a professional peer review of any materials or programs that you may be developing. Simply send us your draft copy and we will review it with a team of experienced industry profession-

als, make suggestions and recommend relevant resource materials. What Can We Review? • Brochures and other Printed Collateral Materials • Websites/online Marketing Campaigns • Sponsorship Solicitation Materials/ Proposals • Operations Guidelines • Volunteer Manuals • Employee Manuals • Requests For Proposals • Or simply call us and ask! Program Cost Prices will be quoted based upon the scope of each project. Please allow 30 days for the completion of the review. PHONE CONSULTATION Membership in IFEA has always meant that help is only a phone call away and our new Phone Consultation Service is broadening the scope of on-demand expertise available to you. IFEA has assembled a team of leading event specialists that are available to provide advanced phone consulting for virtually any need you may have. Of course, IFEA is still available on a daily basis to answer your general questions and guide you to available resources at no cost. Our Phone Consultation Service is designed to meet your more advanced needs and to deliver the best personalized advice in the industry when you need it. Program Cost An IFEA Phone Consultation package provides 10 hours of pre-paid advanced telephone support for $1,000. The 10 hours must be used within one year of the date of purchase and can be used in half-hour increments. After conducting an initial needs interview an IFEA staff member will schedule your first (and subsequent) phone consultation(s) with qualified industry experts that can answer your specific questions and provide solutions for those needs. GETTING STARTED For more information about any of the above or other IFEA programs and services, please contact one of our Business Development Directors: Ira Rosen • 732-701-9323 ira@ifea.com Penny Reeh • 830-997-0741 pennyreeh@ktc.com

Summer 2012 IFEA’s ie: the business of international events 11

PEOPLE

Stephen King, CFEE I direct all efforts associated with the annual production of the Des Moines Arts Festival®. The Festival is celebrating its 15th year in June. Before moving to its current location in downtown Des Moines, Iowa surrounding the $40-million dollar John and Mary Pappajohn Sculpture Park, it resided on the back lawn of the Des Moines Art Center for 40 years as Art in the Park. The Festival draws over 200,000 people annually. At its core, the Festival is a juried art fair, live performing arts, interactive arts-related activities, film, and live music. The Festival has gained international attention having won numerous awards including the prestigious IFEA/Haas & Wilkerson Grand Pinnacle Award!

IN CONVERSATION How did you get into events? Clearly by accident. I have two degrees in Theatre and worked professionally in the theatre for several years before turning to a full-time teaching opportunity (teaching theatre!). When I went to graduate school I realized I could do what I had been volunteering to do or doing as “other duties as assigned” for a living – people would actually pay me for producing a concert or event! My wife and I moved to Fort Worth, Texas after I received my Masters and I was hired by Jay Downie to help manage the MAIN ST. Fort Worth Arts Festival. The combination of my organizational skills and the arts was a perfect match and I never looked back. What has been your biggest professional challenge? No one reading this would challenge the fact that as a festival and events professional, there are many challenges. Whether it’s the economy and making the budget work or fretting about the weather, we all face numerous challenges to execute what we love doing. I learned early on that it isn’t how you screw something up. What’s more important is how you respond. And in the business of art fairs, every response matters. But, to answer the question….the challenge that stands out was in 2000 when I was the director of the MAIN ST. Fort Worth Arts Festival. Just 10 days before the Festival, a tornado blew through downtown Fort Worth and destroyed much of the inner city, including the Festival site. I could not get to the Festival site the next day because it was cordoned off with police tape to protect the people on the ground from falling glass. Within 24-hours we made a decision to move the Festival from downtown to the Cultural District one-mile away. We had about a week to pick-up and move an eight-city-block event to an area that had never hosted an event, install all the infrastructure necessary, contact any and all participants (sponsors, entertainers, artists, food vendors, etc), design and execute a site plan, and get the word out that we were in fact going forward as planned to host the Festival despite the massive clean-up effort. We opened the Festival on time to great crowds and even managed a profit when the dust settled. We closed the Festival a little early on Sunday because of the weather forecast…it was as if when the last person drove away from the site and we were pummeled with hail and hard rain. Continued on page 75

IFEA’s ie: the business of international events

Summer 2012

FACTS ON FILE Years in the Business: 20 plus Degree: B.F.A. (Theatre) M.A. (Directing) Family: Married, three daughters Last book read: “Millennium Trilogy” by Stieg Larsson Last business book read: “The Upside of Irrationality” by Dan Ariely Stephen King, CFEE Executive Director Des Moines Arts Festival® 700 Locust Street, Suite 100 Des Moines, Iowa 50311 USA 515-286-4927 sking@desmoinesartsfestival.org www.desmoinesartsfestival.org

IFEA VISION

A globally united industry that touches lives in a positive way through celebration.

Publisher & Editor Steven Wood Schmader, CFEE, President & CEO Assistant Editor Nia Hovde, Vice President/Director of Marketing Advertising Sylvia Allen, Director of Partnership Marketing Advertising Sales & Expo Booking Art Director Craig Sarton, Creative Director Contributing Writers Gail Lowney Alofsin, Ivan Colon, Mitch Dorger, Susan Greitz, Meegan Jones, Wayne Mahar, Florence May, Marvin McTaw, Carol Porter, Lenwood O. Sloan, Robert Wilson Photography Andrew Rafkind

With respect to interactions with members/customers or those applying to be members/customers, the IFEA will not cause or allow conditions, procedures, or decisions which are unsafe, undignified, unnecessarily intrusive, or which fail to provide appropriate confidentiality or privacy. If you believe that you have not been accorded a reasonable interpretation of your rights under this policy, please contact the IFEA office at +1-208-433-0950 ext. 18.

For association or publication information: IFEA World Headquarters 2603 W. Eastover Terrace â&#x20AC;˘ Boise, ID 83706, U.S.A. +1.208.433.0950 Fax +1.208.433.9812 http://www.ifea.com

An Essential Ingredient For Your Festival or Event Studies indicate that adequate restroom and handwashing facilities KDYH D VLJQLÂżFDQW LQĂ&#x20AC;XHQFH RQ DWWHQGDQFH DQG SURÂżWDELOLW\

Request a FREE FRS\ RI WKH â&#x20AC;&#x153;Guide to Clean Portable Restrooms.â&#x20AC;? 7KLV SXEOLFDWLRQ ZLOO DVVLVW \RX GHWHUPLQLQJ WKH QXPEHU RI SRUWDEOH UHVWURRP XQLWV UHTXLUHG IRU \RXU HYHQW :H ZLOO DOVR SURYLGH \RX ZLWK D OLVW RI RXU 0HPEHUV LQ \RXU VWDWH SURYLQFH RU FRXQWU\

2012 IFEA WEBINAR SCHEDULE Thursday, October 18th, 2012

The Nexus Between Risk Management and Your Event Security & Safety Management Plan Presented by Peter Ashwin, Partner & Principal Consultant Exelar Consulting, Boise, ID CFEE Elective Credit: Leadership & Management

WEDNESDAY, October 24th, 2012

Merchandise: Finding the Balance That Best Fits Your Event Bridget Sherrill, Vice President of Merchandising & Jennifer Morgan, Merchandising Manager Kentucky Derby Festival, Louisville, KY CFEE Elective Credit: Creativity & Innovation

Thursday, November 1st, 2012

The Charitable Impact of Festivals & Events: Itâ&#x20AC;&#x2122;s Not Just About Corn Dogs and Cokes Anymore:Â You Also Need to Show â&#x20AC;&#x2DC;em You Care! Jeff English, Sr. Vice President of Administration/General Council Kentucky Derby Festival, Louisville, KY CFEE Elective Credit: Leadership & Management

Thursday, November 8th, 2012 Portable Sanitation Association International Phone: 1-800-822-3020 Fax: 952-854-7560 (PDLO LQIR#SVDL RUJ :HEVLWH ZZZ SVDL RUJ

From Outsider to Insider: Creating Festival Fans Gail Bower, President, Bower & Co. Consulting, Philadelphia, PA CFEE Elective Credit: Creativity/Innovation

Thursday, November 15th, 2012

Events Central: A New Age of Partnership & Policy in Municipal Events Management Delores MacAdam, Manager, City of Ottawa Events Central Branch & Mark Ford, Inspector, Ottawa Police Special Event Unit, Ottawa, ON, Canada CFEE Elective Credit: Leadership & Management Summer 2012 IFEAâ&#x20AC;&#x2122;s ie: the business of international events 13

SUSTAINABLE EVENT MANAGEMENT

By Meegan Jones

Steps in the Journey to Sustainability Many journeys need a roadmap or navigation system to direct you to your destination. The road to sustainability in event management can be a circuitous route and full of detours, roadblocks and the need to take a rest stop. It’s not a checklist and it’s not possible to be prescriptive due to the huge variety of events and circumstances possible in our sector. What it is, is a framework to get systemized, and there’s a fair bit of document keeping so that the system can go on regardless of the event staff in place. But don’t worry, the paperwork only needs to be as complex as your event – so a simple event? A simple system. A monster mega event? Things are going to get a little more complex. The SEA’s Event Sustainability Roadmap is a navigation system not only for improved sustainability performance but will also take you a long way towards being compliant with the upcoming international standard ISO 20121. Consider it like being on your Learner’s Permit, getting the practice in before you go for the big test! The program comes coupled with checklist forms to report back your progress to the SEA and of course loads of how-to guidance and resources. Trying to devise the best route towards sustainability in the hugely complex journey towards delivering a sustainably produced event can be sometimes overwhelming. The options are many, the road sometimes slippery and back seat drivers are noisy. Sometimes there’s no straight right way, and no direct route. And cruise control’s not the answer. Put your foot down, fill up the tank, strap yourself in and let’s get going! In previous columns we’ve talked about the importance of knowing the subject matter – sustainability – so that you can make informed decisions. I urge you to take that to heart and learn all you can. Work out where you want to go, study the map, set out your check points, plot your route, decide who’s coming on the journey with you, and what fun you’re going to have along the way. To make the process a little easier, and to continue with the analogy (sorry) the Sustainable Event Alliance (SEA) has developed the Sustainability Roadmap for events. It will help event organisers tackle sustainability in easy steps. A DIY navigation route – The Events Sustainability Roadmap offers event planners a helping hand and leads you along the sustainability road, one step at a time. It’s virtually pain free, and helps navigate your way. Before you know it you’ll be heading directly towards improved sustainability performance across your event. The Roadmap takes into account the imminent release of the new international standard in events sustainability ISO 20121, and helps event organisers to put together a framework to identifying issues and taking action to manage them. When reading the ISO 20121 standard it may seem a little light on detail. It is not meant to be a step-by-step program.

HERE IT IS IN SUMMARY: 1. COMMITMENT The first step is to gain commitment from top management, plus interest and engagement by the event team and stakeholders. Getting the go-ahead to address sustainability must be achieved for your efforts to be supported and successful. The event team and other stakeholders also need to be engaged and committed, as they will be helping you implement your plans. 2. SKILLS The event team will need skills and knowledge in sustainability to effectively identify issues, risks and opportunities and to devise plans of action to tackle them for improved sustainability performance. Skills can be gained through on the job learning, ongoing professional development training, engaging a consultant, or putting a dedicated staff member in place to focus on sustainability being embedded into event planning. 3. DIAGNOSTIC Once commitment and engagement is achieved, and the skills are in place to tackle the sustainability agenda, the next step is to understand what the issues are that are unique to your event circumstances. The SEA Roadmap has a checklist and huge resources to help you identify the issues you will address. 4. POLICY Now it’s time to formalise your intent and write a Sustainability Policy for the event (or organisation if relevant). You may also write a separate Sustainable Procurement Policy. Your policy will include broad objectives or vision. Continued on page 75

IFEA’s ie: the business of international events

Winter 2011

Summer 2012 IFEAâ&#x20AC;&#x2122;s ie: the business of international events 15

IFEA’s key sponsors, like the sponsors of our member festivals and events, play a critical and much-appreciated role. They make our conferences, seminars, educational programming, social networking events, publications, Web sites, awards programs, and other valuable member benefits not only possible, but the very best in our industry. Their combined financial and personal support allow us to maximize 16

our service to the festivals and events industry, and help us to position the IFEA as “The Premiere Association Supporting & Enabling Festival & Event Professionals Worldwide.” Please take a moment to say “Thank You” to these organizations that sup

IFEA’s ie: the of international events Winter 2011 Forbusiness IFEA Sponsorship Opportunities, Call Sylvia

port the IFEA, our events and our industry, throughout the year. When the opportunity arises, we hope you will show your support and make use of the many great products and services they have to assist you.

Allen at 732-946-2711 or 800-981-7470.

By Mitch Dorger

In the Board Room

Are Your Bylaws Helpful or Hurtful? From a legal standpoint, an organization’s bylaws are one of the most important, if not the most important, document there is relating to the organization. The bylaws contain the legal description of what the organization is, how it is organized, and how it operates. More importantly, failure to follow the provisions of the bylaws can have devastating legal consequences for an organization and perhaps even for individual board members. Despite their importance, bylaws are often neglected and misunderstood. For many nonprofit organizations, the bylaws are just some old document, hidden away in a book on the executive director’s desk. They are not read, the provisions are not known, and if they do happen to be read, they are written in such legalese that the normal person cannot understand them. If this description sounds like your organization, then let this be your wake up call! It is imperative that Board members know what the bylaws say and then work to ensure they are followed by the organization. They should also be reviewed periodically to make sure they are consistent with the corporation law in your state and that they accurately reflect the way the organization operates. Do not do this without legal help. As mentioned, bylaws are a legal document. Moreover, they are subordinate to the corporation law of the state – which can change. I recommend that any bylaws review be conducted by a board committee in conjunction with the organization’s legal advisor. Do this annually or no less often than every two years. As a general rule, bylaws should be written with four basic guidelines in mind. The first is consistency. Bylaws must be consistent with Federal, State and local laws and with the provisions of the organization’s articles of incorporation. They must also be internally con18

sistent. Nothing creates more confusion than to have bylaw provisions that conflict. The second guideline is permission, not requirements. Avoid specific requirements in the bylaws and specific structures, activities, and deadlines. These only create problems if they are not followed. Write bylaws in a way that permits actions but does not require them. The third guideline is importance. Keep the bylaws at a level that reflect the most important activities and rules for the organization -- do not bog them down in details or minutia like meeting management procedures, etc. The fourth general guideline is currency. Make sure the provisions of the bylaws are current with the mission and activities of the organization and with the changing realities of the times. The internet is full of advice from experts on what to include and what to avoid in bylaws. Here is my take on some of the specifics that are important to consider in preparing or reviewing your bylaws.

Mission. Do the bylaws reflect the current mission of the organization? You would be surprised at how many times an organization’s mission as stated in the bylaws does not coincide with actual practice. Sometimes missions become outdated or sometimes an organization moves away from its original mission. It is not a good situation when the organization’s stated mission is not consistent with what it is actually doing. It may even lead to problems with tax exempt status if the original mission stated in the bylaws is also the basis of the organization’s tax exemption and that is no longer what the organization stands for.

Members. Nonprofit corporations are not required to have members, but if you do have them, you need to ensure that the rights of the members are clearly delineated and that member rights

IFEA’s ie: the business of international events

Summer 2012

are not being ignored or abused by the board. Boards have been known to have members sue them for violating their rights and/or benefits.

Rules of Order. If yours is one of the thousands of organizations whose bylaws adopt Roberts Rules of Order for the organization, you should understand that when you adopt Roberts, you have just added hundreds of pages of parliamentary minutia to your bylaws. In the last year, I have heard a number of recommendations from attorneys that organizations move away from Roberts Rules of Order and create their own procedures which are simpler, more understandable and more straightforward.

Adverse Actions. Boards occasionally face situations that call for adverse actions of some sort, including director or member removal. It is imperative that procedures in the bylaws specify how such adverse actions will be conducted and how they will incorporate any due process required by your state. Then the organization must follow the procedures specified. If not followed, bylaws create the basis of a legal challenge to actions taken. At the same time, don’t make these rules so detailed and cumbersome that no one wants to undertake an action that should be taken simply because it is too hard to do. The rule ought to be “simple but fair” when dealing with bylaw provisions concerning adverse actions.

Officer Duties. Make sure the descriptions of the officer duties are accurate and current. Do not include a bunch of extraneous duties to make the positions sound important and do not include duties that the officer really does not do. For example, I found one set of bylaws that stated that the Treasurer would deposit all checks. The organization had a full

accounting staff, and the Treasurer had not deposited checks in over 50 years. So why keep that language in there? If there is a prescribed duty and it is not being done, someone may challenge the performance of that officer. Also spend some time accurately describing the job responsibilities of the senior volunteer vis-a-vis the senior member of the staff. Some organizations like to designate the senior volunteer as the chief executive officer of the corporation when in reality that individual does not have the skills, time or wherewithal to carry out the assigned responsibilities. This can lead to poor relations between the CEO and the Board Chair if duties are not appropriately defined.

have provisions in the bylaws for director removal. Opinion is split, however, as to whether these removal actions should be automatic and defined in the bylaws or whether they should be permitted in the bylaws with the specifics defined periodically by the board. Some attorneys argue that putting automatic removal procedures in the bylaws makes them fairer and cleaner, while others argue for maximum board flexibility. But I think all agree that some statement about removal authority for directors not fulfilling expectations is appropriate in the bylaws. Again such removal procedures should reflect any due process requirements specified in state law.

Committees. To the extent possible, don’t create a lot of committees in the bylaws and define their activities and responsibilities. These may change over time and committees might even become obsolete. Instead of defining and requiring committees, the bylaws should authorize the board to create committees as circumstances require and define their responsibilities and, if appropriate, their life span. Another key area to watch is assigning an Executive Committee too much power. Most states have laws that require the full board to act on certain matters. Do not assign powers to the Executive Committee if such authority is not permitted by state law.

Quorums. Quorums should be set high enough that a small group of directors (or members, if appropriate) cannot hijack the organization, but not so high that it is impossible to do any business because quorums cannot be achieved. As is the case in many areas, state law may have a say in establishing quorum requirements. State law must be consulted before decisions on quorums are finalized.

Bylaw Changes. Think carefully about how the bylaws may be changed. Bylaws need a sense of continuity, so they should not be changed willy-nilly. At the same time, don’t make change requirements so onerous that a small minority of directors can block adoption of new bylaws provisions and changes.

Notice. All bylaws should contain procedures notifying directors or members about upcoming meetings and the topics to be addressed. Certainly it is good practice to allow sufficient time for directors or members (if appropriate) to prepare for the matters to be addressed. However, many state laws will not allow actions to be taken if appropriate notice has not been given. It is therefore important that notification requirements are reasonable, balancing the positive effects of preparation against the possibility of restricting the board’s ability to act in the event of an emergency.

Term Limits. Most organizations define director terms, but not all of them set a maximum number of terms that a director can serve. The prevailing thought today is that some form of term limits is needed to keep a board fresh and revitalized. The argument against term limits is that organizations do not want to lose expertise. While this is a real consideration, it is both possible and important to balance the need for continuity and expertise with the beneficial effect or new thinking and new energy.

Director Performance. Many boards suffer because there are no provisions in the bylaws to remove a director who is not performing. This can include excessive absentee, breaches of director legal duties, or failure to perform up to expectations in other ways. Most experts agree that boards are better served if they

Electronic Actions. There is no doubt we have moved away from a paper- based business world to one of electronic actions. Unfortunately, many state laws contain restrictions against electronic board actions. Those that do permit electronic actions often have very detailed requirements about how matters can be decided and verified. For example there may be provisions permitting electronic meetings. Or there may be provisions that say electronic meetings are only permissible if members can hear all the discussion and participate in debate. Likewise if electronic votes are permitted in the state, there may be requirements that the vote must be unanimous or about how the vote of a director may be verified. At the risk of sounding like a broken record, this is an area that needs legal expertise and guidance to help compliance with state law.

Indemnification. Indemnification is a very important part of director and officer protections. You certainly want to protect directors and officers from legal actions, particularly ones that are unfounded. At the same time, indemnification should not be so automatic that the organization ends up paying for the legal fees of an individual the organization itself is taking action against. Another consideration is whether the indemnification process has to wait until all legal decisions are made or whether advance payments may be authorized by the board to help the director/officer in question defend against legal actions. Decisions regarding indemnification should only be made after a careful review of possibilities and consequences with a qualified risk management specialist. In closing, remember bylaws are important. They should guide actions and purpose within an organization. It is essential that organizational leaders ensure that their bylaws are positive and helpful to the organization and not prohibitive or harmful impediments that get in the way of organizational progress or expose them to legal challenges either from inside or outside the organization. Remember that the first document an opposing attorney will ask for when attacking an organization’s actions or decisions are the bylaws. Don’t find yourself caught short by taking actions not compliance with the bylaws! Recently retired as the CEO of the Pasadena Tournament of Roses, Mitch Dorger brings to his new consulting practice more than 40 years of work experience including 20 years as a chief executive officer. His experience as a CEO was consistently characterized by successful performance improvement programs and high employee morale and achievement. He believes the fundamental goal of leadership is to inspire teamwork and the spirit of continuous improvement. He has recent expertise in the world of non-profit organizations and is well versed in corporate governance, volunteer management, financial planning and management, government relations, and large event management. As a public speaker he has lectured on non-profit organizational management, strategic planning, change management and leadership. He has also served as a keynote speaker for four different festival and event association conventions. Mitch Dorger, Principal Dorger Executive Consulting Pasadena, California. mitch@dorger.com

Summer 2012 IFEA’s ie: the business of international events 19

THE UN-COMFORT ZONE

With Robert Wilson

Thrown into the Driver’s Seat On June 29, 1863, a 23 year old First Lieutenant received an unexpected promotion. The freckle faced, strawberry blonde, who graduated at the bottom of his class at West Point, was elevated directly to the rank of Brigadier General in the Union Army. He completely skipped over the traditional ranks in between of Captain, Major, and Colonel. As you can imagine such a promotion was met with skepticism, dismay, and envy by his former peers and superiors. Especially at a time when the South was winning against the North during the American Civil War. Major General Alfred Pleasonton, who promoted the boy, saw his gamble put to the test just four days later in the Battle of Gettysburg. The young general was put in charge of the Michigan Cavalry and tasked with keeping Confederate General Jeb Stuart from attacking the Union Army’s rear. Was he up to the task? Could he keep that dubious star on his shoulder that so many wanted removed? Motivated by the desire to prove himself, George Armstrong Custer, his gleaming saber outstretched in front of him, led the cavalry charge and held the Union line. His successful leadership served as a crucial contribution to the battle that was the turning point in the North winning the war. When leadership is thrust upon us, many of us are motivated to rise to the occasion. Sometimes, however, leadership must rise in a vacuum. What motivates us to become leaders when there are none? A few years ago, five friends and I went white water rafting for the very first time. We went on the upper Ocoee River in Tennessee where the rapids are rated Class Four. Not exactly the best choice for beginners, but we had a competent guide, who gave us plenty of instructions on when and how to paddle. He was so good that we were the only rafters in a group of ten 20

rafts that did not capsize and get soaked. Then halfway through our trip, we went over a small waterfall. When our rubber raft hit the bottom it bent in the middle and folded up like a book. When it sprung back apart our guide was catapulted from the boat and landed several feet behind us. As our leaderless raft sped forward, getting further and further away from our guide, five of us thought, “Uh, oh, what are we going to do!” Before we could panic, my friend Bill started barking commands, “Left side four strokes! Right side two strokes!” With great relief we followed his orders and within minutes he had us safely out of the rushing white water and into the calmer water by the river bank where our guide was able to catch up to us. A leadership role can jump start motivation. When you have the responsibility of guiding others, it forces you to guide yourself first. I have found that volunteering for leadership roles at work and for non-profit organizations to be self-motivating. Back in the early 1990's, I had a particularly bad year. My mother passed away, a business venture failed, and I had a falling out with my best friend. Needless to say, I was in a funk, and seriously needed something to move me out of it. That’s when I learned that my community

IFEA’s ie: the business of international events

Fall 2011

association needed a new President. It was a huge job with a two year commitment that required fund raising, event planning, managing several committees, and supervising dozens of volunteers. It consumed tons of my time, but it also taught me that I could do more in a day than I ever knew. During that same two year period, I launched two new businesses both of which became success stories. As a manager, you can motivate your employees (or your volunteers) by giving them a mantle of leadership. Suddenly he or she will no longer be just another disaffected cog in the wheel. But with a position of responsibility, those persons will be empowered to do more and be more. Sure, it may require a greater effort on your part, but you will challenge their minds, expand their abilities, and imbue them with a sense of accomplishment. Robert Evans Wilson, Jr. is an author, speaker and humorist. He works with companies that want to be more competitive and with people who want to think like innovators. For more information on Robert’s programs, please visit www.jumpstartyourmeeting.com.

In Times of Uncertainty, Leadership and Vision are Priceless “Fund for the Future” A three-year, $500,000 campaign using the current market environment and changing times as an opportunity to strengthen association programs and to ensure that the IFEA will continue to lead, serve and support our industry, especially through challenging times, for many years to come. The “Fund for the Future” campaign will provide reserves against current and future economic realities; allow the organization to keep pace with new technologies, bringing our global industry closer together; and allow us to expand our services, resources and programming reach around the world.

Make a Pledge Today. Contact any IFEA Foundation Board, IFEA World Board, or IFEA Staff Member for more information. Individual and Organizational Contributions are welcomed and encouraged. Donations may be made during the IFEA Convention at the IFEA Registration Desk. All contributions are tax-deductible in the United States. For more information go to www.ifea.com.

ASSOCIATION PARTNER

ASSOCIATION PARTNER ASSOCIATION PARTNER

IFEA’s ie: the business of international events

Summer 2012

INSURANCE INSIGHTS Written by Carol Porter; Edited by S. Greitz

Understanding Commercial Property Insurance Valuation There are two methods that can be used to determine the value of all the items covered above.

Whether you are a small business owner or work for a corporation, understanding the definitions of the coverage part for Commercial Property Insurance will enable you to calculate (or at least have an idea of what they should be) the appropriate limits you will need to insure on your policy. Building The coverage limit should include the costs of the following items that would be covered as part of the building • The structure • Completed additions • Fixtures including outdoor fixtures (installed/permanent) • Permanently installed machinery and equipment • Personal property expressly used to service or maintain the building: fire extinguishing equipment, outdoor furniture, floor covering, appliances such as refrigerators, ventilating, cooking, dishwashing and laundering. Business Personal Property Items that would be included on this list include: • Furniture and fixtures (not permanently installed) • Machinery and equipment • Stock • Other personal property owned by the named insured and used in the business • Leased personal property for which the named insured has contractual responsibility • Use interest in the tenant’s improvements – if you own the building and are renting it to another party, the value of any improvements they make.

• Actual cash value: a method of establishing the value of property wherein depreciation is deducted from the value of the property Formula: replacement cost minus depreciation=actual cash value • Replacement Cost: insurance issued in an amount to cover the property described for a limit which will be adequate to replace the structure at the cost of today’s labor and materials. When deciding which method to use, consider the following – the cost of the policy when using Actual Cash Value would be less because the limit would be lower. However, the actual cost value would not be enough to re-build, as it is based on the replacement cost less depreciation. One reason to use this option is if you are not planning on rebuilding after a loss. However, in the event of a partial loss, you would not have enough to pay the full cost of repairs. If you are planning on rebuilding or replacing insured items/buildings, the Replacement Cost method would be a better option. The premium would be higher, as the limit of insurance would be higher to reflect the replacement cost of the building, etc., but in the event of a loss, you would have the money to re-build and/or repair, minus your deductible.

Blanket vs. Scheduled Scheduled Separate property limits that apply to each covered property interest (building, contents, business income) at each covered location. Blanket A single limit of insurance that applies over more than one location or type of property. The benefit to using Blanket property limits are: • Give the insured the ability to apply insurance where it is needed when more than one property is covered • The insured does not have to worry about personal property fluctuations between buildings at the same location. Insurance To Value Whether you have chosen Actual Cash Value or Replacement Cost coverage, the current value on the building is verified or up-dated at the inception of the policy. This prevents overvaluation of the insured property (i.e., you can’t insure a building and contents for $1M if it’s only worth $500,000). The agent or broker will use one of the following methods: • An independent appraisal • Use of Boeckh Cost Estimator • Insurable Value Guide. Hopefully, the above breakdown of components in a commercial property insurance policy have made understanding your policy and needs clearer.

For 70 years Haas & Wilkerson Insurance has been one of the largest providers of insurance representation to the entertainment industry. The agency is national in scope, with approximately 100 associates providing technical expertise and quality insurance representation at a competitive price. Beyond the standard price quotation, services include coverage analysis and recommendations at no additional cost. Our clients include fairs, festivals, carnivals, amusement parks, rodeos and special events throughout the United States. For more information contact Carol Porter 913-676-9258.

Summer 2012 IFEA’s ie: the business of international events 23

Feel like you’ve done everything you can to increase your ticket sales? Is everybody stressed out because ticket sales are down? Still getting the stink eye from the rest of your organization? You’re not alone – slow ticket sales can plague any event. To give your event a boost and make you a hero, I bribed the team at TRS into sharing their ticketing secret weapons with you. It’s amazing what grownups will do for a cookie at 2 p.m. 24

IFEA’s ie: the business of international events

Summer 2012

Offer discounts unless you know in advance that you will sell out. But be careful. Offer targeted discounts to early bird buyers and groups larger than 10 people. Set specific cut off dates.

Offer discount codes on Twitter and Facebook to drive early bird sales. Again set specific cut off dates.

Invite the first 25 or 50 ticket purchasers to meet your headliners before a radio or tv show interview. Or provide sponsored gifts to the first 100 people to buy tickets … great way to bring your sponsors into the early promotion. Incentives can help create interest.

Partner with local merchants. “Get your early bird ticket discount code at name of merchant.” Drive business to retailers and let them market the event.

Post flyers and posters – they’re still effective. Add the ticket link. And for the technically savvy also put a QR code with a link to your ticket site.

Provide online event banners and links to all sponsors, media and partners.

12 tive.

Create a contest to reward the best event ticket seller. Make it competi-

13 1

Get the traditional media on your promotions team by writing a press release.

Give away free tickets- but only to influencers like bloggers, press people and sponsors who will use the tickets to expand event promotions.

14 15

Create a Facebook site for your organization and event. Add the ticket link to the event profile section. Do the same on Twitter. Message, tweet and e-mail everyone with the ticket link. Repeat every two weeks. Annoying? Nah, busy people find it helpful to get reminders.

List ticket link at the bottom of all event staff signature blocks.

Ensure your online ticketing system allows ticket purchasers the option to promote your event with integrated social media links. “I just bought tickets for the concert. Join me by clicking here.”

Create an event YouTube channel to pre-promote entertainment and special offers. Put the ticket buying link in the description area.

Work with your sponsors to develop experiential promotional opportunities. Holding up signs placed on seats during the show to create a picture or message. Or get participants to come early to learn a dance for a fun online promotional opportunity. More opportunities to communicate with ticket buyers.

Create premium or dynamic ticket opportunities. Front row and VIP hospitality options at premium rates. Block off good viewing areas with a higher range price. Or sell tickets that include VIP entrance, pre-packaged meals, drinks and premium items. People hate to wait in line.

Add a large screen where Facebook or Twitter followers can post public messages. Fun way to get event participants to share contact information. Or use one of the many text messaging services with delayed posting to keep out the inappropriate messages.

Make it easy for event goers to post online event photos. Put up signs and flash a message on the big screens with the event address at one of the photo sharing sites like Flikr or Instagram. Invite all ticket buyers to join your Facebook and Twitter sites for future event information. Update your e-mail database with ticket buyers, volunteers, sponsors and friends of the event.

Send a survey to rate this year’s event. Get feedback. Sponsors are harder to find since the recession. This fact makes finding the right headliners even more critical.

Send a survey a few months after the event with future entertainment options to all ticket buyers, volunteers, sponsors and friends of the event. Who would they pay top dollar to see? Who is their second and third choice? Ask. You might be surprised. Noteworthy Looking for a concert analysis expert? Talk to Barry Fiel at Celebrate Fairfax. Ask about his survey tools. Share your ticketing tips with us! Post your ticketing strategies on the TRS Facebook and Twitter pages (@TRSonline) and we’ll give you a shout out in our next article! Stay tuned, next month we will talk about analytics and how you measure your ticketing promotions.

Florence May is President of TRS – The Registration System. TRS provides online volunteer management, event registration and ticketing systems to events of all types.. Need more information on online event management tools/systems? Just contact me with a short description of your needs. TRS clients include the 2014 NY/NJ Super Bowl LOC, French Quarter Festival, Kentucky Derby Festival, Indy 500 Festival, 2012 NCAA Women’s Final Four, SeaFair and many more. Florence can be reached at: TRS – The Registration System 5833 N. Post Rd., Indianapolis, Indiana 46216 USA tel 317.548-4090 cell 317.966.6919 fmay@theregistrationsystem.com

Summer 2012 IFEA’s ie: the business of international events 25

By Ivan Colon

If These Walls Could

Talk:

Festivals and Events in Historic Settings Historic sites make for interesting and spectacular special events. A beautiful location and the fascinating stories that have happened there provide instant cache and atmosphere for an event.

IFEAâ&#x20AC;&#x2122;s ie: the business of international events

Summer 2012

The Preservation Society of Newport County uses the historic Newport Mansions as settings for private events and festivals. What could be more exceptional than hosting a Great Gatsby theme party in the house where they filmed the movie? Marble House has provided the setting for fantastic dinners, balls and meetings for over a century and is now the site of the Newport Mansions Wine and Food Festival. These amazing mansions provide turnkey panache and make any event even more special. But with this special ambiance, also come special considerations. For example, there is the very important issue of protecting the priceless artifacts housed in the museum and the building itself. Also, many of these historic sites are in residential areas. This is part of their unique charm versus commercial venues, but this also comes with additional restrictions. There may be compliance and regulatory requirements, such as the Americans with Disabilities Act, or fire codes. Here are some thoughts to take into consideration when planning your gathering in an historic setting. Respect the Location Select the right location and use it properly. As the planner, you selected the space due to the tremendous setting it provides. Choose a theme that is in keeping with the setting. Modern theme decor and entertainment may be your personal taste, but does not necessarily fit into the backdrop of a Victorian mansion. Today's talented event designers are masters of creatively transforming a venue. It will resonate in a much more authentic way if you choose the location to fit the context of the event. Use the history to your advantage; try a creative interpretation of a past theme. It should all be in keeping with the feel of the setting and the experience you are trying to create. Allow guests time to enjoy the setting and imagine the lives of the people who lived there previously. Hire guides or experts to be on site to share the history. You should not plan on making elaborate changes to the dĂŠcor. Walls and furnishings are delicate. Use music that is conducive to the environment. We encourage the use of live music, much like what would have been used when it was a private residence. Understand your power needs. In a house built over 120 years ago, plumbed for gas lights and with limited electrical fixtures, power sources can be limited. Know the Rules Fire codes, staffing requirements, engineering needs, noise limits, traffic restrictions--these are just some of the many regulations that govern special events.

Cities and towns have many ordinances to maintain the historic nature and the livability of their communities. Unique historic venues may have restrictions on moving furniture, on beverage services, or on starting and closing times. Frequently, additional security is required. It is better to know these up front than to find out too late. Modern ratios of room capacity and seating often do not apply to historic structures. Whether it is the fireplace that takes up six feet of the room, the extra clearance required to protect fragile wall surfaces or the time it takes to break down a museum exhibit and reset for a private event, these properties may have special requirements that are unique to their location. It is extremely important to understand if there will be additional costs that may be incurred that may not be typical of another venue. The Preservation Society only does one event in a property a day. We rarely "turn" the room, as many more commercial operations will do, because it results in too much wear and tear on the property. This is good news for you as the event planner, because it means you will get the staff's undivided attention. Use Local Experts Local economies often depend heavily on the events industry to support them throughout the year. In smaller or more seasonal destinations, the local talent is frequently not only more authentic, but also able to contribute in a way that an out of town production company cannot. The local plants that are in bloom, the local props that may be available, are wonderful ways to showcase the destination. The vendors and suppliers of a historic location are usually very familiar with the propertyâ&#x20AC;&#x2122;s idiosyncrasies. A local tent vendor may know where the gas lines are

buried, that there is bedrock underneath the lawn, or that the winds come up every night at sundown. Historic properties have management relationships that can be very valuable when determining event needs, not to mention the fact that you would be helping the local companies, artisans and craftsmen that live in the area. Historic structures can provide magnificent locations for incredible and largescale events. We have hosted a magnificent gathering of vintage automobiles at the William K. Vanderbilt Concours D'Elegance. Our Newport Mansions Wine and Food Festival and Newport Flower Show welcome thousands of visitors each year to our grounds. Nothing is more special than arriving at the front door of these magnificent palaces to be greeted by a waiter passing champagne and then enjoying a celebration on the back lawn overlooking the ocean. Festivals in specialty locations take the event experience to a whole new level. A party in a tent is just a party in a tent, until the tent is set on the ocean or against a historic landmark. Depending on your demographic, attendee count or goal, there are so many wonderful ways to incorporate these fantastic settings into festivals and large-scale events. With a little extra effort, a lot of creativity and some hard work, your event can become part of the storied history of these fabulous settings.

Ivan Colon, Corporate Sales Manager at The Preservation Society of Newport County in Newport, Rhode Island. He can be reached at icolon@ newportmansions.org.

Summer 2012 IFEAâ&#x20AC;&#x2122;s ie: the business of international events 27

IFEAâ&#x20AC;&#x2122;s ie: the business of international events

Summer 2012

Event Management Lessons From Steve Jobs By Marvin McTaw

Steve Jobs was a transformational character. He brought back Apple from the brink of death and along the way, transformed entire industries. After his passing, his biographer highlighted 14 imperatives behind the Job's approach. Here's how those 14 points apply to the Events Industry. Focus Determine your event's one main goal and aim everything you do to accomplishing that goal. You don't need to cover every topic that's even tangentially connected to your goal. It's a waste of everyone's time and resources. Know your goal and execute to achieve that one goal. Simplify Feel like you're doing too much? Then simplify your event. Stop over-scheduling attendees. Cut down the number of tracks, venues...and attendees! Your organization can not do everything. Once you've decided on your focus, then cut out everything else that is not helping you to achieve that goal. You may step on some toes or step on some sacred cows but to achieve excellence, you must simplify. Take Responsibility End-To-End You must take responsibility for the entire experience before, during and after the event. This applies not only for your attendees but for everyone involved including volunteers, staff, sponsors and exhibitors. A/V, transportation, food, lodging, logistics, contracts, speakers, content, handouts, technology. Everything is important and influences the perception of your event. You can only take responsibility for these things once you've focused on your one true goal and simplified as much as possible. When Behind, Leapfrog Feeling pressure from your competitors? Stop trying to copy everything your competitors do. Re-think your entire event's experience and out-execute by knowing and understanding what people really want from events like yours. You can achieve much of this by listening.

Put Products Before Profits As an event organizer, your product is the event experience. If you focus on creating an incredible experience and marketing that experience, everything else will fall into place. Don't Be A Slave To Focus Groups Focus groups in the context of events are usually attendee based surveys and anecdotal feedback. Most people do not know what they want in the first place and surveys are usually not the best way to get feedback. Instead of relying on focus group try to understand the real underlying issues Bend Reality Regardless of whether it’s a training meeting or a music festival you should get people out of their day to day routine. To do this, you must bend reality to accomplish your goals. To help you accomplish this, offer unexpected and unique experiences, not simply just the status quo. Impute Envision your end goal and then figure out what you need to do to accomplish it. Start with your focus and after you've simplified, you should be able to figure out how it comes together not only with the big picture but also the details. Push For Perfection Your event should be perfect for everyone involved: speakers, sponsors, exhibitors, attendees, in short, everyone! Focusing and simplifying will help you to realistically shoot for perfection in everything you do. Know Both The Big Picture & The Details Make sure you know your event's overarching goal and that you are also intimately familiar with the details. You can only realistically do this if you follow the first two steps of focusing and simplifying what you do. Knowing both the big picture and details can also help you to achieve perfection by preventing

problems in the first place and addressing them when they arrive. Tolerate Only "A" Players Bring quality people to work with you, including volunteers. No member of your team should be the weakest link. If you have sub-par people in your system, either remove them or give them the resources they need to be successful. It's important to note that simply having “A” Players isn't enough. You need to delegate authority to them and allow them to help you accomplish your goal. Engage Face-To-Face This doesn't mean just at the event. Engage with vendors, speakers and others face-to-face. This will help you to be more effective in executing your event. Combine the Humanities with the Sciences Events are in the business of creating experience. While you should definitely be concerned with the numbers, you must be sure to bring more to the plate. Make sure you're bringing more to the table than only numbers and sense. "Stay Hungry, Stay Foolish" This is critical to your event's success. Don't just keep doing the same thing because you've done it forever. Take risks, try new things and encourage an environment where you're willing to fail and learn from it.

Marvin McTaw is a Partner at SCHED* - a simple yet powerful event calendar, personal agenda builder and social networking tool. Conference and festival organizers can use Sched.org to manage their website's schedule of events, seamlessly integrate social networking and provide their attendees with tools like personal agenda builders, dynamic attendee directories and mobile applications. For more information, goto www.sched.org

Summer 2012 IFEA’s ie: the business of international events 29

WEATHER But.... The Most Important Thing... By Wayne Mahar

Security, traffic detail and cleaning crews are all important considerations for events and festivals. Sure, they cost money, but there is no question, you have to have them. Arguably however, when thinking about the success of an outdoor festival or event, the one element that is generally thought of first and foremost as the key to event attendance and overall success, is the last thing most would think of spending money on. I'm talking about the weather! This article is a continuation of my article written for the September, 2011 issue of “i.e.” magazine entitled "Does the Weather Drive You Crazy?” Since writing that article eight months ago, I've had the opportunity to attend two major event conventions, the IFEA’s 56th Annual Convention & Expo in Fort Worth, Texas and more recently, the Festivals and Events Ontario Annual Convention in Niagara Falls, Canada. At both conventions, I was the weather expert on Crisis Management panels, special group sessions put together to discuss a variety of issues that can and do affect outdoor events and concerts. These Crisis Management sessions were well attended, and the main topic of discussion was the weather! Really not surprising considering the tough year 2011 was, with major weather events at the Indianapolis State Fair, the Ottawa Bluesfest and at the Belgium Pukkelpop music festival. 30

IFEA’s ie: the business of international events

Summer 2012

In each of these three events, the same thing happened. Strong winds blew the stage or parts of the stage down. What was different at each event however were the circumstances leading up to the collapse. At the Indiana State Fair, thunderstorms were in the forecast, but there remains much debate about who was at fault, everybody from the Fair itself to the stage manager to the headlining group, Sugarland, who was about to go on stage. In Ottawa, the storm was, by most accounts, more sudden but there were warnings posted by Environment Canada, the government weather service, roughly 45 minutes to an hour before hand. Finally, reading accounts of the Belgium incident, it appears there was little or no warning of that storm. Yes, every incident is a little different. Unfortunately however, the troublesome issues remain essentially the same, all seeming to revolve around a lack of definitive weather protocol and some lack of communication. What I mean by weather protocol is taking weather more seriously and knowing what to do. If you have a huge event that draws tens of thousands of people and you are in an area where thunderstorms and even severe weather typically occur, you have to ask yourself "am I doing everything I can about the weather and the safety of patrons, workers and performers?" Maybe you need to rethink your weather commitment and approach. Maybe you ought to consider having your own professional meteorologist for your fair or festival. The meteorologist doesn't necessarily have to be on site, but does have to

be familiar with the exact location of your event including topography and other local elements that can change local climates. As I stated in my original article, government weather services do a good job at providing generalized weather information for large areas, but are not meant to do specific, detailed forecasting for specific sites or events. More importantly, they also are not required to call you if and when they see severe weather developing that could be heading your way. If you are lucky enough to know somebody at the government weather service, you might be fortunate enough for a little "special attention," but usually not. It's just not their job to provide personalized forecasts to a specific event. Communication, or more accurately the lack of it, is a major issue in severe weather planning. At both Crisis Management seminars I was a panelist on, few had a definite severe weather plan. A definite severe weather plan encompasses everything from things you can do with the stage when the winds pick up to make it less vulnerable, to something as simple as who is in charge? Who is the "go to" person, the decision maker to delay or call off the show? Who can order an act shut down and people to evacuate? Is it the Fair officials? The Stage Manager? The Band Manager? Law enforcement? This seems almost like a "no-brainer" type of question, but having been on these two Crises Management panels, whether it’s the U.S., Canada or elsewhere, this is actually far from a no-brainer question. This needs to be nailed down and agreed on before your fair or event begins! Someone must be in charge of weather and someone must be in charge of making a critical decision like delaying an event or concert, telling patrons to seek shelter (and where), and knowing how to most quickly "spread the word" at the concert or event. You might have a handful of people reviewing the information coming in, but you should have one and only one person responsible for making the final call! In severe weather situations, there is generally little time for debate. Communication: another element that may seem like a no-brainer at the outset, but usually is not. Once whoever the decision maker is, makes the call for action, do you have your other key people ready to roll and in-the-know on what to do? In all likelihood, you'll be using your cell phone to alert your managers and key people of the decision, but how are you alerting the 15,000 people at your event? You may say "that's easy, I'm getting on the loudspeaker!" If we're talking about 15,000 people in the grandstand at a concert, then a loudspeaker may work just fine. But, what if it were 15,000 people or more at a day long festival spread out over a large area? Do the loudspeakers cover the entire festival area? Should these announcements on loud-

speaker be backed up by law enforcement, staff and volunteers driving the grounds also making the announcement and helping patrons that may need assistance? And the fun isn't over yet! How long before the storm hits? How fast can you move 15,000 people out of harm’s way? Do you/they have time to reach their vehicles in the parking lot or public transportation, or is this a rapidly developing weather event that requires your patrons head to a place of safety immediately? And, if so, where are they headed to? Have you planned in advance what buildings visitors will be ushered in to? Is the building itself the safest and wisest choice? Once the storm has passed, you can relax some, but not completely. What if you did get hit and there is substantial damage on the grounds? Maybe you have electrical wires down. Patrons, workers and volunteers still on the grounds still need direction. Your inner circle of key people and your communication set up are still needed. Chances are your key people and volunteers will now have to communicate and work with law enforcement, fire, paramedics and other emergency personnel to settle things down, not to mention account for people. This all sounds like a lot or work, doesn’t it? It is! But it’s ten times better to get these issues resolved before your event begins rather than after, whether any bad weather hits or not. Once the fair or concert begins, you're busy doing dozens of other things, as is everyone else. Weather forecasting will never be 100% accurate. There will be times strong winds and storms will sneak up on your event with little or no notice. Having your own meteorologist on staff, even on site, monitoring and working for you will only lessen the chance you get caught off guard by a storm. Considering the events of 2011, the question you must ask yourself is "if weather is this important, am I doing all I can?" Wayne Mahar is the President of Precision Weather Service, a private weather consulting firm based in Syracuse, NY. Precision Weather Service is the leader in specialized weather services for all types of events. Clients include most Hollywood/LA movie studios, The Academy Awards, Grammys, MTV, AHL Outdoor Hockey game, Osoyoos Celebrity Wine Festival, Oklahoma City Heart Walk, Los Angeles St. Patrick's Day Street Festival, Best EventsLA, ELS Lights, RelativityMedia, Silver Birches, Sharon Sacks and Yifat Oren wedding planners. Website at www.precisionweather.com Find us on facebook. TWITTER @WayneStormWatch Phone: 315 638-1666 wmahar@precisionweather.com

Summer 2012 IFEA’s ie: the business of international events 31

S I V 32

IFEAâ&#x20AC;&#x2122;s ie: the business of international events

Summer 2012

O I S

S N

Along the Road Less Taken: Independent Film Festivals in the Mid-Atlantic Region

By Lenwood O. Sloan Keeping Focus Webster’s dictionary defines magic as the manipulation of ordinary things in extraordinary ways. While this is true of all festivals, it is a driving principle of America’s independent film showcases. In the midst of increasingly innovative technology which personalizes the way we view film, television, and media, independent film fests (INDIE) grow in popularity. As American audiences continue their quest for lifelong learning and personal growth, travel that combines learning vacations with cultural and heritage experiences will prove more desirable. Indie festivals are cross roads of ideas, convening places for unaffiliated artists, and incubators for best practices. For practitioners and participants alike, they provide a sense of animation for “place based” civic dialogue and cultural exchange. Indie events create instant aesthetic communities through the junction of writers, directors, photographers, independent producers, industry producers and service providers. Agents of the “creative economy,” event directors also serve as cultural ambassadors connecting visitors to artisan experiences, cottage industries products and services, and local tourism and hospitality. Nationally recognized competitions invite some of the film industry's top professionals to local communities. Engagement and exchange provides talented new artists the opportunity to gain feedback on a screenplay, documentary, or short film. These festivals allow practitioners, interns and volunteers vehicles to gain valuable and extensive experience in planning and managing a film festival or similar event. They also provide a market place for small/cottage industry proprietors, vendors, and services that showcase and exhibit during their multi-day events. This helps build the local infrastructure of the industry.

Finding an appropriate home base has required long term collaboration with communities involved in preservation, restoration and adaptive reuse of landmark buildings. Outstanding partnerships abound which serve as case studies for community revitalization. In addition, the annual call for entries from independent and unaffiliated artists constitutes an important database of the region’s creative workforce. This data is an important resource for film offices and state film tax credit programs. Lastly, independent film festivals provide important incubators for new leadership and training grounds for emerging arts administrators. In short, the combination of annual events across the Mid-Atlantic region, constitute an annual diagnostic for defining industry benchmarks and framing best practices. Connecting Visitor Experiences It’s a fact that the Mid-Atlantic Region is a 6-8 hour drive from 51% of the nation’s population. AAA reports that despite the cost of gas, 74% of travelers still prefer the automobile as their means of leisure travel. More and more cultural and heritage travelers dissolve borders between counties and states and look to regional experiences. They have become “shunpikers” - travelers who shun the turnpike and choose “the road less taken.” The construct of vacations has changed in the past few decades. By the end of the 20th century, the 14 day vacation had shrunk to 3-5 days annually. By the 2010, the average leisure traveler took many “mini” 18 hour vacations throughout the year. Often, they build an affinity with a destination and become frequent visitors. For them, the Mid-Atlantic region’s Indie fests provide experiences with contemporary artists and connections to unique lodging, great market places, excellent wineries, and fine dining.

Summer 2012 IFEA’s ie: the business of international events 33

Indie festivals are cross roads of ideas, convening places for unaffiliated artists, and incubators for best practices. For practitioners and participants alike, they provide a sense of animation for “place based” civic dialogue and cultural exchange. Finding Gathering Places To help you with your travel plans, discover the following yearlong calendar of events presenting snapshots for your aesthetic adventure, journeyman experience, or seasonal leisure road trips. Festivals included throughout have presented annually for the past five years or more with shorts and trailers available on their festival websites. Read on and then get ready to plan a time when you can put wheels on the road, feet on the ground, ears to the dialogue, and eyes on the screen! July Head for the other side of the Hudson River and attend the Newark Black Film Festival beginning mid July 2012. NBFF is one of the nation's defining voices on behalf of independent film. The festival is free to the public and showcases films that focus on the experiences and concerns of contemporary African Americans. Events provide emerging filmmakers, writers, directors and producers with a high profile outlet for their work. August August is beautiful along Pennsylvania’s Route 6. Make Warren, Pennsylvania’s The Boonies Fest your destination. The festival supports education for independent filmmakers of all ages, as well as promotes Northwestern Pennsylvania's location and natural resources to the film industry. Most events are held in the historic Struthers Theater, a national landmark restoration, and the festival helps to anchor the theater’s annual activities. Thought provoking civic dialogue among participants and film makers helps create the “affinity community” that gathers there each summer. September Why not relax and take an Amtrak Vacation in September along the eastern 34

seaboard? Start in Atlantic City and join the cutting edge discourse at the Atlantic City International Film Festival. The event is operated and funded by a group of producers, directors and actors with the sole desire of bringing the art of independent film making to the entertainment gaming Mecca of the Northeast, Atlantic City. Head next to Wilmington Delaware’s WilmFilm Festival, a three-day celebration of cinema held at the Delaware Art Museum. The festival is dedicated to bringing limited release films to its community, visitors, and residents alike. In addition, the festival and its local partners provide professional development and open dialogue opportunities as well as a variety of social events. Travel south and attend The DC Shorts Film Festival, the Washington, DC area’s only film festival dedicated to showcasing and discussing short films from around the world. The festival provides a lineup that covers a variety of genres: dramas, comedies, animation, sci-fi, documentaries, and creative experimental films. Continuing south, stop by Silver Springs, Maryland, for the Annual AFI Latin American Film Festival, presented by the Mid-Atlantic Hispanic partnership and the AFI Silver Theater & Cultural Center. The three week Festival showcases the best filmmaking from Latin America, Spain and Portugal, celebrating IberoAmerican cultural connections. October Nature’s annual display of fall foliage coincides with a harvest of artistic expression each October. Start by experiencing the rich sights and sounds of Asia at The New Jersey Independent South Asian Cine Fest in Edison New Jersey. NJISACF’s promotes the talents of new, established, underrepresented, and the best and the brightest independent South Asian filmmakers from across the globe. The lineup

IFEA’s ie: the business of international events

Summer 2012

of great films reflects the diverse experiences, cultures and histories of the South Asian Diaspora, thereby encouraging cross-cultural dialogue and understanding in a multicultural society. Journey into Pennsylvania and attend the Greater Reading Film Festival which features 4 days of films, panels, and open dialogues introducing the Reading area to the art of independent film and media. An October return trip is in order along PA’s Route 6 where nature’s beauty abounds. At the heritage route’s most eastern destination you’ll find Milford, Pennsylvania and the Black Bear Festival. The multi day event supports innovative and independent films, educational programs, speakers, workshops, and walking tours that promote the region’s pristine clean air and water, abundant wildlife, and natural beauty. Its unique programming also showcases the area as a popular filmmaking location. The Festival is housed at the historic Milford Theater, an adaptive reuse and preservation- conservation project which is the pride of the community! At the heritage trail’s western end, you’ll enjoy Erie, PA and discover the Eerie Horror Film Festival which has become one of the most popular and respected events of its kind in the country. In addition to the four day showcase of features, the event offers informative workshops and presentations by special celebrity guests. The Eerie Horror Film Festival also hosts a full scale Expo in conjunction with their annual event, featuring appearances by some of the top names in the horror and independent film community. November November provides great opportunities for industry professionals to work their trade and trade their work. If you are a leisure traveler, why not make all your November weekends red letter days. The Three Rivers Film Festival, presented by Pittsburgh Filmmakers, provides a national and international gathering of the industry including exceptional premieres, engaging showcases, and informative trade exhibitions. An impressive list of collaborating institutions includes both edged Carnegie Mellon University, and the innovative programs of University of Pittsburgh. Plan a trip to Rehoboth Beach, Delaware and attend the award winning Rehoboth Beach Independent Film Festival, one of Delaware’s premiere cultural events. For five days, film enthusiasts from throughout the Mid-Atlantic region enjoy the convenience of seeing approximately

100 of the best American and international films including features, documentaries, and shorts all at one, multi-screen location. The Festival's “Reel Manners” campaign introduces a vocabulary of conduct that helps to make the Festival an enjoyable viewing experience for all. February After December’s holiday season and January’s cabin fever, you’ll be ready to hit the trail again in February! Plan a gathering of family and friends in Philadelphia during Black History Month. Be sure to attend Temple University’s Derek Freese Youth Media Film Festival. The festival is designed to help support and encourage young filmmakers, ages 12 to 18 and provide opportunities for them to screen their work in front of film professionals. Entrance is free, and all ages are welcome to attend. The event honors the memory of Derek Freese, a graduate of the Temple film program, who passed away two days after arriving in Hollywood, California. His family decided to keep his love of film alive by founding the Derek Freese Foundation in 1997. March Film festivals are one of the most popular expressions of Jewish culture today, providing unparalleled opportunities for moviegoers to plumb every aspect of the Jewish psyche and experience. Take your own heritage journey in March and stand with those who honor the diversity and contributions of Hebrew heritage. The New Jersey Jewish Film Festival has become one of the premier Jewish cultural events in the region. The festival brings the best of Israeli, American, and international films of Jewish interest to enthusiastic audiences throughout New Jersey’s Essex and Morris Counties and beyond. The event also offers insightful speakers and commentators, including scholars, actors and directors. April The perfect prescription for spring fever is a trip to The Billtown Film Festival. Held each April at the 2100-seat Community Arts Center in the downtown business district of Williamsport, Pennsylvania, the multi day event stimulates economic prosperity through arts alliances with community businesses and economic development partners. Thought provoking and intelligent workshops, panels, and facilitated dialogues help to expand visitors’ aesthetic horizons while promoting cultural harmony among participants from throughout the Mid-Atlantic region.

May Independent film festivals are much like tulips! A year of labor, nourishing, and development underground yields a brilliant display of creativity. Here are two great events that blossom each May for your edutainment. The week long Silk Screen Asian American Film Festival is held in Pittsburgh, Pennsylvania in honor of Asian American Heritage Month. The festival showcases filmmakers both Asian Americans and those with origins in India, Japan, China, Taiwan, Indonesia, Korea, Thailand, the Philippines, and other Asian countries. The feature length films all present universal themes that transcend political and cultural boundaries. Silk Screen Asian American Film Festival events are held at multiple Pittsburgh area locations, thus visitors and participants also receive a “mini tour” of some of Pittsburgh’s best cultural neighborhoods. Maryland Film Festival is an annual fourday event that takes place the first weekend of each May, in Baltimore. The festival presents local emerging, nationally significant, and internationally acclaimed artists including approximately 50 feature films and 75 shorts of all varieties -- narrative, documentary, animation, experimental, and new hybrid productions. June Travel a crooked road across June’s calendar of activities throughout the MidAtlantic region. Start in Philadelphia at the Philadelphia International Film Festival and Market (PhilaFilm) the regions longest-running, international independent film and video competition. PhilaFilm showcases the productions of worldwide multicultural artists across an impressive array of venues. Don’t plan to sleep, though! The night time is the right time for making both artistic and business connections. You won’t want to miss the evening red carpet events or the daytime trade and exhibitions hall which is a must for serious practitioners. Make time to experience the Philadelphia Independent Film Festival that overlaps Philafilm. The intimate event is committed to showcasing foreign, domestic, and locally produced work by film makers while creating unique cinematic experiences that dissolve conventional boundaries between film makers and audiences. Less than an hour away, Bethlehem, Pennsylvania’s eclectic south side becomes an artist colony during the Southside Film Festival (SSFF). The festival is a celebration of the artists' struggles and triumphs in bringing their creations

to the local and independent screen. Industry professionals, artists and patrons enjoy a relaxed and inviting festive atmosphere. (You just might meet the film’s star on a stool at the town’s favorite diner after the event!) However, the Southside Film Festival is more than just a great week of films, friends, food and spirit. It is also the area clearinghouse for answers, information, resources, opportunities, feedback and assistance to encourage the creative process. Creative artists and their patrons enjoy convening at the Hoboken International Film Festival ("HIFF") which presents a star-filled event every June. The festival is dedicated to showcasing and promoting fine non-studio cutting edge films, TV pilots, and screenplays from local, regional, national, and international filmmakers. Several Academy Award and Emmy winners and nominees, and numerous other fan-favorite celebrities are invited to present screenings, attend panels, workshops, and award ceremonies and a variety of other special events. Come full circle and return to the Hudson’s “other shore” at Newark’s annual New Jersey International Film Festival, held each June. The festival presents over 100 annual film screenings and events showcasing the best in independent video, feature length film premieres of award winning Indie works, professional development workshops, and guest appearances by recognized film and video makers. The event provides a wide variety of geographic opportunities for film audiences through an array of distinctive festival components. These include: the NJ International Film Festival, and the United States Super 8 Film and Digital Video Festival. Lenwood O. Sloan is a nationally acclaimed American creative director, arts administrator and strategic programming consultant. Most recently, Mr. Sloan served as Pennsylvania's Film Commissioner, Director of the Film Tax Credit Program and Director of Cultural and Heritage Tourism for the Pennsylvania Commonwealth. During his forty year career, Mr. Sloan has also served as Director of the National Endowment for the Arts Presenting and Commissioning Program, Deputy Director of the California Arts Council, Co-Chair of the New York State Council on the Arts Presenting and Commissioning Panel, Board Member of the Southern Arts Federation, and Director of the New Orleans Arts Tourism Partnership.

Summer 2012 IFEA’s ie: the business of international events 35

slowing down TO SPEED UP! By Gail Lowney Alofsin

Feeling overwhelmed? Schedule jam packed? Find yourself lamenting, “If only I had more time?” You are not alone! With 24 hours in a day, you can get a great deal done when you manage your time and the choices that you make! Remember the fable of the Hare and the Tortoise, slow and steady wins the race? 36

IFEA’s ie: the business of international events

Summer 2012

The fact is, we cannot live in a state of acceleration, seven days a week. We will burn out and become ineffective. We all want to win the race, the race for more time and balance in our lives. In researching my book focused on time management and the semblance of balance, professionally and personally, I have listened to many different perspectives on how people manage their time and strive for balance. Many people wake up and the first thing they do is check their email, voicemail, LinkedIn, Twitter and Facebook. Several students and young professionals that I spoke with do not wait until they wake up; they sleep with their Smartphone by the side of their bed and respond to texts in the middle of the night. When do we turn it off? When I was growing up, our options were limited. We had three television stations, we waited for our newspaper to arrive in the afternoon, and our choices of toothpaste and deodorant were between four and five. A few decades later, we are inundated with choice. There are over 40,000 different items (skus) in a large grocery store. From the time we wake up until the minute we got to bed, we are exposed to over 6000 marketing messages – from television commercials, logos on clothing, advertising on social media, electronic media and a visit to the local pharmacy. Technology continues to advance at a rapid pace. Perhaps answering texts and emails 24/7 will become the norm. I sure hope not! While there are no absolutes, below I offer advice on how to stop, breathe, refresh and do what you need to achieve for you. Wake Up Early and Spend This Time on YOU! I have interviewed women and men who wake up and put on their roller skates. They open their emails, check voicemail and start responding before their first pot of morning coffee has finished brewing. Once an email has been opened, there are requests, questions and assignments that need to be addressed. You lose “your time” to work for others, prior to commencing your day. Maybe an employee, coworker, boss, client or local nonprofit is looking for assistance. Maybe someone looking for a contact in your company; they may be inquiring about who is in charge of insurance, banking, employment, donations, marketing. I have yet to open my email and find a sponsorship inquiry for $10,000, unless you count the Prince in Nigeria who needs my bank account number to transfer his wealth into my account! My former eighth grade teacher, Sister Theresita Donach, starts her day with prayer and contemplation; concluding her day with kick boxing! Meditation specialist, Abby Murphy, advises us to make time for daily reflection and to give ourselves “permis-

sion to pause.” Web expert, BJ Gumkowski, wakes up, enjoys a 3 mile run and rides his bicycle to work, entering his office with a spring in his step. Doing something for you is not selfish, it is healthy. You may say, “Gail, you have no idea about my life and how busy I am. I have a demanding job, three children, a spouse who travels for work and a variety of pets that the kids have brought home.” Yes – life is busy for everyone, yet you still have to capture moments for you – to refresh your mind and spirit. Boiling Frog Syndrome Author and Speaker, Sharon Hoyle Weber, writes about the “Boiled Frog Syndrome” in her book, Hot in the Pot. The premise of the book is that we keep saying “yes” and assuming more tasks until we burst. Her analogy is that of placing a frog in a pot of water. When a frog is in a pot of water and the temperature is rising, the frog will adjust to the heat. While the frog notices the heat, it acclimates slowly until in cannot handle it anymore. Eventually the frog “bursts.” For us, this is the point when we start slamming file drawers at work, get angry at others about our workload and feel so overwhelmed we no longer know where to start. The second analogy is when the frog jumps into the pot of water and in recognizing how ridiculously hot it is, jumps right out! That is a smart frog – avoiding unnecessary problems, pressure and panic that was created prior to their arrival to the pot. So what about you? Are you hot in the pot? And if you are – can you jump out or start working with your colleague, team or family to turn the heat down? The Penmanship Book My husband is a pilot. Prior to flights, he has a check list that he uses before the plane leaves the ground. Mark Adams, former VP of Johnson and Johnson and Entrepreneur, has run multiple companies by using lists he outlines on a yellow pad. He creates “Do” lists versus “To Do” lists and his focus is on realistic goals. Some people create their to do lists by clearing their head of everything that is in it and highlighting the priority four, seven or ten items that they must get done that day. My personal favorite is keeping notes on every meeting – whether it is handwriting in a physical notebook or typing on an iPad. Susan Hayhurst, my former client from Pepsi and Snapple, referred to it as my “Penmanship book” and would inquire, “What is in that book?” When we would discuss the initiatives we were working on, I would record everything in the book and send her a follow up email with both of our action items. This has been a great time saving method for me personally in getting things done. Our clients depart from us and head to their

next meeting or project. If we can take a minute to record notes and action steps, it ensures the initial meeting was effective, efficient and remembered. As we all run from project to project, whether we are in sales, marketing, administration or operations, keeping our notes in one place is a great time saving tool. Lists work. Whether the notes are on your smart phone, yellow pad or note book; creating a list will assist you with your productivity. Slowing Down to Speed Up I truly believe that the busiest people “slow down” in order to increase their productivity. My sister, Jennifer, is an orthodontist, triathlon runner and mother of four. She “slows down” with her family by including her girls in the activities around the household - cooking, cleaning, gardening and exercising together. She “dates” her husband of 16 years; whether it is a weekend getaway or a week surfing in Costa Rica. When she wakes up in the morning, the first words she reads are posted on her bathroom mirror - “I am not going to let anyone or anything ruin my day today.” I posted those words (courtesy of Dr. Wayne Dyer) on my mirror over two years ago and what a difference it makes when you start your day with this mindset versus an abrupt email from the “real world.” The secret of productivity is to stop and make time for the things in your life that matter – family, friends and things you enjoy doing. It will make a difference in your overall health of mind, body and spirit. Master Your Moods When the outside world starts to aggravate you, whether it is a barista at a coffee shop, parking lot attendant, coworker or family member; stop and reflect upon the situation, could the problem be you? If everyone in the outside world is starting to gnaw at you, perhaps the challenge is your mindset? Master your moods by creating a “Snap Out Of It” check list. A few examples for your list might include listening to upbeat songs on your iPhone, calling someone who thinks you are remarkable, taking a walk, participating in an activity with positive people. Add more laughter into your life – stop to review a comical YouTube video or listen to a colleague’s delightful story. Do your best to surround yourself with positive people, personally and professionally. As a sales & marketing executive, adjunct professor, active Board member serving on 4 boards, national educational and inspirational speaker (gailspeaks.com) and “the best” mother and wife, Gail Lowney Alofsin practices work life balance on a daily basis! Gail can be reached at 401640-4418 or gailalofsin@yahoo.com. Follow Gail on Twitter - @gailspeaks.

Summer 2012 IFEA’s ie: the business of international events 37

By Nia Hovde

Getting the

Out of

Your IFEA Expo Booth Investment You’ve signed up for a Trade Show booth at the IFEA Convention & Expo this year in Denver, Colorado. You’re ready to share your product or service with the top festival & event professionals across the globe. There are floods of people coming to the booth – asking questions – making deals – shaking hands! Everyone is happy . . . 38

IFEA’s ie: the business of international events

Summer 2012

Wait a second… Is this what’s happening at the Expo booth next to yours while you’re sitting behind the table in your booth all by yourself surfing the internet on your phone? Whaaat?! How did the booth next to you get all that attention? How did it seem like everyone already knew they were going to be there? Ah, that’s the thing. Just by signing up for a Trade Show booth, does not always make for automatic traffic and sales. Signing up is the easy part. There’s a whole lot of leg work that needs to be done from you first, before you even step foot into your booth, to get the most out of your investment! We’d like you to see great results from this year’s Expo, so we thought we’d share a few helpful tips and pointers for you to take into consideration as the IFEA Convention & Expo draws near!

BEFORE THE EXPO Let Them Know You’ll Be There Just because you signed up for a booth, doesn’t mean everyone automatically knows you’ll be there. So why not tell them! When you sign up for an IFEA Expo Booth, you’ll receive a Convention Attendee list 3 weeks before the IFEA Convention. This will have the most up to date list of attendees at the time. Take advantage of this and reach out to attendees to let them know you’ll be there and invite them to visit you at your booth. While you’re at it, take the opportunity to do some advertising with the IFEA either on our website, in our newsletter, in “i.e.” magazine, in the Convention Program or perhaps create a convention bag insert. These main resources will be where convention attendees look for information about the IFEA Convention, so why not make sure your company name is right there too. Be sure to time your advertising to hit just before or during the convention, depending on what piece you choose to advertise within. Use Social Media Why not go one step further and take advantage of social media to reach out to attendees. Post on your Facebook/ LinkedIn/Twitter etc. pages that you’re looking forward to exhibiting at the IFEA’s 57th Annual Convention & Expo. While you’re at it, be sure to post on the IFEA’s Facebook and LinkedIn pages that you’ll be there too. Schedule Appointments While you’re taking the time to reach out to attendees before the convention, why not see if you can schedule appointments with attendees during the trade show or any time during the convention. Why leave who comes to talk to you at your booth up to chance? Take control of your interaction and schedule some appointments ahead of

time, so you know some people are coming your way. If you’d rather not take appointments during the Expo, schedule to meet your future customers another time during the convention – during a coffee break or before/after classes.

DURING THE EXPO

Attend the Entire Convention There is one catch to trying to meet up with clients during the rest of the IFEA Convention… you have to make sure you are actually in attendance for the entire convention, not just the Trade Show. Don’t just attend the Expo and then set off to your next location. Stop! Stay a while! Take some time to get to know the people you’re trying to market your product to. Show them you’re interested and available to speak with them further. You’ll miss your chance to do this if you are only there for a short window of time.

Expo Etiquette There’s some basic do’s and don’ts for Exhibitors that can make the difference between a busy booth and you just sitting there by your lonesome! For starters . . no sitting! Stand up in front of your table and be ready to greet the next person that walks by… and the next… and the next… until someone stops to chat. Stay off your phone! We’re all very busy and have a lot of business to take care of during the day, but during the time you’re at your Expo Booth, make it known to attendees that your time is theirs and you’re ready to chat. Don’t leave your booth unattended… an empty booth is not making any contacts or sales! If you have to leave, place a note on the table saying what time you’ll return. Smile! It seems so basic… but never underestimate the power of a smile! A happy Exhibitor looks like they’re having fun and is approachable.

Attend the Social Opportunities and Educational Classes While you’re taking the time to attend the entire convention, go one step further and actually… attend the convention. Go to the educational classes. Mingle at the social functions. Stay up late at the dfest™/ Dixie Flag Event Services Team Hospitality Suite! See who’s being recognized at the Awards Ceremonies. Also, be sure not to miss the Speed Meeting Session! Designed to test your ‘elevator presentation’ and expand your professional network five minutes at a time, this is a great session for you to attend to share the message about your product/service with attendees! These are all ideal opportunities to take some time to learn from and socialize with the festival & event professionals you’d like to see using your product. The more you can relate and get to know your clients, the more they’ll get to know and become familiar with you! The IFEA Convention provides you with the opportunity to build relationships. Take advantage of every second! Donate an Item to the IFEA Foundation Auction Event Since you’re going to be sticking around for the entire Convention, you’ll be attending the IFEA Foundation’s Auction Event on Saturday evening. Not only is this a great event, but it’s a great networking event and an even better opportunity to get your name out there a bit more. Have you ever thought about donating an item to the IFEA Foundation Auction? What better way to start a conversation with someone by suggesting “don’t forget to look for the auction item we donated to the Foundation Auction!” The item can be your own product or service or perhaps you can come up with something else creative. This year’s theme is a sports theme, so be sure to come prepared to join in the fun!

Well, now that you’ve done all the preExpo leg work and you’re at the Convention and the Expo is ready to start, there’s a few key things to remember to help draw people into your booth.

Have Something Interactive or a Give-Away at Your Booth Ideally, your product alone should draw people in to talk with you at your booth, but with so many distractions going on in a busy Trade Show, it may be tough to get noticed. Do you have something that can draw people in long enough so you can get a chance to chat with them? A spin the wheel to win a small item with your logo on it? (USB drives are usually a big hit). Or perhaps a ‘scan the QR code’ to win. What about a fishbowl for attendees to place their business card for a chance to win a prize at the end of the day? (a good way to get contacts too!) Can you do a demonstration of your product… can you get the attendees involved in your demonstration? Is your product interactive? Can you have a station or two at your booth where the attendees can interact with your product? At the very least, have a sign-up sheet so attendees can sign up to receive your newsletter or be contacted in the future. What else can you do to help draw people into your booth for a few extra seconds? It doesn’t necessarily need to be related to your product… but it helps. Create a Buzz about your Product Do you have a new item you’re releasing at the Expo? Have you received great press coverage about your company lately? Have you won any awards recently? (Side note: Did you know that there are some Vendor categories in the IFEA/Haas & Wilkerson Pinnacle Awards Competition? Continued on page 70

The 57th Annual IFEA Convention & Expo Denver, Colorado, USA

Mark Your Calendar Now!

CFE E

CFEE Certification Classes Offered September 18th – 20th, 2012 40

IFEA’s ie: the business of international events

Summer 2012

PRESENTING SPONSOR

IFEA WORLD FESTIVAL & EVENT CITY

2012 AWARD PROGRAM “Recognizing the best in community leadership and festival and event partnerships around the world.”

ABOUT THE

IFEA WORLD FESTIVAL & EVENT CITY AWARD

The IFEA World Festival & Event City Award© was designed and created as a way for the global festivals and events industry to openly encourage, support, learn from and recognize positive local environments for festivals and events worldwide. Festivals and events create tremendous community and economic capital in the markets that they serve, but the partnership with and support from the local community, at all levels, is critical to the success and sustainability of existing festivals and events, as well as the ability to attract and encourage new events. Through this special award the IFEA is pleased to recognize and fly the flag of those cities and markets who have worked, through concerted efforts, to provide an environment conducive to successful festivals and events. Recipients of the IFEA World Festival & Event City Award© from the first two years have already provided us with a sampling of standout programs and lessons learned in multiple areas including: • Provision of an insurance coverage umbrella policy for all city events; • ‘One-stop shopping’ for event permitting and municipal service needs; • A common volunteer program shared by all city events; • Provision of a music licensing umbrella agreement for all city events; • Provision, maintenance and storage of non-proprietary equipment for all city events; • Shared marketing campaigns; • Provision of training seminars for city events to help ‘raise all boats’; • Provision of all city permits at no-cost to events; • Free/Discounted city services for events; • And many more. It is easy to imagine the positive impact – both social and economic – that such city/event initiatives (and new ones yet to be created) can have on host communities and events around the world. For each year’s selected cities, the IFEA World Festival & Event City Award© provides: • A strong platform from which to recognize the success of current and on-going efforts by every component of your community; • A clear positioning statement to encourage continued infrastructure, policy and process enhancement and expansion; and • A powerful marketing statement for use in recruiting and encouraging new festivals, events and businesses.

VISA: GLOBAL SPONSOR OF THE IFEA WORLD FESTIVAL & EVENT CITY AWARD

In 2011, VISA joined with the International Festivals & Events Association to become the presenting sponsor of the IFEA World Festival & Event City Award, creating a natural partnership between the global events industry and the globally recognized financial leader. “Through this unique and special award, the IFEA hopes to create and expand the dialogue between events and cities around the world, at a time when each needs to be supporting the other more than ever. VISA is the ideal partner for this program and together we look forward to creating new and ongoing opportunities to explore and inspire these important city/event partnerships, redefining ‘best practices’ and setting the stage for the future,” said Steven Wood Schmader, CFEE, President & CEO of IFEA World. Charles Brown, Chairman & CEO of Festival Transaction Services and Festival Media Corporation, representing VISA in recognizing the 2011 IFEA World Festival & Event City Award© recipients, commented that “The IFEA has successfully built a global network of event professionals and resources that are changing the face of the industry and VISA is proud to be a part of that effort.” Festival Transaction Services has formed a new partnership that includes VISA, Bank of America Merchant Services and First Data Corporation – the three largest financial services companies in the United States – to provide cash management services to the festivals and events industry around the world. “We know that the professionals in the global festivals and events industry today are in need of strong and reliable partners – from recognition to cash management systems that can help them increase revenues and build stronger financial foundations. We can now bring that to the table and are excited about working with the IFEA to help strengthen the success of festivals and events around the world,” noted Brown. For more information on VISA products and services for festivals and events, please contact Jim Shanklin, Executive Vice President of Festival Transaction Services/Festival Media Corporation at +1-206-381-5202 or jshanklin@festmedia.com.

ENTRY INFORMATION Quick Reference Guide DEADLINES

• Entry Deadline: 5:00 p.m. (Mountain Time Zone) – Monday, July 30th, 2012 • Entry must include completed entry, additional requested details and application form with payment • Due to time constraints in judging, late entries cannot be accepted.

FEES

The total cost to enter the IFEA World Festival & Event City Award© is $695 (U.S. Dollars) for IFEA Members and $895 (U.S. Dollars) for non-IFEA Members per entry. Payment may be made using a Visa, MasterCard or American Express credit card or by Check (made payable to the IFEA) or by Wire Transfer. For more information on Wire Transfers and transfer fees, please contact Bette Monteith at bette@ ifea.com or +1-208-433-0950 ext: 2.

ELIGIBILITY

Applications for the IFEA World Festival & Event City Award© may be submitted by the City itself or by an event(s) on behalf of their City. It is our hope that the application process itself will result in an even closer working partnership and dialogue between the Applicant City and the festivals and events who serve that market.

JUDGING

Judging of the IFEA World Festival & Event City Awards© is done by an international panel of festival and event industry experts. Award Recipients will be selected from within the following global regions: • Africa • Asia • Australia / New Zealand • Europe • Latin America (Including South • & Central America and Mexico) • The Middle East (MENASA) • North America And from the following population categories: • Population under 100,000 • Population 100,000 – 500,000 • Population 500,000 – 1 million • Population over 1 million Additionally, one entry will be selected as the top global entry within in each of the four possible population categories.

• Regions and population categories may be combined as deemed appropriate by the Judging Panel. • Politically connected islands and territories should choose the region of their most direct affiliation. • An ‘Other’ option is provided on the application form to include any City that does not feel it fits logically into any of the seven regions.

SCORING SYSTEM

• A possible total of 100 points may be awarded to each entry based on the individual components listed under Sections 1-6 of the overall entry. • Failure to meet all requirements or answer/ provide all necessary information may impact judging decisions and will result in a deduction of points. • If a section or element does not apply to your City, please state this within your entry (and why it does not apply) in order to avoid losing points.

SELECTION AND NOTIFICATION

• Award Recipients will be notified via email by August 22nd, 2012. Notification will go to the primary contact listed on the entry application. • The 2012 IFEA World Festival & Event City Awards© will be presented at during the IFEA’s 57th Annual Convention & Expo, September 21-23, 2012, in Denver, Colorado, USA. The top applicant from each population category, as judged against all global regions, will be highlighted in a brief video presentation. • Applicants may re-apply for the IFEA World Festival & Event City Award© each year.

MAXIMIZING YOUR AWARD

Being selected as an IFEA World Festival & Event City is only the beginning of the benefits to be gained from this special honor. The IFEA will help each recipient with ideas on how to maximize and leverage your award, with specific examples from previous recipients. • Each winning recipient of the IFEA World Festival & Event City Award© will receive an engraved award suitable for indoor display and an IFEA World Festival & Event City flag to be proudly flown or displayed outdoors or indoors. These will be provided with a personal letter of congratulations to each City. • Additional IFEA World Festival & Event City awards, flags and recognition items are available for purchase by award recipients wishing to share their honor with the many partners who helped them to win. • Winning recipients will be provided with the rights to use the 2012 IFEA World

Festival & Event City Award© Winner logo on their websites, press releases and other appropriate City letterhead, brochures, marketing materials, etc. • The IFEA will announce all IFEA World Festival & Event City Award© recipients in an international press release to the world’s leading media sources, including all local market media contacts provided to the IFEA by selected applicants. • IFEA World Festival & Event City Award© recipients will be featured in a special on-line tribute section at www.ifea.com in perpetuity and in a special section of ie: the business of international events, the IFEA’s industry-leading magazine. • Each winning recipient will receive a one year complimentary IFEA membership.

RELEASE & USAGE

• By submitting your entry to the IFEA World Festival & Event City Award, you automatically grant the IFEA the right to use any materials from your entry for editorial, analytical, promotional or any other purpose without additional permission or compensation. All materials and photos submitted as part of the application will become the property of the IFEA. • Entries submitted are not able to be returned. Copies should be made prior to submitting your entry, as desired. Note: Proprietary or sensitive information will not be shared if identified clearly. • Winning applicants agree that the IFEA may use their City name and representative photos in all press releases and program marketing materials, both hard copy and electronic versions. • Your entry into the competition is acknowledgement of these terms.

ENTRY REQUIREMENTS

3. An email list of your local media contacts in Excel format for IFEA to use to announce the selected recipients. 4. A representative photograph representing your City or events. (A least 300 dpi in size) 5. A three (3) minute video presentation representing your City. (Refer to Important Details section below for video format.) 6. A one (1) page introductory letter stating why your City should be selected to receive the IFEA World Festival & Event City Award. 7. Your overall completed IFEA World Festival & Event City Award© Entry providing responses and supporting information for the following sections. Refer to pages 6-9 for detailed descriptions required for each section. This part of your entry must be submitted as one (1) singular entry piece/ document/PowerPoint/Pdf, etc.: m Section 1: Community Overview m Section 2: Community Festivals & Events m Section 3: City/Government Support of Festivals & Events m Section 4: Non-Governmental Community Support of Festivals & Events m Section 5: Leveraging ‘Community Capital’ Created by Festivals & Events m Section 6: Extra Credit

TIPS & POINTERS

To view examples of past IFEA World Festival & Event City Award© recipients, go to: www.ifea.com / Industry Awards / World Festival & Event City Award / Recipients.

SEND ENTRIES TO

IMPORTANT DETAILS

• Please submit your main entry (as listed in components 6-7 under Entry Requirements above), as one (1) singular entry piece/document/ PowerPoint/Pdf, etc. Components 1-5 listed under Entry Requirements may be submitted as separate pieces from the main entry, but must be submitted at the same time. • All entry information should be provided in English and typed using 10-point Arial font. • Please submit your overall entry on a CD, DVD disc, or USB flash drive (if mailing) to the IFEA World Headquarters, via email in a Word, PowerPoint, PDF document, tif, jpg or other standard formats (if submitted electronically). • All video support inclusions should be encoded for Region 1 or Region 0 DVD capabilities. If you do not have electronic capabilities, please contact the IFEA to arrange for other alternatives. • Entries over one Meg must be provided as a link to a fixed site with no expiration timeframe.

• Not all components under a specific section will pertain to everyone. Don’t worry; there are no ‘right’ or ‘wrong’ answers and our international judging panel will base their decisions on overall impressions after reviewing all of the submitted information. We are all learning from each other, with the goal of strengthening the partnerships, benefits and returns to our respective communities from the festivals and events that are such an important part of the community fabric and we hope to find additional new ideas being implemented from within all of the award entries that we can share in the future. • Responses to the requested information may require a straight-forward numerical answer, or a more descriptive definition. While we have placed no limits on length, we encourage you to provide the most succinct answers possible that clearly make your point. • Support materials, photos, videos, brochures, copies, etc. should be inserted following the responses to each section. • As needed, we may communicate with the primary contact on the application to clarify any questions that may arise. Please submit completed entries, application forms and payment to: • If E-mailed: nia@ifea.com • If Mailed: IFEA World Festival & Event City Award 2603 Eastover Terrace Boise, Idaho, 83706 USA To confirm receipt of entry, contact: Nia Hovde at nia@ifea.com or +1-208-433-0950 ext: 3.

QUESTIONS?

Contact: • Steve Schmader at schmader@ifea.com • Nia Hovde at nia@ifea.com • Phone: +1-208-433-0950 ext:3

2012 IFEA World Festival & Event City Award

ENTRY REQUIREMENTS

Working in partnership with local community leadership, festivals, events, organizations and businesses, please provide a clear overview and understanding of the festival and event environment in your City/Market through responses to each of the following sections. The application process in itself is a great opportunity to evaluate internally the areas where your City excels and other areas where you may be able to strengthen your efforts and further support local programs. Please submit the following information: 1. A completed entry form providing contact and payment information. 2. A one (1) paragraph description of your city (to be used for promotional purposes by the IFEA) 3. An email list of your local media in Excel format for IFEA to use to announce the selected recipients. 4. An individual photograph representing your city. (A least 300 dpi in size). 5. A three (3) minute video presentation representing your city. (Refer to Important Details section for video format.) 6. A one (1) page introductory letter stating why your City should be selected to receive the IFEA World Festival & Event City Award. 7. Your overall completed IFEA World Festival & Event City Award© Entry providing responses and supporting information for Sections 1-6 below. This part of your entry must be submitted as one (1) singular entry piece/document/PowerPoint/Pdf, etc. Please refer to the Entry Requirements and Important Details sections for specific entry formats and details. To view examples of past IFEA World Festival & Event City Award© recipients, go to: www.ifea.com / Industry Awards / World Festival & Event City Award / Recipients

Section 1. Community Overview The information in this section will help provide us with a better understanding of your community and the infrastructure in place to host and/or support those producing and attending festivals and events. • Please provide an overview of your community that will provide us with as many elements as possible, such as: a. Current City Population b. Current SMSA or LUZ Population (Standard Metropolitan Statistical Area or Large Urban Zone) c. Population within a 50 Mile Radius of Applicant City d. Primary Festival and Event Venues Available (Indoor and Outdoor. For example: Theatres, Plazas, Bandshells, Parks, Stadiums, Fairgrounds, Sport Facilities, Convention Centers, etc., including those facilities planned for completion within the next two years. Include Estimated Capacities for each. For outdoor venues, use a formula of 1 person per 3 square feet if no other total capacity numbers are available.) e. Water and Power Accessibility in Outdoor Venues f. Hospital and Emergency Response Availability g. Total Number of Hotel Rooms Available h. Public Transportation Options i. Parking Availability (Paid lots, meters, and free) j. Walking Paths, Bicycle Lanes k. Estimated City Visitors Annually Attributed to Festivals and Events

Section 2. Community Festivals and Events The information in this section will provide us with an understanding of the diversity and success of current festivals and events that serve your city residents and visitors. • Please provide us with a good overview of the leading festivals and events currently operating in your market, listing as much detail as possible about each, such as: a. b. c. d.

e. f. g. h. i. j. k. l. m. n. o. p.

Festival or Event Name Top Executive Contact Information Number of Years Festival or Event has been Produced Event Dates (Minimally the month held, with days if clearly defined – For example: the last weekend in June. If the event is a series, list the starting and ending dates – For example: Every Wednesday, June through August.) Recurrence Cycle (Annually, Every 5 Years, etc.) Estimated Gross Operating Revenues Estimated Gross Operating Expenses Estimated Total Sponsorship Support Estimated Volunteer Count and Estimated Hours Worked Estimated Combined Aggregate Attendance Estimated Non-Aggregate Attendance Primary Targeted Marketing Efforts (Local, Statewide, Provincial, Regional, National or International) Estimated Percentage of Annual Attendees from Geographical Areas (Local, Statewide, Provincial, Regional, National, International) Awards and Recognition Received Management Staff Professional Certifications and/or Degrees in Festival & Event Management Professional Industry Involvement / Memberships

Section 3. City/Governmental Support of Festivals and Events The information in this section will help us to understand the strength and depth of support by the applicant City and other area governmental bodies (County, State, taxing districts, etc.) as it pertains to festivals and events. • Please define or describe each of the following elements (a-i) below, as completely and accurately as possible. • Where available and appropriate, please provide examples and copies. • If a section or element does not apply to your city, please state this within your entry and why it does not apply and/or what you may have/use instead. a. b. c. d. e. f. g. h. i.

Defined Public Objectives and Support Statements for Festivals and Events by the City and Other Local Government Agencies Direct Funding Support Provided to and/or Budgeted for Festivals and Events from the City or Other Government Agencies In-Kind Services Support Provided to and/or Budgeted for Festivals and Events from the City or Other Government Agencies Defined Role of the City in Festival and Event Approval City-Provided Festival and Event Process Coordination and Assistance System (For example: Existence of City Events Department; One-Stop Shopping for Permitting and Planning Needs) Participation in Official Capacity by City Department Representatives on Boards and Planning Committees of Local Festivals and Events Local Laws, Ordinances, Regulations, Permits and Policies Impacting and Supportive of Festivals and Events (For example: noise ordinances, traffic regulations, curfews, parking fees, fireworks regulations, ambush marketing control, alcohol service requirements, taxes, food safety, insurance requirements, etc.) City Provided Festival and Event Training Programs (For example: Marketing, Planning, Budgeting, Risk Management, Alcohol Service, City Department Introductions, etc.) Direct Industry Involvement / Memberships by City/City Departments

Section 4. Non-Governmental Community Support of Festivals and Events The information in this section will help us to understand the commitment to festivals and events and direct support provided by community individuals and non-governmental organizations. Without this type of support most festivals and events could not achieve the level of success that these important partnerships help to build. • Please define or describe each of the following elements (a-l) below (if applicable) as completely and accurately as possible. • Answers should be provided as an overview reflective of the entire community versus an individual event/organization. • If a section or element does not apply to your city, please state this within your entry and why it does not apply and/or what you may have/use instead. a. Volunteer Involvement b. Sponsorship Support c. Media Support d. Chamber of Commerce / Convention & Visitors Bureau Support (Promotion and marketing activities, familiarization tours, travel writer access, material creation, information distribution, grant funding, visitor hosting, etc.) e. Downtown Associations (Support by Downtown merchants and businesses) f. Organizations to Assist Individuals with Disabilities g. Local Event Cooperatives h. Sports Commissions i. Educational Institution Support j. Special Incentives/Discounts Provided to Festivals and Events by Local Venues k. Access to Industry Suppliers in Local Market (For example: banners and decorations; generators; portable toilets; merchandise; generators; stage, lights & sound; golf carts; security; chairs; barricades; ATM’s; communication services; etc.) l. Direct Industry Involvement / Memberships by Any of the Above

Section 5. Leveraging ‘Community Capital’ Created by Festivals & Events The information in this section will help us to understand how the City and its non-governmental partners maximize the ‘community capital’ created by festivals and events in your market. • Please define or describe how your City uses the branding and marketing images/ opportunities provided by your local festivals and events to leverage return in other areas. • These may include, the items below, among others. • If a section or element does not apply to your city, please state this within your entry and why it does not apply and/or what you may have/use instead. a. Community Branding b. Promoting Tourism c. Convention Marketing d. Corporate Recruiting Efforts e. Relocation Packets and Information f. Familiarization Tours g. Out-of-Market Media Coverage h. Enhancing Exposure to the Arts and Other Causes i. Creating Highly Visible Public Relations Campaigns for City Facilities and Services (For example: police, parks, fire, EMT’s, transportation, venues) j. Encouraging Community Bonding, Participation, and Celebration k. Highlighting or Developing Underused Venues or Sections of the Community l. Creating Legacies and Images Beyond the Event

Section 6. Extra Credit This section provides an opportunity to highlight any other programs, services, resources, activities, etc., that may not have been included or covered in the previous sections. Some examples may include the items below, among others, a. Skills Development - Availability of Certificate or Degree Programs in Festival & Event Management through a Local University or Private Provider b. Members of Your Event Community Who Currently Hold a Certified Festival & Event Executive (CFEE) Designation c. Secondary School System Graduation Requirements that Encourage Volunteerism and Community Service during Festivals and Events d. A Festival and Event Shared Resource Program in Your City (For example: shared warehousing, office space, equipment, staff, etc.) e. Efforts to Actively Recruit New Events to Your City (Please include reference to any applications made/secured if this area pertains) f. Other Creative Endeavors

IFEA World Festival & Event City Award© 2012 APPLICATION Entry Deadline: 5:00 p.m. (MST) Monday, July 30th, 2012 Submit Entries, Entry Form and Payment to: IFEA World Festival & Event City Award© 2603 Eastover Terrace, Boise, Idaho, 83706 USA Phone: +1-208-433-0950 ext: 3 – nia@ifea.com

CITY APPLICANT INFORMATION (Please print clearly) Applicant City Name (If including information from surrounding market or suburb communities, please note those in parenthesis):_______________________________________ ___________________________________________________________________________________________________________________________ State / Province or Territory:___________________________________________________________________________________________________ Country:_ __________________________________________________________________________________________________________________ Global Region: (Choose one) m Africa m Asia m Australia / New Zealand m Europe Latin America m The Middle East (MENASA) Note: Politically connected islands and territories should choose the region of their most direct affiliation. m Other (If you choose ‘Other’ please clearly specify location below.)

m North America

___________________________________________________________________________________________________________________________ Population Level (select one):

m Under 100,000 m 100,000 to 500,000 m 500,000 to 1 million m Over 1 million

PRIMARY CONTACT INFORMATION (Please print clearly) The following information should pertain to the primary individual with whom the IFEA should communicate with, as necessary, throughout the award judging and selection process. Name: ____________________________________________________________ Title: ___________________________________________________ Organization: _______________________________________________________________________________________________________________ Mailing Address: ____________________________________________________________________________________________________________ City, State, Country, Postal Code: ______________________________________________________________________________________________ Phone (Business): __________________________________________________ Phone (Mobile): __________________________________________ Fax:_ _____________________________________________________________ E-Mail:__________________________________________________ Note: The Applicant City will receive a complimentary membership for one year in IFEA through our appropriate global affiliate. If different from the Primary Contact please let us know who should receive this membership.

RELEASE & USAGE • By submitting your entry to the IFEA World Festival & Event City Award©, you automatically grant the IFEA the right to use any materials from your entries for editorial, analytical, promotional or any other purpose without additional compensation. All materials and photos submitted as part of the application will become the property of the IFEA.

• Winning applicants agree that the IFEA may use their City name and representative photos in all press releases and program marketing materials, both hard copy and electronic versions. • Your entry into the competition is acknowledgement of these terms.

PAYMENT TOTAL

IFEA Member Non IFEA Member IFEA World Festival & Event City Award©: Number of Entries:_________x m $695 USD Per Entry m $895 USD Per Entry = $_____________

PAYMENT INFORMATION Please select your method of payment:

m VISA

m MasterCard

m American Express m Check (Made payable to the IFEA) m Wire Transfers: (Contact Bette Monteith at bette@ifea.com for details)

Print Cardholder Name:_ _____________________________________________________________________________________________________ Signature:__________________________________________________________________________________________________________________ Credit Card Number:_________________________________________________________________________________________________________ Expiration Date: ______________________________________________ CVN Code:__________________ (VISA/MC-3 digit code back) (AMX-4 digit code front)

DID YOU REMEMBER TO: m Submit a three (3) minute video presentation representing your city? m Submit a one (1) page introductory letter stating why your City should

m Complete the entry form providing contact and payment information? m Submit a one (1) paragraph description of your city (to be used for promotional purposes by the IFEA)? m Submit an email list of your local media in Excel format for IFEA to use to announce the selected recipients? m Submit an individual photograph representing your city. (A least 300 dpi in size)?

be selected to receive the IFEA World Festival & Event City Award©? m Submit your overall completed IFEA World Festival & Event City Award© Entry providing responses and supporting information for Sections 1-6? Is this entry submitted as one (1) singular entry piece/document/ PowerPoint/Pdf, etc.? Is this entry provided on a disk, USB Flash Drive or electronically in a Word, PowerPoint, PDF or other standard format?

2012 IFEA / Haas & Wilkerson

Pinnacle Awards Competition Call for Entries Gain the recognition your event deserves…

ach year, the International Festivals & Events Association recognizes outstanding accomplishments and top quality creative, promotional, operational and community outreach programs and materials produced by festivals and events around the world, with the Haas & Wilkerson Pinnacle Awards Competition. This prestigious awards competition strives for the highest degree of excellence in festival and event promotions and operations, and in doing so, has raised the standards and quality of the festivals & events industry to new levels. From events large or small, cities, festivals, chambers, universities, parks & recreation departments, vendors & suppliers, and everything in between, events and promotions of nearly every type and size will have the opportunity to be recognized, as entries are categorized into organizations with similar sized budgets. From best Event Poster, T-Shirt, Hat, Promotional Brochure, Website, TV Promotion and Social Media site to best Volunteer Program, Environmental Program, Sponsor Follow-Up Report and Media Relations Campaign, there’s a place for almost every element of your event to be recognized. The IFEA / Haas & Wilkerson Pinnacle Awards have provided many outstanding examples of how event producers can use innovation and creativity to achieve a higher level of success. One of the goals of the IFEA is to promote the professionalism of our members and the festivals and events industry as a whole. Therefore, to add further impact to the winning organizations, the IFEA will provide your organization with a press release template for you to distribute to your media list explaining the award and the competition. Your organization will be recognized for taking part in raising the level of professionalism throughout the industry, while at the same time improving your community. So what are you waiting for, gather your items, fill out the entry form, and send them off to be judged against the best of the best, in the festivals and events industry. Then get ready to hear your organization’s name announced at the 57th Annual IFEA Convention & Expo, September 21-23, 2012, in Denver, Colorado, U.S.A. Summer 2012

IFEA’s ie: the business of international events 51

THE CONTEST DEADLINES • EARLY BIRD ENTRY DEADLINE: 5:00 p.m. (MST) MONDAY, JUNE 25, 2012 ° Entries received on or prior to June 25, 2012 will receive the Member early bird rate of $30 per entry or $50 per Grand Pinnacle entry or the Non-Member early bird rate of $60 per entry or $100 per Grand Pinnacle entry depending on IFEA Membership status. • FINAL ENTRY DEADLINE: 5:00 p.m. (MST) MONDAY, JULY 16, 2012 ° Entries received between Tuesday, June 26, 2012 and Monday, July 16, 2012 will receive the Member final entry rate of $35 per entry or $55 per Grand Pinnacle entry; or the Non-Member final entry rate of $75 per entry or $150 per Grand Pinnacle entry depending on IFEA Membership status. ELIGIBILITY • Entries must have been produced and / or used for the first time between July 18, 2011 and July 16, 2012. • Entries must be submitted in their original format unless previously approved. For Questions Contact: Nia Hovde, nia@ifea.com. • Payment in full must be received with entries for entries to be deemed eligible. • Entries and entry forms must be submitted in English. • Font size for any written text must not be smaller than 10pt. • To receive the member rate for Pinnacle entries you must be an IFEA member in good standing. • Each entry form submitted must be completed in its entirety in order for items to be judged eligible. IMPORTANT NOTES • Items submitted are NOT able to be returned. • Judges will not refer to items in other categories, nor will they transfer items already judged in other categories (the number of entries must equal the number of categories entered). • A separate entry form must be submitted for each entry (copy as necessary). • Multiple entries or categories on a single form will not be accepted. • For all entries, please clip or pin entry form to item. Please do not glue or tape form to item. • Multiple entries within the same notebook / bound format will not be accepted. Please separate entries. • Entries required to be submitted in a “notebook” means entry should be submitted in some sort of bound format in order to keep the all materials together. For example, a 3 ring binder; spiral bound; or a bound publication. • Please consider the processing of your credit card or the cashing of your check for your Pinnacle entries, notice that your entries were received and processed. • Entries required to also be submitted on a disk / thumb drive along with printed copy, be sure to label each CD / thumb drive and attach to notebook at front of entry. Submit entry as 1 (one) pdf or Word doc file if possible. • NEW: When submitting your total entries, please also submit a high resolution copy of your organization or event logo. Please email to nia@ifea.com – subject “Logo for 2012 Pinnacle Entry – and your event/organization name.” A HOW TO GUIDE • A few changes have been made to the Pinnacle Brochure in an effort to help you understand what is needed from each category. • All categories are listed on the left side of each page • Entry information required for each category is listed under the specific category on the left (if applicable). This information is unique to that specific category. 52

IFEA’s ie: the business of international events

• Any supporting questions and supporting material requirements needed for each category or group of categories, is listed on the right side of each page (if applicable.) THE JUDGES The judges are recognized professionals in the areas of graphic design, promotions and public relations; broadcast, print and online media; and special event planning and management. SCORING SYSTEM • Some categories in the Pinnacle Awards will be judged using a point system for each individual entry. Each entry is scored separately. Scores will not be combined. • A possible total of 100 points may be awarded to each entry. • Be sure to answer and include all necessary information for each entry. • If a required element within an entry is not applicable to your event, please state so within your entry to avoid being marked down on points or indicate what element you have instead. • The scoring system is not applicable to TV, Radio, Multimedia, Print & some Merchandising categories. • We are unable to provide you with the points awarded for each of your entries. • Failure to meet all requirements or answer / provide all necessary information will result in a deduction of points. THE WINNERS • All finalists for the IFEA / Haas & Wilkerson Pinnacle Awards will be notified by email the 3rd week of August, 2012. Notification will go to the primary IFEA Member in addition to the contact listed on the Awards entry form. • The 2012 IFEA / Haas & Wilkerson Pinnacle Award winners will be announced at the 57th Annual IFEA Convention & Expo, September 21-23, 2012, in Denver, Colorado, U.S.A. • If you are not present at the Awards Presentation to accept your award(s), they will be mailed to you after the Annual Convention. Expect 3-4 weeks for delivery. • Organizations submitting entries for the Grand Pinnacle category must register at least one person for the 57th Annual IFEA Convention & Expo this September 21-23, 2012, in Denver, Colorado U.S.A. or arrange for a representative to accept any award won on your behalf. • Gold, Silver and Bronze winning entries will be on display during the 57th Annual IFEA Convention & Expo. RELEASE & USAGE • By submitting your entry to the IFEA / Haas & Wilkerson Pinnacle Award Competition, you automatically grant the IFEA the right to use any materials and / or photos from your entries for editorial, analytical, promotional or any other purpose without additional compensation or permission. In addition, you acknowledge your entry/ies are not returnable. Your entry into the competition is acknowledgement of these terms. SHIP ENTRIES TO: IFEA Pinnacle Awards Competition International Festivals & Events Association 2603 W Eastover Terrace, Boise, ID 83706, USA Phone: +1-208-433-0950 ext: 3 • Please try to avoid using packing peanuts when shipping your entry. • For packing tips, go to www.ifea.com and then Industry Awards / Pinnacle Awards / Packing Tips for Pinnacle Award Entries QUESTIONS? • Contact: Nia Hovde, Director of Marketing & Communications at Phone: +1-208-433-0950 ext: 3 or Email: nia@ifea.com • For additional information and FAQ’s, go to www.ifea.com/ Industry Awards / Pinnacle Awards

Summer 2012

THE GRAND PINNACLE 1)

GRAND PINNACLE

The Grand Pinnacle is the IFEA’s highest award, reflecting the best overall festival or event in the world, within each budget category. ENTRY INFORMATION: • For entry, please provide a detailed description to each section requested within: 1. Introductory Information (10 points) 2. Additional Requirements (50 points) 3. Supporting Materials (20 points) 4. Supporting Questions (10 points) • Submit entire Grand Pinnacle Entry within one (1) notebook. • In addition, also submit your entry on a CD or thumb drive. Be sure to Label CD / thumb drive and attach to notebook at front of entry. Submit entry as 1 (one) pdf or Word doc file. • Please submit your entry in the order listed here. • Points will be awarded to the individual sections of your entry, in addition to the overall Judges Criteria points. 1. Introductory Information: (10 points) Within a maximum of 4 pages (total), provide an overview of your event, stating your event’s: a. Event Dates b. Purpose / Mission c. History/Description of Event d. Types of Activities Included Under the Festival / Event Umbrella e. Overall Revenue and Expense Budget f. Estimated Economic Impact g. Attendance Numbers & Demographics h. Volunteer Count & Demographics i. Staffing Numbers and Positions j. Founding / Incorporation Date and Management System (i.e.: 501©3 non-profit staff & volunteer board; city managed; profit-making partnership, etc.) 2. Additional Requirements: (50 Points) Include a detailed overview of each of the sections listed below (a-h) for your festival / event, using no more than 2 pages for each section. • Make each section a separate tab in entry in order for the judges to clearly identify them. • If your festival/event does not include one or more of the sections listed below, please provide an overview as to why your event does not include that element, or what you provide instead, so as not to lose points. a. Promotional & Marketing Campaign (What was your overall message/slogan/image that you projected for your event this year?) b. Media Outreach (What was your target population, who received the message, what types of mediums did you utilize and who promoted your message) c. Website / Social Media / Multi-Media Programs d. Sponsor Program (Provide an overview of your overall sponsorship program – how many sponsors, who are they and what do they sponsor and total sponsorship funds.) e. Community Outreach Programs (such as environmental, educational, children’s, charity etc.) f. Volunteer Program

g. Merchandise Program h. Descriptions of any other Special Programs unique to your event. 3. Supporting Materials: (20 Points) • Please also include any necessary supporting materials for the festival/event - limiting materials to no more than 5 examples for each section in the 2. Additional Requirements section (if applicable) (a-h). • Supporting materials may be placed within a specific section of the entry, or at the end. 4. Supporting Questions: (10 points) Please answer the following questions. (Maximum of 1 page per question) a. What did you do to update / change the event from the year before? Were your updates / changes successful? ° If the event is a new event, please answer the following question instead: • “What challenges / obstacles did you foresee / encounter in creating the event, and how did you handle them?” b. Please provide measurable results / examples for question (a). a. What makes the event stand out as an internationally recognized event? b. Why should the event win the IFEA / Haas & Wilkerson Grand Pinnacle Award? Judging Criteria: (10 points) The Grand Pinnacle Entry will be judged based on the following criteria. Please refer to the Entry Information for further details. The following Judging Criteria is applicable to both the individual entry and the overall event. • Is the entry / event well organized? • Is the content professional? • Is the message clear? • Is the entry / event designed and laid out well? • Is the event creative and / or unique? • Does the entry relay the image of the event? • What is the overall impression? • Have all supporting materials and measurable results been provided? • Does the entry match the purpose / mission for the event? • Have all requirements been met? Additional Notes: • Be sure to answer and provide information for every section and area listed in the entry requirements. Failure to provide information for each section / element will result in a deduction of points. • Display boards are no longer required with the Grand Pinnacle entry. Your entry will solely be judged on the contents of the notebook submission. • This entry is separate from all other categories and divisions. Judges will not refer to, or transfer items from other categories. • Organizations submitting entries for the Grand Pinnacle category must register at least one person for the 57th Annual IFEA Convention & Expo, September 21-23, 2012, in Denver, Colorado, U.S.A. or arrange for a representative to accept any award your behalf. Summer 2012

IFEA’s ie: the business of international events 53

CATEGORIES Television & Radio 2)

BEST TV PROMOTION

BEST FULL LENGTH TV PROMOTION

BEST FULL LENGTH TV PROGRAM

BEST EVENT VIDEO

BEST RADIO PROMOTION

(Ad Spot or PSA)

(Local Promotion)

(National Promotion / Syndication) (For Sale)

ENTRY INFORMATION: • All TV/video entries should be encoded for Region 1 or Region 0 DVD capabilities – submit on a DVD or Thumb Drive. (Please do not submit Blu-Ray Disks.) • All Radio entries should be submitted on a CD (not a DVD) – preferably submitted as a wave file or MP3 file. • Label DVD / CD and attach entry form to case. • Only one video / radio spot per DVD/CD. • These are standalone items and no written information is required. • Make all DVD’s / CD’s set to Auto Play. Judging Criteria: • Does the entry relay the image of the event? • Is the item creative and / or unique? • Is the message clear? • Is the item organized? • What is the “Usability” factor? • What is the overall impression?

(Ad Spot or PSA)

Multimedia 7)

BEST EVENT WEBSITE

BEST ORGANIZATION WEBSITE

BEST EVENT / ORGANIZATION E-NEWSLETTER

(Submit web address only – print website address on entry form.) (Submit web address only– print website address entry form.)

(Submit three consecutive issues on a CD or thumb drive.)

10) BEST MISCELLANEOURS MULTIMEDIA

(Includes, but is not limited to items such as: Screen Savers, Live Web-casts, Electronic Billboards, etc.) (If possible, submit in format used. Or, submit printed format. Videos – preferable method is a YouTube link.)

ENTRY INFORMATION: • For categories 7, 8, 11 & 12 website will be reviewed online by judges. • Be sure to make the website link go to exactly where you wish the judges to go first. • Refer to any additional entry information listed next to each category. • These are standalone items and no written information is required. Judging Criteria: • Does the entry / item relay the image of the event? • Is the item creative and / or unique? • Is the message clear? • Is the entry / item organized? • What is the “Usability” factor? • What is the overall impression?

11) BEST SOCIAL MEDIA SITE

(Submit Social Media Site Address – Print on entry form.)

12) Best Festival / Event Mobile Application

(Submit web address or instructions on how to obtain the application, print address entry form.)

IFEA’s ie: the business of international events

Summer 2012

CATEGORIES Bound / Multiple Page Entries 13) BEST EVENT PROGRAM (Interior 3 or less colors)

14) BEST EVENT PROGRAM (Interior 4 or more colors)

15) BEST NEWSPAPER INSERT / SUPPLEMENT (Submit entry in original format if possible.)

16) BEST PROMOTIONAL BROCHURE (4 or more colors)

17) BEST EVENT / ORGANIZATION NEWSLETTER (Submit three consecutive issues.)

ENTRY INFORMATION • These are stand alone items and no written information is required. • Submit categories 13-18 with the entry form securely paper clipped to the back. • Do not mount on display board. Judging Criteria • Does the entry relay the image of the event? • Is the item creative and / or unique? • Is the item designed / laid out well? • Is the message clear? • Is the item organized? • Is the item usable / functional? • What is the overall impression?

18) BEST MISCELLANEOUS PRINTED MATERIALS (Includes but not limited to: direct mail pieces, cookbooks, annual reports, etc. - One item per entry.)

Single Page Entries 19) BEST PROMOTIONAL POSTER

(Not for Sale - Used for promotional purposes to promote your event) (Do not mount. Submit in poster tube.)

20) BEST COMMEMORATIVE POSTER

(For Sale at event) (Do not mount. Submit in poster tube.)

21) BEST COVER DESIGN

(Submit cover only – mounted on poster board.)

22) BEST SINGLE NEWSPAPER DISPLAY AD (Submit entry in original format if possible – mounted on poster board.)

23) BEST SINGLE MAGAZINE DISPLAY AD (Submit ad mounted on poster board.)

ENTRY INFORMATION • Submit categories 19-20 rolled up in a poster mailing tube. Do not fold the poster. Do not mount the poster on poster board. • Submit categories 21-25, 27 & 29 each mounted on a single, black display board with a maximum of 2 inch margins. • Only one entry per board. • These are standalone items and no written information is required. Judging Criteria • Does the item / entry relay the image of the event? • Is the item creative and / or unique? • Is the item designed / laid out well? • Is the message clear? • Is the item organized? • Is the item usable / functional? • What is the overall impression?

24) BEST AD SERIES

(Submit a maximum of 5.) (May be mounted on poster board together or individually.)

25) BEST EVENT PHOTOGRAPH

(Promotional photograph for your event) (Photo Dimensions: 8 inches x 10 inches, mounted on poster board.)

26) BEST MISCELLANEOUS PRINTED MATERIALS (Includes but not limited to fliers, maps, etc. Only one item per entry. Mounting on poster board, optional.)

27) BEST OUTDOOR BILLBOARD

(Submit photo or printout of billboard, mounted on poster board.)

28) BEST EVENT INVITATION

(Multiple page invitation accepted in this category. Do NOT mount this category on poster board.)

29) BEST STREET BANNER

(Submit photo or printouts of banner only, mounted on poster board.) Summer 2012

IFEA’s ie: the business of international events 55

CATEGORIES Sponsorship / Fundraising 30) BEST SPONSOR SOLICITATION VIDEO ENTRY INFORMATION: • Please provide a sponsor solicitation video that was actually used to target a specific sponsor. (Okay to substitute name of sponsor for generic name for confidentiality.) • In addition, please note how the video was provided to the sponsor (i.e.: sent electronically as a link; on a disk as part of a packet, etc.) • Submit in basic DVD format (please do not submit Blu-Ray disks) • Video entry should be encoded for Region 1 or Region 0 DVD capabilities – submit on a DVD or Thumb Drive. (Please do not submit Blu-Ray Disks.) • Label DVD and attach entry form to case • Make DVD set to auto-play.

31) BEST SPONSOR SOLICITATION PACKAGE

Overview Information: (40 points) Please provide a detailed overview explaining the following using no more than 1(one) page per section: a. Introduction and description of main event. b. Introduction, effectiveness and success of Sponsor solicitation package Supporting Materials: (50 points) a. Please provide a sponsor solicitation package that was actually used to target a specific sponsor. • Provide in the format used to present to the sponsor. (Okay to substitute name of sponsor for generic name for confidentiality.)

32) BEST SPONSOR FOLLOW-UP REPORT

Judging Criteria: • Is the item / entry well organized? • Is the content professional? • Is the message clear? • Is the item / entry designed and laid out well? • Is the item creative and / or unique? • What is the overall impression? • Would you recommend or support this opportunity if in a position to do so?

ENTRY INFORMATION: • For all entries, please provide the following information, in addition to any specific information listed next to each category. • Submit category 31-32 within one (1) notebook each. • In addition, please also submit each entry on a CD or thumb drive. Submit entry as 1 (one) pdf or Word doc file. Judging Criteria: (10 points) • Is the item / entry well organized? • Is the content professional? • Is the message clear? • What is the overall impression? • Have all supporting materials and measurable results been provided? • Have all requirements been met? • Would you recommend or support this opportunity if in a position to do so?

Supporting Materials: (50 points) a. Please provide a sponsor follow-up report that was actually sent to a specific sponsor. • Provide in the format used to present to the sponsor and with any other additional materials that were sent with the report. (Okay to substitute name of sponsor for generic name for confidentiality.)

33) BEST SPONSOR

Overview Information: (90 points) Please provide a detailed overview explaining the following using no more than 1(one) page per section: a. Introduction & description of main event b. Description of sponsor; level of sponsorship (cash/in-kind); details of benefit package and length of sponsorship/ partnership c. Quantity and quality of support to event by sponsor d. Goals and success of relationships for both event and sponsor e. How the sponsor stands out over all other sponsors. 56

IFEA’s ie: the business of international events

ENTRY INFORMATION: • Submit category 33 within one (1) notebook. • In addition, please also submit each entry on a CD or thumb drive. Submit entry as 1 (one) pdf or Word doc. Judging Criteria: (10 points) • Is the entry well organized? • Is the content professional? • Is the message clear? • What is the overall impression? • Have all requirements been met?

Summer 2012

CATEGORIES Sponsorship / Fundraising 34) Best New Fundraising Program

(New Fundraising program where fundraising efforts are to benefit the Festival / Event) Overview Information: (70 points) Please provide a detailed overview explaining the following using no more than 1(one) page per section: a. Introduction & description of main event b. Description and purpose of Fundraising Program c. Target audience for the program d. Overall effectiveness / success of the program e. Answer supporting question here f. Place supporting materials within specific section or at end.

35) Best Single New Sponsorship Program (New activity / program within an Event created specifically to recruit a new sponsor or created after a new sponsor came on board.) Overview Information: (70 points) Please provide a detailed overview explaining the following using no more than 1(one) page per section: a. Introduction & description of main event b. Description and purpose of New Sponsorship Program c. Description of the targeted sponsor for the program and why the sponsor was targeted d. Explain the synergy between the event and sponsor e. Overall effectiveness / success of the program f. Answer supporting question here g. Place supporting materials within specific section or at end.

36) Best Overall Sponsorship Program

(Entry should focus on the entire sponsorship program for all sponsors for the entire event.) Overview Information: (70 points) Please provide a detailed overview explaining the following using no more than 1(one) page per section: a. Introduction & description of main event b. Description of overall Sponsorship Program c. List of all current sponsors for event; levels of support; longevity and benefit packages for each d. Description of sponsor research targeting and sales process e. Description of sponsor service team and steps taken when new agreement is signed. f. Describe current sponsor renewal process & retention rate g. Overall effectiveness / success of the program h. Supporting Materials: Please provide a copy of Sponsor Agreement Sales Packet / Proposal; a copy of Sponsorship Follow Up Report and a sample of Sponsor Agreement i. Answer supporting question here j. Place supporting materials within specific section or at end.

ENTRY INFORMATION: • For all entries, please provide a detailed description to requested Overview Information under each category, in addition to answering the below Supporting Question (10 points) and providing any necessary and requested Supporting Materials (10 points). • Submit category 34-37 within one (1) notebook each. • In addition, please also submit each entry on a CD or thumb drive. Submit entry as 1 (one) pdf or Word doc file. Supporting Question: (10 points) • What did you do to update / change this program from the year before? Were your updates / changes successful? Please provide measurable results / examples. • If the program is a new program, please answer the following question instead. ° “What challenges / obstacles did you foresee / encounter in creating the program, and how did you handle them?” Supporting Materials: (10 points) Please also include any necessary supporting materials for the program. Please limit your supporting materials to those actually sent / used with sponsor: • Printed materials (brochures / programs etc.) • Promotion / marketing / media materials • Supporting photographs • Measurable results: tangible & intangible Judging Criteria: (10 points) • Is the program / entry well organized? • Is the content professional? Is the message clear? • Is the program / entry designed and laid out well? • Is the program creative and / or unique? • What is the overall impression? • Have all supporting materials and measurable results been provided? • Have all requirements been met? • Would you recommend or support this opportunity if in a position to do so?

37) Best Sponsorship Program for Individual Sponsor

(Activity / program within an Event for a specific sponsor.) Overview Information: (70 points) Please provide a detailed overview explaining the following using no more than 1(one) page per section: a. Introduction & description of main event b. Description and purpose of event/program being sponsored c. Description of sponsor; level of sponsorship (cash/in-kind); details of benefit package and length of sponsorship/ partnership d. Overall effectiveness / success of the program e. Answer supporting question here f. Place supporting materials within specific section or at end. Summer 2012

IFEA’s ie: the business of international events 57

CATEGORIES Community Relations 38) Best Environmental Program

Overview Information: (70 points) Please provide a detailed overview explaining the following using no more than 1(one) page per section: a. Introduction and background of main event b. Description and purpose / objective of Environmental Program c. Target audience / attendance / number of participants d. What “Green” initiatives were used at event (i.e. – recycling; alternative methods of transportation; renewable energy etc.) e. How were initiatives promoted to the public? Include marketing materials. f. Education programs pertaining to environmental program (for public, sponsors, volunteers etc.) g. How was environmental program enforced / encouraged, tracked, and staffed? h. Who assisted environment program (vendors, volunteers etc.) i. Measurable results – how much was recycled; savings / cost of Environmental program; carbon footprint reduction j. Non-tangible results: education; awareness; involvement etc. k. Duration of program (start to finish) and years program has been part of event l. Description of sponsor / charity / volunteer / school / other group involvement with program and benefits to each (if applicable) m. Tie-in of program to main event n. Overall revenue/expense budget of program o. Overall effectiveness / success of program p. Answer supporting question here q. Place supporting materials within specific section or at end.

39) Best Volunteer Program

Overview Information: (70 points) Please provide a detailed overview explaining the following using no more than 1(one) page per section: a. Introduction and background of main event b. Description and purpose / objective of Volunteer Program c. Target audience / attendance / number of participants d. Duration of program (start to finish) and years program has been part of event e. Volunteer demographics (age, gender, individuals, charities, schools etc.) f. Volunteer job descriptions g. Recruitment methods / materials / applications h. Communication methods / materials i. Training guides / programs / handbooks / materials j. Organization & schedule information / materials k. Volunteer perks / benefits l. Appreciation / recognition methods/ materials m. Retention methods / materials n. Description of sponsor / charity / volunteer / school / other group involvement with program and benefits to each (if applicable) o. Overall revenue/expense budget of program p. Overall effectiveness / success of program q. Measurable results: ratio of volunteers to guests; # of volunteers; # of volunteer hours; # of volunteers in database; estimate of the financial value of your volunteers. r. Answer supporting question here s. Place supporting materials within specific section or at end. 58

IFEA’s ie: the business of international events

ENTRY INFORMATION: • For all entries, please provide a detailed description to requested Overview Information under each category, in addition to answering the below Supporting Question (10 points) and providing any necessary and requested Supporting Materials (10 points). • Submit category 38-47 within one (1) notebook each. • In addition, please also submit each entry on a CD or thumb drive. Submit entry as 1 (one) pdf or Word doc file. Supporting Question: (10 points) • What did you do to update / change this program from the year before? Were your updates / changes successful? Please provide measurable results / examples. • If the program is a new program, please answer the following question instead. ° “What challenges / obstacles did you foresee / encounter in creating the program, and how did you handle them?” Supporting Materials: (10 points) Please also include any necessary supporting materials for the program - limiting materials to no more than 5 examples for each area listed below (if applicable). Supporting materials may be placed within a specific section of the entry, or at the end. • Printed materials (brochures, handbooks, Recruiting materials, evaluation forms, signage, etc.) • Promotional / marketing / media materials • Merchandise materials (photographs accepted) • Information provided to participants / volunteers / sponsors / students / charities etc. • Supporting photographs • Measurable results: tangible & intangible Judging Criteria: (10 points) • Is the program / entry well organized? • Is the content professional? Is the message clear? • Is the program / entry designed and laid out well? • Is the program creative and / or unique? • What is the overall impression? • Have all supporting materials and measurable results been provided? • Have all requirements been met?

Summer 2012

CATEGORIES Community Relations 40) Best Educational Program

Overview Information: (70 points) Please provide a detailed overview explaining the following using no more than 1(one) page per section: a. Introduction and background of main event b. Description and purpose / objective of Educational Program c. Target audience / attendance / number of participants d. Provide a detailed description of the education program / curriculum e. Who provided the education and in what setting f. Involvement by local educational institutions and professional education (if any) g. What was the take-away for attendees / participants? h. Duration of program (start to finish) and years program has been part of event i. Tie-in of program to main event j. Overall revenue/expense budget of program k. Description of sponsor / charity / volunteer / school / other group involvement with program and benefits to each (if applicable) l. Overall effectiveness / success of program m. Answer supporting question here n. Place supporting materials within specific section or at end.

41) Best Event / Program within an Event to Benefit a Charity

Overview Information: (70 points) Please provide a detailed overview explaining the following using no more than 1(one) page per section: a. Introduction and background of main event b. Description and purpose / objective of Event/Program c. Description of selected charity and why/how it was selected d. Target audience / attendance / number of participants e. Tie-in of program to main event f. Duration of program (start to finish) and years program has been part of event g. Overall revenue/expense budget of specific event/program h. Description of sponsor / charity / volunteer / school / other group involvement with event / program and benefits to each (if applicable) i. Overall effectiveness / success of program j. Answer supporting question here k. Place supporting materials within specific section or at end.

ENTRY INFORMATION: • For all entries, please provide a detailed description to requested Overview Information under each category, in addition to answering the below Supporting Question (10 points) and providing any necessary and requested Supporting Materials (10 points). • Submit category 38-47 within one (1) notebook each. • In addition, please also submit each entry on a CD or thumb drive. Submit entry as 1 (one) pdf or Word doc file. Supporting Question: (10 points) • What did you do to update / change this program from the year before? Were your updates / changes successful? Please provide measurable results / examples. • If the program is a new program, please answer the following question instead. ° “What challenges / obstacles did you foresee / encounter in creating the program, and how did you handle them?” Supporting Materials: (10 points) Please also include any necessary supporting materials for the program - limiting materials to no more than 5 examples for each area listed below (if applicable). Supporting materials may be placed within a specific section of the entry, or at the end. ° Printed materials (brochures, handbooks, Recruiting materials, evaluation forms, signage, etc.) ° Promotional / marketing / media materials ° Merchandise materials (photographs accepted) ° Information provided to participants / volunteers / sponsors / students / charities etc. ° Supporting photographs ° Measurable results: tangible & intangible Judging Criteria: (10 points) • Is the program / entry well organized? • Is the content professional? Is the message clear? • Is the program / entry designed and laid out well? • Is the program creative and / or unique? • What is the overall impression? • Have all supporting materials and measurable results been provided? • Have all requirements been met?

42) Best Community Outreach Program

IFEA’s ie: the business of international events 59

CATEGORIES Community Relations 43) Best New Promotion

Overview Information: (70 points) Please provide a detailed overview explaining the following using no more than 1(one) page per section: a. Introduction and background of main event b. Description and purpose / objective of Promotion c. Description of what was being promoted (merchandise, event, company, entertainment; etc.) d. What makes this promotion different from any other promotions done? e. Target audience for promotion f. Attendance / number of participants (if applicable) g. Tie-in of promotion to main event h. Overall revenue and expense budget of specific promotion i. Duration of promotion (start to finish) j. Description of sponsor / charity / volunteer / school / other group involvement with event / promotion and benefits to each (if applicable) k. Overall effectiveness / success of promotion l. Answer supporting question here m. Place supporting materials within specific section or at end.

44) Best Event (Within an Existing Festival)

Overview Information: (70 points) Please provide a detailed overview explaining the following using no more than 1(one) page per section: a. Introduction and background of main event b. Description and purpose / objective of Event within Festival c. What makes the event unique & creative? d. Target audience and attendance / number of participants e. Overall revenue/expense budget of event f. Tie-in of program to main festival g. Duration of program (start to finish) and years program has been part of event h. Description of sponsor / charity / volunteer / school / other group involvement with event and benefits to each (if applicable) i. Overall effectiveness / success of program j. Answer supporting question here k. Place supporting materials within specific section or at end.

45) Best New Event

ENTRY INFORMATION: • For all entries, please provide a detailed description to requested Overview Information under each category, in addition to answering the below Supporting Question (10 points) and providing any necessary and requested Supporting Materials (10 points). • Submit category 38-47 within one (1) notebook each. • In addition, please also submit each entry on a CD or thumb drive. Submit entry as 1 (one) pdf or Word doc file. Supporting Question: (10 points) • What did you do to update / change this program from the year before? Were your updates / changes successful? Please provide measurable results / examples. • If the program is a new program, please answer the following question instead. ° “What challenges / obstacles did you foresee / encounter in creating the program, and how did you handle them?” Supporting Materials: (10 points) Please also include any necessary supporting materials for the program - limiting materials to no more than 5 examples for each area listed below (if applicable). Supporting materials may be placed within a specific section of the entry, or at the end. ° Printed materials (brochures, handbooks, Recruiting materials, evaluation forms, signage, etc.) ° Promotional / marketing / media materials ° Merchandise materials (photographs accepted) ° Information provided to participants / volunteers / sponsors / students / charities etc. ° Supporting photographs ° Measurable results: tangible & intangible Judging Criteria: (10 points) • Is the program / entry well organized? • Is the content professional? Is the message clear? • Is the program / entry designed and laid out well? • Is the program creative and / or unique? • What is the overall impression? • Have all supporting materials and measurable results been provided? • Have all requirements been met?

(For new event created within past year) Overview Information: (70 points) Please provide a detailed overview explaining the following using no more than 1(one) page per section: a. Introduction and background of main event b. Description and purpose / objective of New Event c. What makes the event unique & creative? d. Target audience and attendance / number of participants e. Overall revenue/ expense budget of event f. Duration of program (start to finish) g. Description of sponsor / charity / volunteer / school / other group involvement with event and benefits to each (if applicable) h. Overall effectiveness / success of event i. Answer supporting question here j. Place supporting materials within specific section or at end. 60

IFEA’s ie: the business of international events

Summer 2012

CATEGORIES Community Relations 46) Best Children’s Programming

Overview Information: (70 points) Please provide a detailed overview explaining the following using no more than 1(one) page per section: a. Introduction and background of main event b. Description and purpose / objective of Children’s Program c. What makes the program unique and creative? d. Target Audience / main target age group e. Attendance / number of participants f. Activities /entertainment provided g. Local School involvement h. Tie-in of program to main event i. Overall revenue and expense budget of specific program / event j. Description of sponsor / charity / volunteer / school / other group involvement with event / program and benefits to each (if applicable) k. Duration of program (start to finish) and years program has been part of event l. Overall effectiveness / success of program m. Answer supporting question here n. Place supporting materials within specific section or at end.

47) Best Public Safety / Security Plan for an Event Overview Information: (70 points) Please provide a detailed overview explaining the following using no more than 1(one) page per section: a. Introduction and background of main event b. Description and purpose / objective of Safety / Security Plan c. Target audience / attendance / number of participants d. Overall revenue and expense budget of specific program / event e. Tie-in of program to main event f. Duration of program (start to finish) and years program has been part of event g. Description of sponsor / charity / volunteer / school / other group involvement with event / program and benefits to each (if applicable) h. Overall effectiveness / success of program i. Answer supporting question here j. Place supporting materials within specific section or at end. • Please submit a detailed documentation of the security plan used at your event

ENTRY INFORMATION: • For all entries, please provide a detailed description to requested Overview Information under each category, in addition to answering the below Supporting Question (10 points) and providing any necessary and requested Supporting Materials (10 points). • Submit category 38-47 within one (1) notebook each. • In addition, please also submit each entry on a CD or thumb drive. Submit entry as 1 (one) pdf or Word doc file. Supporting Question: (10 points) • What did you do to update / change this program from the year before? Were your updates / changes successful? Please provide measurable results / examples. • If the program is a new program, please answer the following question instead. ° “What challenges / obstacles did you foresee / encounter in creating the program, and how did you handle them?” Supporting Materials: (10 points) Please also include any necessary supporting materials for the program - limiting materials to no more than 5 examples for each area listed below (if applicable). Supporting materials may be placed within a specific section of the entry, or at the end. ° Printed materials (brochures, handbooks, Recruiting materials, evaluation forms, signage, etc.) ° Promotional / marketing / media materials ° Merchandise materials (photographs accepted) ° Information provided to participants / volunteers / sponsors / students / charities etc. ° Supporting photographs ° Measurable results: tangible & intangible Judging Criteria: (10 points) • Is the program / entry well organized? • Is the content professional? Is the message clear? • Is the program / entry designed and laid out well? • Is the program creative and / or unique? • What is the overall impression? • Have all supporting materials and measurable results been provided? • Have all requirements been met?

Summer 2012

IFEA’s ie: the business of international events 61

CATEGORIES Media Relations For effective media campaigns that generated news coverage, instead of paid or donated advertising time.

48) Best Press / Media Kit

Overview Information: (70 points) a. Introduction & background of campaign / event b. Provide actual media kit used to send out for your event. c. Target audience / demographics for the media d. Target location (communities / cities / states) for media e. Types of mediums used for media outreach f. Measurable results Indicating: ° Number of publications / cities / states targeted ° Percent of distribution that covered news ° Longevity of media coverage ° Increase / decrease in media from previous years g. Answer supporting question here h. Place supporting materials within specific section or at end.

49) Most Creative / Effective News Stunt

ENTRY INFORMATION: • For all entries, please provide a detailed description to the requested Overview Information (70 points) under each category, in addition to answering the below Supporting Question (10 points) and providing any necessary and requested Supporting Materials (10 points). • Submit categories 48 - 50 in one (1) notebook each. • In addition, please also submit each entry on a CD or thumb drive. Submit entry as 1 (one) pdf or Word doc file. Supporting Question: (10 points) • What did you do to update / change this promotion from the year before? Were your updates / changes successful? Please provide measurable results / examples. • If the promotion is a new promotion, please answer the following question instead. ° “What challenges / obstacles did you foresee / encounter in creating the program, and how did you handle them?”

Overview Information: (70 points) a. Introduction & background of campaign / event b. A detailed description of the news stunt. c. How did the news stunt fit in to the overall media campaign for your event? d. Sponsor / charity involvement (if any) and why. e. Was there an increase in media coverage for your event as a result of the stunt? f. Answer supporting question here g. Place supporting materials within specific section or at end.

Supporting Materials: (10 points) Please also include any necessary supporting materials for the program - limiting materials to no more than 5 examples for each area listed below (if applicable). Supporting materials may be placed within a specific section of the entry, or at the end. • Printed materials (press releases, news clippings, etc.) • Promotional materials • Video / audio documentation (Please limit to 1 example – provide written explanation of further examples) • Supporting photographs

50) Best Media Relations Campaign

Judging Criteria: (10 points) • Is the entry / campaign well organized? • Is the content professional? • Is the message clear? • Is the entry / campaign designed and laid out well? • Is the campaign creative and / or unique? • What is the overall impression? • Have all supporting materials and measurable results been provided? • Have all requirements been met?

Overview Information: (70 points) a. Introduction & background of campaign / event b. Purpose / objective of the media relations campaign c. A detailed outline of your entire media relations campaign for your event. d. Target audience / demographics for the media e. Target location (communities / cities / states) for media f. Types of mediums used for media outreach g. Measurable results indicating: ° Number of publications / cities / states targeted ° Percent of distribution that covered news ° Attendance results based on media outreach / campaign ° Income results based on media outreach / campaign ° Longevity of media coverage ° Increase / decrease in media from previous years. h. Overall effectiveness of the campaign i. Answer supporting question here j. Place supporting materials within specific section or at end. 62

IFEA’s ie: the business of international events

Summer 2012

CATEGORIES Merchandise 51) Best T-shirt Design

(No collared or long sleeve shirts.)

52) Best Pin or Button

(Please mount on poster board with 2 inch margins maximum.)

53) Best Hat 54) Best Other Merchandise 55) Best Miscellaneous Clothing 56) Best New Merchandise (New to event within the past year.)

57) Best Overall Merchandising Program

Overview Information: (70 points) a. Introduction & background of event b. Description of merchandising program c. Overall revenue and expense budget for merchandise lines d. Target market for merchandise program (population / location) e. Marketing efforts tied to merchandise program f. Community support in selling / distributing merchandise g. Measurable results (Including number / variety of items; number of outlets selling items, etc.) h. Overall effectiveness of merchandise program i. Answer supporting question here j. Place supporting materials within specific section or at end.

ENTRY INFORMATION: • Submit actual merchandise items for categories 51- 56 as is. • These are standalone items and no written information is required. • Do not mount merchandise items on poster board – except Best Pin or Button. • Entries will be judged based on the overall Judging Criteria. Judging Criteria: (10 points) • Is the item well organized? • Is the message clear? • Is the item designed and laid out well? • Is the item creative and / or unique? • Does the item relay the image of the event? • Is the item usable? • What is the overall appeal? • What is the overall impression? ENTRY INFORMATION: • For entry, please provide a detailed description to the requested Overview Information (70 points) under category, in addition to answering the below Supporting Question (10 points) and providing any necessary and requested Supporting Materials (10 points). • Submit category 57 with one (1) notebook. • In addition, please also submit each entry on a CD or thumb drive. Submit entry as 1 (one) pdf or Word doc file. Supporting Question: (10 points) • What did you do to update / change this program from the year before? Were your updates / changes successful? Please provide measurable results / examples. • If the program is a new program, please answer the following question instead. ° “What challenges / obstacles did you foresee / encounter in creating the program, and how did you handle them?” Supporting Materials: (10 points) • Please include a sample selection of actual merchandise items available. • Also include photographs of all merchandise items available in your merchandise program. Judging Criteria: (10 points) • Is the entry / program well organized? • Is the content professional? • Is the message clear? • Is the entry / program designed and laid out well? • Is the program creative and / or unique? • What is the overall impression? • Have all supporting materials and measurable results been provided? • Have all requirements been met? Summer 2012

IFEA’s ie: the business of international events 63

CATEGORIES For Suppliers or Associations 58) Best Single Display Ad

ENTRY INFORMATION: • Submit categories 58 – 60 each on a single, black display board (margins 2 inches max). • Only one entry per board. Only one item per entry. • They are standalone items and no written information is required. • Entries will be judged based on the overall Judging Criteria.

59) Best Company Image Pieces (Includes but is not limited to: Letterhead, envelopes, logo, etc). (One item per entry)

60) Best Direct Mail Piece or Brochure

Judging Criteria: • Does the item relay the image of the event? • Is the item creative and / or unique? • Is the item designed / laid out well? • Is the message clear? • Is the item organized? • What is the overall impression?

61) Best Vendor / Supplier

(Festival or Event must submit this entry) Overview Information: (90 points) Please provide a detailed overview explaining the following using no more than 1(one) page per section: a. Description of vendor / supplier b. How the vendor / supplier stands out over all other vendor / suppliers c. Quantity and quality of service and support to event by Vendor / Supplier d. Length of relationship between vendor and event e. Tangible benefits of relationship to both event and vendor.

62) Best New Product or Service

Overview Information: (80 points) Please provide a detailed overview explaining the following using no more than 1(one) page per section: a. Description of new product or service b. Goals & objectives of product or service c. Application of product or service at an event d. Overall effectiveness of product or services e. Target market for product or service f. Measurable results: tangible & intangible g. Place supporting materials within specific section or at end

ENTRY INFORMATION: • For entry, please provide a detailed description to the requested Overview Information (90 points) under category. • Submit category 61 within one (1) notebook. • In addition, please also submit each entry on a CD or thumb drive. Submit entry as 1 (one) pdf or Word doc file. Judging Criteria: (10 points) • Is the entry well organized? • Is the content professional? • Is the message clear? • What is the overall impression? • Have all requirements been met? ENTRY INFORMATION: • For entry, please provide a detailed description to the requested Overview Information (80 points) under category, in addition to providing any necessary and requested Supporting Materials (10 points). • Submit category 62 within one (1) notebook. • In addition, please also submit each entry on a CD or thumb drive. Submit entry as 1 (one) pdf or Word doc file. Supporting Materials: (10 points) Please also include samples or photos of new product or service. Please limit your supporting materials to no more than 5 examples. Judging Criteria: (10 points) • Is the entry / product well organized? • Is the content professional? • Is the message clear? • Is the entry / product designed and laid out well? • Is the product creative and / or unique? • What is the overall impression? • Have all supporting materials and measurable results been provided? • Have all requirements been met?

IFEA’s ie: the business of international events

Summer 2012

CATEGORIES Educational Institutions Offering Event Management Programs 63) Best 2 Year Event Management Degree

Overview Information: (50 points) Please provide a detailed overview explaining the following, using no more than 1 (one) page to explain each section: a. Introduction & History of School/University b. Purpose / objective of 2 year Event Management Degree c. Date degree/program was founded & time frame the course is offered d. Number of staff members & student to staff ratio e. Number of students enrolled / number graduated f. Tuition costs / Financial assistance offered g. Overall revenue and expense budget of program h. Writing/Speaking/Testing/Research requirements for students i. Practical event experience required (internships/assigned event management etc.) j. Overall effectiveness of degree/program - Alumni success (what are alumni of program doing now?) k. Place supporting materials within specific section or at end

64) Best 4 Year Event Management Degree

Overview Information: (50 points) Please provide a detailed overview explaining the following, using no more than 1 (one) page to explain each section: a. Introduction & History of School/University b. Purpose / objective of 4 year Event Management Degree c. Date degree/program was founded & time frame the course is offered d. Number of staff members & student to staff ratio e. Number of students enrolled / number graduated f. Tuition costs / Financial assistance offered g. Overall revenue and expense budget of program h. Writing/Speaking/Testing/Research requirements for students i. Practical event experience required (internships/assigned event management etc.) j. Overall effectiveness of degree/program - Alumni success (what are alumni of program doing now?) k. Place supporting materials within specific section or at end

ENTRY INFORMATION: • For all entries, please provide a detailed description to the requested Overview Information (50 points) under each category, in addition to providing any necessary and requested Supporting Materials (40 points). • Submit categories 63-68 within one (1) notebook each. • In addition, please also submit each entry on a CD or thumb drive. Submit entry as 1 (one) pdf or Word doc file. Supporting Materials: (40 points) Please also include any and all of the following Supporting Materials: • Student recruiting materials • Student application materials • Marketing materials for program • Complete outline and syllabus of course(s) • Reading requirements list for students • Sample testing Materials Judging Criteria: (10 points) • Is the entry / program well organized? • Is the content professional? • Is the message clear? • Is the entry / program designed and laid out well? • Is the program creative and / or unique? • What is the overall impression? • Have all supporting materials and measurable results been provided? • Have all requirements been met?

65) Best Event Management Certification Program

Overview Information: (50 points) Please provide a detailed overview explaining the following, using no more than 1 (one) page to explain each section: a. Introduction & History of School/University b. Purpose / objective of Event Certification Program c. Date degree/program was founded & time frame the course is offered d. Number of staff members & student to staff ratio e. Number of students enrolled / number graduated f. Tuition costs / Financial assistance offered g. Overall revenue and expense budget of program h. Writing/Speaking/Testing/Research requirements for students i. Practical event experience required (internships/assigned event management etc.) j. Overall effectiveness of degree/program - Alumni success (what are alumni of program doing now?) k. Place supporting materials within specific section or at end Summer 2012

IFEA’s ie: the business of international events 65

CATEGORIES Educational Institutions Offering Event Management Programs 66) Best Online Event Management Training Program

Overview Information: (50 points) Please provide a detailed overview explaining the following, using no more than 1 (one) page to explain each section: a. Introduction & History of School/University b. Purpose / objective of Online Event Management Training Program c. Date degree/program was founded & time frame the course is offered d. Number of staff members & student to staff ratio e. Number of students enrolled / number graduated f. Tuition costs / Financial assistance offered g. Overall revenue and expense budget of program h. Writing/Speaking/Testing/Research requirements for students i. Practical event experience required (internships/assigned event management etc.) j. Overall effectiveness of degree/program - Alumni success (what are alumni of program doing now?) k. Place supporting materials within specific section or at end

67) Best Festival & Event Management Masters Program

Overview Information: (50 points) Please provide a detailed overview explaining the following, using no more than 1 (one) page to explain each section: a. Introduction & History of School/University b. Purpose / objective of Festival & Event Management Masters Program c. Date degree/program was founded & time frame the course is offered d. Number of staff members & student to staff ratio e. Number of students enrolled / number graduated f. Tuition costs / Financial assistance offered g. Overall revenue and expense budget of program h. Writing/Speaking/Testing/Research requirements for students i. Practical event experience required (internships/assigned event management etc.) j. Overall effectiveness of degree/program - Alumni success (what are alumni of program doing now?) k. Place supporting materials within specific section or at end

68) Best Festival & Event Management PhD Program

Overview Information: (50 points) Please provide a detailed overview explaining the following, using no more than 1 (one) page to explain each section: a. Introduction & History of School/University b. Purpose / objective of Festival & Event Management PhD Program c. Date degree/program was founded & time frame the course is offered d. Number of staff members & student to staff ratio e. Number of students enrolled / number graduated f. Tuition costs / Financial assistance offered g. Overall revenue and expense budget of program h. Writing/Speaking/Testing/Research requirements for students i. Practical event experience required (internships/assigned event management etc.) j. Overall effectiveness of degree/program - Alumni success (what are alumni of program doing now?) k. Place supporting materials within specific section or at end 66

IFEA’s ie: the business of international events

Summer 2012

CATEGORIES Just For Fun 69) Best Promotion Publicizing an IFEA / Haas & Wilkerson Pinnacle Award Win

(No Charge to enter this Category) Were you recognized for your outstanding accomplishments with an IFEA/Haas & Wilkerson Pinnacle Award last year? Gain further recognition for your award and event by promoting your Pinnacle Win… and then share with us what you did! Overview Information: (30 points) Please provide a detailed overview explaining the following using no more than 1(one) page per section: a. Introduction & History of Main Event b. Purpose / objective of promotional campaign for awards won c. Years participated in awards program d. Average number of entries submitted / won each year e. Target audience for promotion f. Types of mediums used for promotion g. Measurable results (Indicating number of publications / cities / states targeted) h. Measurable results (Indicating percent of distribution that covered news) i. Overall effectiveness of promotion j. Place supporting materials within specific section or at end

ENTRY INFORMATION: • For entry, please provide a detailed description to the requested Overview Information (30 points) in addition to answering the Supporting Questions (30 points) and providing any necessary and requested Supporting Materials (30 points). • Submit category 69 within one (1) notebook. • In addition, please also submit each entry on a CD or thumb drive. Submit entry as 1 (one) pdf or Word doc file. Judging Criteria: (10 points) • Is the entry / promotion well organized? • Is the content professional? • Is the message clear? • Is the entry / promotion designed and laid out well? • Is the promotion creative and / or unique? • What is the overall impression? • Have all supporting materials and measurable results been provided? • Have all requirements been met?

Supporting Questions: (30 points) Please answer the following supporting questions, using no more than 1 (one) page for each question: a. What has winning an IFEA / Haas & Wilkerson Pinnacle Award meant to your event? b. How have you used winning an award(s) to your advantage? c. How has winning an award(s) enhanced your presence within your community? d. How has winning an award(s) increased leverage / funding / sponsorship for your event? Supporting Materials: (30 points) Please also include any and all of the following supporting materials – limiting it to no more than 5 examples of each: • Promotion materials used to promote award • Media clippings from promotion • Examples of IFEA / Haas & Wilkerson Pinnacle Winner logo placement • Please limit your supporting materials to no more than 5 examples in each of the above areas. Summer 2012

IFEA’s ie: the business of international events 67

ENTRY FORM REQUIREMENTS • Please submit one overall entry form with total payment - list all entries submitted on this form. (Be sure to complete sections 1 & 4.) • Please also submit TWO copies of each individual entry form – one to be attached to each individual entry – and one to be submitted with payment and overall entry form. (Complete sections 1, 2, 3 on each entry form.) Be sure payment information is NOT filled out on these copies. • If one organization is entering items for multiple events produced, please submit a separate payment form / overall entry form for RELEASE AND USAGE each event to allow for proper credit to be given to that event. • Please be sure to PRINT your organization and event name corBy submitting your entry to the IFEA / Haas & Wilkerson Pinnacle Awards, you rectly – as that is how it will appear on any award if won. automatically grant the IFEA the right to use any materials from your entries for edito• NEW - Please email a high resolution copy of your organization rial, analytical, promotional or any other purpose without additional compensation. or event logo to nia@ifea.com - subject “2012 Pinnacle Entry In addition, you acknowledge your entry / ies are not returnable. Your entry into the Logo” & Your Event / Logo Name. competition is acknowledgement of these terms.

2012

AWARDS

Sections 1, 2 and 3 must be completed twice for each entry. One copy attached to each individual entry, and one copy attached to payment form. 1. ENTRANT INFORMATION (Required for each entry) (Tip: Complete Section 1. Then make copies to complete form for each entry.) How you list your organization / event name will be how it is listed on any award won. Please PRINT clearly. Organization:_________________________________________________________________________ Membership #:_____________________________ Contact Person:__________________________________________________________________________________________________________________ Name of Event (if different from organization): _________________________________________________________________________________________ Address:________________________________________________________________________________________________________________________ City:_____________________________________ State: _____ Zip Code: ______________________ Country:___________________________________ Phone:______________________________________________ Fax:_______________________________________________________________________ E-mail:_______________________________________________ Website:___________________________________________________________________ 2. BUDGET INFORMATION (Required for each entry) Organization’s Event Expense Budget: (USD, include all cash outflows). Each entry category is divided into the budget categories below. Gold, Silver and Bronze Awards will be given in each budget category unless the number of entries warrants budgets to be combined into over and under $750,000. under $250,000

$250,000 - $749,999

$750,000 - $1.5 million

over $1.5 million

3. ENTRY INFORMATION (Required for each entry) Category Name (required):______________________________________________________________ Category Number (required):_ ________________ To help identify your entry – please provide a brief description of entry: (i.e.: black T-shirt with fish; or Photo entitled “Fireworks over Capital”)_____________________________________________________________________

4. PAYMENT INFORMATION

Complete section 4 ONCE. Attach payment for all entries combined.

Total Categories Entered: List which categories you are entering and how many of each. This is so we can account for all of your entries when they arrive. (e.g. 1, 2, 2, 3, 5, 7…):____________________________________________________________________________________________________________ Entries received with payment by 5:00 p.m. June 25, 2012 (MST) will receive the Member early bird rate of $30 per entry or $50 per Grand Pinnacle Entry; or the Non-Member early bird rate of $60 per entry or $100 per Grand Pinnacle entry, depending on IFEA Membership Status. Entries received between June 26, 2012 and July 16, 2012 will receive the Member final entry rate of $35 per entry or $55 per Grand Pinnacle entry; or the Non-Member final entry rate of $75 per entry or $150 per Grand Pinnacle entry, depending on IFEA Membership Status.

Early Bird Member Rates

Final Entry Member Rates

Early Bird Non-Member Rates

Final Entry Non-Member Rates

Grand Pinnacle:

$50 x _____= $_______

$55 x _____= $_______

$100 x _____= $_______

$150 x _____= $_______

Pinnacle Entries: $30 x _____= $_______ $35 x _____= $_______ (Categories 2-68) Category #69: $ 0 x _____ = $_______ (Just for Fun Category)

$60 x ______= $_______

$75 x ______= $ _______

TOTAL NUMBER OF ENTRIES: ____________________________ TOTAL AMOUNT ENCLOSED: $_______________________________________ Check (Make checks payable to IFEA)

Visa

MasterCard

American Express

Print Cardholder Name:_ __________________________________________________________________________________________________________ Signature:_______________________________________________________________________________________________________________________ Credit Card Number:______________________________________________________________________________________________________________ Expiration Date:______________________________________________ CVN Code: _______________________(MC / VISA-3 digit code back) (AMX-4 digit code front) DID YOU REMEMBER TO Include your payment for total entries along with 1 overall entry form listing each category number entered Include 2 individual entry forms for each item – one with item, one with payment, do not list payment details on these forms Include each entry (as requested) on a disk or thumb drive Email organization / event logo to nia@ifea.com Review all rules for entry submission – go to: Pinnacle Awards section at www.ifea.com for more info. International Festivals & Events Association • 2603 W Eastover Terrace • Boise, ID 83706 U.S.A. • phone: +1.208.433.0950 • fax: +1.208.433.9812 • web: www.ifea.com

I FE A

t h g i N n o i t Fo u n d a

TEAM PARTY & AUCTION Saturday, September 22nd, 2012; 7:00p.m. - 10:00p.m. Denver Marriott Tech Center, ROCKY MOUNTAIN EVENT CENTER Sure, you call yourself a fan; but here’s your night to prove it! On Saturday evening, September 22nd (7:00p.m. – 10:00p.m.) the IFEA Foundation invites all fans - of any team, any sport, anywhere – to show your colors during the IFEA Foundation Team Party and Auction! This is not the night to find yourself “on the bench” or “in the penalty box”; so put on your jersey, cap, polo shirt, uniform, logo’d body paint (hey, who knows?) and get ready to help us hit our own team goals to support the educational programs of the IFEA throughout the year and into the future! The Coach has put you in the game and it’s up to you to outbid your friends and peers for a plethora of one-of-a-kind, untouchable packages, including travel, products, services, VIP Event Experience opportunities, and much more. This is your chance to get some great bargains – for you and your event team - while supporting a great cause! Mark your calendar now

for this very special “Away Game” and the largest networking opportunity of the convention! And as a “Home Team” benefit, the IFEA Foundation Night Party & Auction is included at no extra charge as part of your convention registration!

Interested in Donating an Auction Item?

One of the many highlights of this event are the special and unique auction items that have people buzzing around the auction tables all night. Auction items kindly provided by festivals, events, vendors and suppliers in the festival industry, just like yourself! If you are interested in donating a special item, package, travel opportunity etc., to be included in the IFEA Foundation Auction, please go to www.ifea.com / Foundation / Live-Silent Auction Evening for more information.

THE BOARD TABLE

Why The I? Have you ever wondered why the “I” in IFEA is important? I mean, as I go about planning local events in my community, rarely am I thinking about the international influence of other events on mine. But in retrospect, the people I have

met, the events I have experienced and the places I have gone have had a profound effect on the vision and direction I use in creating my own events. I have picked up tips on managing volunteers from Rotterdam, children’s programming from Korea, event décor from Beijing and marketing ideas from Dubai. Our profession is truly worldwide. Find any group of people and you will find celebration. Celebrations of culture, harvest, arts, music, religion, history, frivolity…virtually any interest. IFEA provides a forum like no other I know of for the meeting of our peers, the exchange of experiences, the genesis of ideas. While that forum is year round, through IFEA’s online webinars, our quarterly magazine “i.e.: the business of international events,” the weekly Event Insider and Update newsletters, etc., the best opportunity to connect and learn from others is at the IFEA’s

Annual Convention & Expo. This year, the IFEA’s 57th Annual Convention & Expo will take place from September 21-23, in Denver, Colorado, U.S.A. For a brief period of time you will be able to meet and interact with people from festivals and event large and small from around the world. Seminar topics will cover every interest and the Expo will showcase the pros of our industry. Come expand your world at the IFEA’s Annual Convention & Expo. Discover for yourself the “I” in IFEA and take a bit of the world home with you. See you there! BRUCE ERLEY, CFEE, APR 2012 IFEA Board Chair President/CEO – Creative Strategies Group Broomfield, CO, U.S.A. Email: berley@csg-sponsorship.com

Getting the Most Out of Your IFEA Expo Booth Investment continued from page 39

There are! And wouldn’t it be fantastic if you won an award at the previous day’s awards presentation so you can proudly display it at your booth during the Expo! Just an idea!) If you have something new, different and exciting to share about your product/company… then share it! Now is the time to brag about your company! Have an “IFEA Expo Only Discount” for Attendees Everyone is looking for deals these days, whether they’re coupon clipping, buying Groupons, or going for the % off sales, everyone is looking to save money. While you have a captive audience at the IFEA Convention, don’t forget to provide an “IFEA Expo Only Discount” for attendees. After all, you not only want to come away from the Expo with contacts, but you’d like to make some sales too, right? Give them a deal they can’t pass up, if they sign on the dotted line right then and there. If you’re planning on contacting the attendees before the convention to let them know you’ll be there too (which you are, right!), this is a great time to fill them in on your “IFEA Expo Only Discount” you’ll be offering. That way they have a little time to think it over, before they chat with you in person. Also, be sure to mention it on all your social media sites and your website too.

AFTER THE EXPO

Well, you’ve let them know you’ll be there, you reeled them into your booth, you had a great conversation with them at the 70

Expo… now what? You sit back and wait for their call? NO! Your job is not done yet. There’s still more leg work to be done after the Expo is over, so don’t relax yet! Follow Up with Everyone You Spoke With Hopefully you had some sort of tracking method to know who exactly you chatted with at the Expo? Whether you collected business cards, a sign-up sheet for a newsletter, or you were keeping score on your Convention Attendee List, be sure to take note of those you specifically spoke with. And then follow up with them. A quick phone call. A short email. A postcard or your product brochure. Anything! This is your hot audience! Did you offer an “IFEA Expo Only Discount”? Perhaps follow up by sending them a different “post Expo” discount valid for a certain length of time. Perhaps congratulate them on any awards they won? If they spoke, send them a note saying you enjoyed their session. If you had a nice conversation with them, just send them a note saying that too. Or, just send them a note thanking them for visiting your booth. Whatever you do, and in whatever format, the key is to follow up… and keep your company name on their mind! Follow Up with Everyone You Didn’t Get a Chance to Speak With With so many people in the Expo all at once, it’s difficult to chat with everyone.

IFEA’s ie: the business of international events

Summer 2012

After you’ve contacted your hot audience, be sure to touch base with those that you didn’t get a chance to speak with. Your Convention Attendee list will have all their details. If they didn’t get to speak with you at the Expo, you didn’t get a chance to let them know about your “IFEA Expo Only Discount” . . a perfect excuse to get in touch with them! With a little leg work on your part, before, during and after the Expo, following some or all of these tips, your booth could be the one that is the envy of everyone else at the trade show! Floods of people could be at your booth! You could be the one making deals and shaking hands! Isn’t that a better scenario? We think so too! The IFEA’s 57th Annual Convention & Expo will be in Denver, Colorado, September 21-23rd, 2012. With new hours this year, the IFEA Expo will be open on Saturday, September 22nd, 2012 at 11:30 a.m. – 1:30 p.m. with lunch provided; and then 5:00 p.m. – 7:00 p.m. for a hosted Happy Hour. The IFEA Expo Lunch and Happy Hour are sponsored by K&K Insurance. For more information on exhibiting, contact Sylvia Allen at Phone: +1-732-946-2711; Cell: +1-732-2411144; Email: Sylvia@ifea.com; or go to www.ifea.com

E VENT M ANAG E ME N T S

A Comprehensive Training and Educational Experience for the Event Industry Professional

January 20-24, 2013 National Training Center @ Oglebay Resort Wheeling, West Virginia

Presented in New Partnership by

What have you done for your organization lately? What have you done for yourself? To ďŹ nd out more information please visit: www.IFEA.com +1. 208.433.0950

www.OGLEBAY-RESORT.com/schools 800.624.6988, ext. 4126

www.NRPA.org 800.626.NRPA (6772) 7-1-1 for speech and hearing impaired

THE FOUNDATION

You Make Your City a better Place to Live and Work. I am writing this letter from the comforts of my office in Portland, Oregon thinking about the thousands of special event professionals who share the same passion for our respective events, and most importantly, the International Festival and Events Association. I want to acknowledge how honored I am to be the 2012 Chair of the IFEA Foundation. I attended my first convention back in 1999 and from the very first convention, I knew I was in a place where professionals can excel and the doorway to creativity was always open. Any leader is only as good as their supporting cast. It's a pleasure to work with talented professionals that make up the IFEA Foundation Board and the dedicated IFEA staff led by Steve Schmader, CFEE. As winter winds down, and the festival season gets cranked up, it's important to review the

IFEA’s ie: the business of international events

highlights of the IFEA Foundation in 2011. I want to acknowledge Past Chair, Mike Berry, CFEE, President & CEO of the Kentucky Derby Festival in Louisville, Kentucky, for his leadership and congratulate him for a very successful year. Thanks to the hard work by many, including some dedicated staff from the Derby Festival, the IFEA Foundation Auction held at the IFEA’s 56th Annual Convention & Expo in Ft. Worth, Texas raised over $38,000. These funds are a vital part of IFEA's annual funding and are the anchor for the Foundation's most cherished program, the Legacy Scholarships. The Scholarships, each of them named for a significant IFEA donor, allows professionals an opportunity to attend the annual convention and get a jump start on their own career advancement. With spring just around the corner, it's never too early to lay out the plans for our largest fundraiser, the 2012 IFEA Foundation Auction Event at the IFEA’s 57th Annual Convention & Expo, September 21-23, 2012 in Denver, Colorado. I have assembled a great cast of people who will produce a memorable event for all IFEA Convention delegates to enjoy and you will soon be hearing from members of our auction committee about ways you may be able to support the auction. Your support and participation can be as simple as making a small item donation or monetary donation, each of which will enable the Foundation to raise the necessary funds to fulfill its mission of supporting the IFEA and provide education opportunities for event professionals. Finally, I want to wish all special event organizers from around the globe a very successful year in 2012. There is no other industry like special events and no other profession that provides as much satisfaction to hundreds of millions of people. There is a phrase I use in Portland that describes the work of the Portland Rose Festival. "We make Portland a better place to live and work!" I am 100% confident this statement applies to any community across the globe. Thank you for supporting the IFEA Foundation. Everyone contributes to our success! Cheers to a very successful year ahead!

Summer 2012

JEFF CURTIS 2012 IFEA Foundation Board Chair CEO, Portland Rose Festival Foundation Portland, Oregon Email: JeffC@rosefestival.org

IFEA Foundation Legacy Scholarships Supporting and Educating the Festivals & Events Industry Since 1993. Each of the IFEA Foundation Legacy Scholarships below serve a selected audience(s) within our industry, as identified, by providing an annual scholarship to the IFEA Annual Convention & Expo (registration only). We invite you to look through the opportunities, take a moment to learn a little more about the special individuals and groups attached to each, and apply for those that you may qualify for. For more information, go to: www.ifea.com. The Nick Corda Memorial Scholarship Providing support to young/new professionals currently completing their education or with less than three years in the industry. (More Details) The Judy Flanagan Scholarship Providing support to a deserving individual/ organization whose event involves a parade. (More Details) The Georgia Festivals & Events Association Scholarship Providing support to a deserving individual/ organization from Georgia. (More Details) The Bill & Gretchen Lofthouse Memorial Scholarship Providing support to a deserving individual/organization currently struggling with short-term economic or start-up challenges. (More Details) The Mampre Media International Scholarship Providing support to a deserving individual working with media/marketing responsibilities for an event. (More Details) The Daniel A. Mangeot Memorial Scholarship Providing support to a deserving individual/organization seeking advanced education and professional certification. This scholarship provides core curriculum registration fees toward the attainment of the IFEA’s Certified Festival & Event Executive (CFEE) designation. (More Details) The Mid-Atlantic Festival & Event Professionals Scholarship Providing support to a deserving individual/ organization within the Mid-Atlantic United States. (More Details) The Richard Nicholls Memorial Scholarship Providing support to a deserving High School senior or College Student with a history of commitment to participating or volunteering in nonprofit events / organizations; someone who is well-rounded

in extra-curricular activities in and outside of campus life and who has a passion for helping others and/or supporting a cause that enhances the quality of life for individuals or the community at large. (More Details) The Bruce & Kathy Skinner Scholarship Providing support to young/new professionals currently completing their education or with less than three years in the industry. (More Details) The John Stewart Memorial Scholarship Providing support to a deserving individual working with technology responsibilities supporting an event(s). (More Details) The Tennessee Festival & Event Professionals Scholarship Providing support to a deserving individual/organization from Tennessee. (More Details) The Pete Van de Putte Scholarship Providing support to a deserving individual/organization from Texas. (More Details) The Joe & Gloria Vera Scholarship Providing support to a deserving individual/ organization from Texas. (More Details) The Don E. Whitely Memorial Scholarship Providing support to a deserving individual/ organization whose event involves a parade. (More Details) The Kay Wolf Scholarship Providing support to a deserving individual/ organization from Texas. (More Details) The George Zambelli, Sr. Memorial Scholarship Providing support to a deserving volunteer who has given their time and energies to their community festival/event. (More Details)

For more information about how you can sponsor an IFEA Foundation Legacy Scholarship, call +1-208-433-0950 or email Schmader@ifea.com. Summer 2012 IFEA’s ie: the business of international events 73

MARKETPLACE BANNERS/FLAGS dfest® - DIXIE FLAG EVENT SERVICES TEAM - Producers of all types of flags, banners, decorations, accessories, and custom net street banners. Contact: Pete Van de Putte Jr., CFEE, President; Address: P.O. Box 8618, San Antonio, TX 78208-0618; Phone: 210-227-5039; Fax: 210-227-5920; Email: pete@dixieflag.com; Website: www.dixieflag.com. ENTERTAINMENT / TALENT KEN-RAN PRODUCTIONS - Ken-Ran has over 50 years experience in event entertainment with national, regional and local entertainers. Featuring James Lann and Tejas Brothers at the Foundation Night Party. Contact: Brook Kendall brooks@kenran.com; Address: 418 South Barton Street, Grapevine TX 76051; Phone: 817-552-9200; Fax: 817-552-9204; Website: www.kenran.com FINANCIAL VISA / FESTIVALS.COM - Festival Transaction Services, a Festival Media Corporation company, brings true cashless transactions to festivals, fairs and community events through strategic partnerships with Visa and Bank of America Merchant Services (BAMS). Contact: Jim Shanklin; Address: 2033 Sixth Avenue-Ste 810, Seattle WA 98121; Phone: 206-381-5200; Email: jshanklin@festmedia.com FIREWORKS ZAMBELLI FIREWORKS INTERNATIONALE – “THE FIRST FAMILY OF FIREWORKS!” America’s leading manufacturer and premier exhibitor of domestic and international firework displays. Spectacular custom-designed indoor and outdoor productions, electronically choreographed to music and lasers. Phone: 800-245-0397; Fax: 724-658-8318; Email: zambelli@zambellifireworks.com; Website: www.zambellifireworks.com. INSURANCE HAAS & WILKERSON INSURANCE – With more than fifty years experience in the entertainment industry, Haas & Wilkerson provides insurance programs designed to meet the specific needs of your event. Clients throughout the U.S. include festivals, fairs, parades, carnivals, and more. Contact: Carol Porter, CPCU, Broker; Address: 4300 Shawnee Mission Parkway, Fairway, KS 66205; Phone: 800-821-7703; Fax: 913-676-9293; Email: carol.porter@hwins.com; Website: www.hwins.com. K & K INSURANCE – Serving more than 350,000 events, offering liability, property, and other specialty insurance coverages including parade, fireworks, umbrella, volunteer accident, and Directors and Officers liability. Address: PO Box 2338, Fort Wayne, IN 46801-2338; Call: 1-866-554-4636; Website: KandKinsurance.com. INTERNET POINTSMAP® - PointsMap® is a program that allows you to create a personalized Google® map or custom map for your viewers. Your map is accessible to anyone with an Internet connection - even on a Mobile Phone or iPad®! Beyond finding a specific point, PointsMap® specializes in providing detailed information, directions, videos, pictures and even the ability to "Go Inside!" Address: 1100 Riverfront Pkwy, Chattanooga, TN 37402-2171; Phone: 423-267-7680; Website: www.pointsmap.com QUICKEDGE™ (EDGEWORKS GROUP LLC) - Since 1994 our mission has been to drive more business through your website. We plan, design, build, and market successful websites by integrating customized online strategies including search engine optimization, affiliate marketing, email marketing, and more. If this kind of experience and approach is what you’re looking for, we’d love to hear from you. Address: 26361 Crown Valley Parkway, Suite 203, Mission Viejo CA 92691; Phone: 866-888-7313 x701; Email: info@edgeworksgroup.com; Website: www.edgeworksgroup.com. TICKETFLY - Ticketfly is an end-to-end, cloud-based social ticketing platform for professional event promoters and venues. The Ticketfly platform provides integrated ticketing, website, social marketing and analytics tools that save time, save money and sell more tickets. Address: 75 Federal St, San Francisco, CA 94107; Phone: 415-974-1500; Website: www.ticketfly.com RESTROOMS PORTABLE SANITATION ASSOCIATION INTERNATIONAL - Trade association representing U.S. and international companies who rent, sell, and manufacture portable sanitation services and equipment for construction, special events, emergency and other uses. Contact: D. Millicent Carroll, Industry Standards & Marketing; Address: 7800 Metro Parkway, Ste. 104, Bloomington, MN 55425; Phone: 800-822-3020 OR 952-854-8300; Fax: 952-854-7560; Email:portsan@aol.com; Website: www.psai.org. SPONSORSHIP IEG - Leading provider of information/expertise on sponsorship. Publisher of IEG: Sponsorship Report, Directory of Sponsorship Marketing, Legal Guide to Sponsorship. Producer: Event Marketing Seminar Series. Analysis: IEG Consulting. Contact: Lesa Ukman; Address: 640 N. LaSalle, Ste. 450, Chicago, IL, 60610; Phone: 312-944-1727; Fax: 312-944-1897; Email: lukman@sponsorship.com; Website: www.sponsorship.com. 74

IFEA’s ie: the business of international events

Summer 2012

Stephen King continued from page 12

What do you do to relax? My favorite thing to do is hang out with family and friends. Most of our friends have kids, so we enjoy hanging out and letting the kids run wild. I live in a great city with great people and an abundance of activities at any given time. Even Saturday soccer matches are like a family reunion with our friends. Our family loves road trips, so we find ourselves on the road, usually heading to another event! Other Background Experience I’ve had a variety of amazing experiences along the way. Teacher for seven years in Houston, TX. I wrote and had a play produced in the Fronteras Play Festival in Albuquerque, produced the Closing Ceremonies for the Texas AIDS Ride in Dallas, taught theatre and directed at Interlochen Arts Camp in Michigan, directed the Special Events efforts at Camp Wekeela in Canton, Maine. Produced the first (and only) outdoor music concert in the University of New Mexico’s Football Stadium. What’s the best advice you’ve ever received? Good question. I’ve had so many mentors along the way that I don’t know if it’s any one thing. Two of my favorite people and most influential to me becoming who I am today were my grandfathers. My Grandpa would grab me in a bear hug and then grab my face (you know how Grandpas do), look me straight in the eyes and ask “are you doing what makes you happy? Are you? Are you? You better be doing what makes you happy.” You can’t argue with Grandpa. What is your personal philosophy? If the horse is dead, get off it.

President’s Letter continued from page 6

cians tend to do). He happily took questions about local event-related issues and when asked about the possibility of Tucson applying for the IFEA World Festival & Event City Award, without a pause, he replied, “If that’s what we all want to set as our goal, let’s do it; but if we are going to do it, let’s be the best. We’ll learn along the way and if we don’t get it the first time, we’ll keep working until we do.” With that attitude and leadership, I see very little that will not be possible moving forward for the City and Events of Tucson and Southern Arizona. With similar commitment and collaboration every city, town or village – large and small – around the world can launch their own genesis of future successes. And while I was excited to find an example of a city that was inspired to emulate the successes of our previous IFEA World Festival & Event Cities, I realized that I had also found a city that is already inspirational in their own right for their mutual commitment to the success of their community.

Sustainable Event Management continued from page 14

5. OBJECTIVES Now you get specific. Write objectives and targets for the event from which your performance can be measured. This includes identifying ‘key sustainability indicators’ which are barometers to how well your efforts are going. If it is the first year of looking at sustainability, you will be measuring performance in order to establish a baseline from which future objectives can be set for continual improvement. 6. ACTION It’s time get active, roll out your plans, initiatives, programs, projects, campaigns and courses of action to improve your event’s sustainability performance and meet your objectives and targets. The SEA has included a menu of ‘off the shelf’ sustainability initiatives you can choose from and this will continue to grow as the SEA grows. 7. REPORTING Let’s see how you did. Here you will measure your performance against your set objectives and performance indicators. You will also produce a report which should include metrics as well as narrative or descriptive analysis on your approach to managing certain issues. If you’re interested, you may include Global Reporting Initiative Event Organiser Sector Supplement performance indicators against which to report. 8. DISCLOSURE Sustainability is all about transparency and so disclosing your performance to stakeholders or interested parties is an essential last step. You may also wish to be independently assessed for compliance with various standards or certifications. This of course includes the upcoming ISO 20121 standard. However other standards and certifications exist such as BS8901 (UK), BNQ 9700-353 (Quebec), Council for Responsible Sport certification (USA), CSA Z20120-10 (Canada), Eventi Sostenibili (Italy), Industry Green (UK), A Greener Festival Award (International), APEX/ASTM (USA), or SEMS (international). If you’re ready to take the first steps towards addressing sustainability, perhaps the SEA Roadmap route is for you. It is a gentle way to take the first steps towards improved sustainability performance. It is not a certification but instead a pledge by your event to becoming more sustainably managed. For more information on the roadmap, visit the SEA’s website: www.sustainable-event-alliance.org Meegan Jones is President of Sustainable Event Alliance and author of Sustainable Event Management: A Practical Guide, is director of GreenShoot Pacific, and was on the working groups to develop the GRI Event Organizer Sector Supplement and ISO 20121.

Note: The deadline for entries into the 2012 IFEA World Festival & Event City Awards is July 30th, 2012. Information and applications can be found on-line at www.ifea. com under Industry Awards.

Summer 2012

IFEA’s ie: the business of international events 75

IFEA

C AR E E R N E T WOR K

The Power of Bringing Great People Together with Great Careers Looking for an experienced employee to fill that vital job position? Interested in a career or wanting to advance yourself in the festivals and events field? Want to be sure that you target the top people in the festivals and events industry and ensure that your organization doesn't miss the most qualified candidate available? IFEA's Career Network can help. Now with a new partnership through online job board and applicant tracking system, TeamWork Online, your search base for positions and your reach to find qualified candidates has grown exponentially within the live festivals & events industry. With a reach of over 1.25 million potential candidates and educators interested in sports and live event positions, this new partnership between IFEA and TeamWork Online not only brings increased qualified candidates to your employment position,

but also increased employment positions to those candidates looking for employment! Positions range from top management positions such as CEO, Presidents and Executive Director to Special Events Coordinator, Volunteer Coordinator, Sponsorship Sales and more. Even internship and volunteer positions can be posted! Even better, if there’s not a position posted in an area or company you’re interested in, the TeamWork Online system can notify you when something becomes available! It’s an ever expansive employment network that is constantly talking and working on your behalf! If you are currently in search of a candidate, or are someone in search of employment, get started in your search today through IFEA Partner, TeamWork Online.

Got www.ifea.com and look under Resources

Spring 2012 IFEAâ&#x20AC;&#x2122;s ie: the business of international events