Decatur Morgan County Tourism Festival Planners Guide

Dear Festival/ Event Organizer:

We are here to serve you!

Nowhere does southern hospitality shine brighter than right here in Decatur, Alabama Conveniently located off of I-65 and nestled between the Tennessee River and the foothills of the Appalachian Mountains, Morgan County offers modern-day conveniences without the hustle and bustle associated with large cities The friendliness and charm exhibited by Decatur offers a nice alternative to a large metropolitan area all while delivering results for you.

Designed with you in mind, this festival/event guide will make your job in planning a successful event much easier The booklet offers guidance on promotions, organizing, permits, and budgets.

The entire staff of Decatur Morgan County Tourism is dedicated to helping you plan a successful event No matter the size of your festival or event, we will walk with you through the entire process -- from planning to execution -- in a friendly, professional manner.

Thank you for your consideration in having your next event in Decatur, Alabama. From creative ideas right down to attention to detail, we are here to serve you

Sincerely,

Danielle Gibson

Danielle Gibson President & CEO

Decatu Guide

Planning

Allow up to six months of planning time Potential sponsors often make decisions a year in advance and many organizations and media outlets that can help you promote the event have deadlines of two months or more prior to publication You will also need this time to select a location, submit space applications (if any), and securing insurance coverage

Choosing a date

Depending on the focus of your event, you should consider:

Weather

Competition with other events (Check the Decatur-Morgan County Convention and Visitors Bureau web site at wwwDecaturCVBorg for a list of known festivals) You may also wish to check dates for major events outside the area, such as Alabama or Auburn football games, and events in nearby cities such as Huntsville You also must consider the availability of vendors and exhibitors during the busy summer months

Licensing, Permits, Insurance, Waivers

Parks and other areas are usually available for public use but may require the submission of a permit application and accompanying fee several months in advance of the event

A complete list of downloadable city permits are available at: cityofdecaturalcom/businesspermitslicenses

Government organizations to check with for use of public areas are:

Decatur Parks & Recreation Department :(256) 351-4930 wwwdecaturparkscom email: aperez@decatur-algov

Hartselle Parks & Recreation Department: (256) 773-2581 wwwhartselleorg email: zachmanning@hartselleorg

Morgan County Parks Department: (256)-560-6070 wwwcomorganalus email: Sdailey@morgancounty-algov

In addition to checking with the local Parks & Recreation Department, some communities may require vendors who sell items on site to be licensed, may require taxes to be collected on sold items by vendors, and may require permits to stage the event

Traffic

It is important that you notify your local police department or the sheriff's office of your event at least two weeks in advance so they will be able to plan for, and assist, with traffic control These include:

Decatur Police Department (256) 341-4600

Hartselle Police Department (256) 773-6534

Priceville Police Department (256) 355-5502

Morgan County Sheriff's Office (256) 351-4800

Insurance

The sponsoring organization should include the purchase of insurance to cover any unexpected incidents during the event Most vendors and outfitters will carry their own insurance coverage but you may consider requiring participants to sign a waiver It is important to verify existing coverage well in advance and to expand coverage for the festival if necessary

NOTE: Insurance policies may be obtained from SS Nesbitt - Ron Earley, 256-260-1218, rearley@ssnesbittcom

Weather Planning

Whether you plan your festival for spring, summer, fall, or winter the inconsistency of local weather must be taken into consideration If an alternate rain date is planned for, a contingency plan should be in place well before festival day to minimize confusion and chaos

If your event is planned for a time when severe weather is possible, you should check with the Morgan County Emergency Management Authority at (256) 351-4620 for alert procedures

Food Inspection

If your event will include food vendors, it is important that you contact the Morgan County Health Inspector to see if a health inspection is required and, if so, to schedule a time for this to be done and determine if there are any associated fees with the inspection Ensure that any food trucks meet AHJ requirements for fire and life safety and have a current inspection with that AHJ

Morgan County Health Department 3821 Highway 31 South Decatur, AL 35603 (256) 353-7021

wwwalabamapublichealthcom

Stage

Should you require a stage for your festival/event, Decatur Parks & Recreation has available a portable stage for local use Please contact Skylar Mills with Decatur Parks & Recreation for requirements and additional information

Skylar Mills: (256) 341-4829 smills@decatur-algov

Tent

Should you need a tent for your festival/event tents may be rented from the following suppliers: Tents in Decatur require permitting through the Decatur Building Dept

Americ Equipment Rental 950 Hwy 31 NW, Hartselle, AL 35640 (256)-773-3051

SouthernTent 1531 4th Ave. SE, Decatur, AL 35601 (256)-351-7050

Rental World 2713 Spring Ave SW, Decatur, AL 35601 (256)-350-3333

Classic Party Rentals 1375 Heil Quaker Blvd, Nashville, TN 37086 (615)-641-11111

Just Add Kidz 7090 County Rd 434, Trinity, AL 35673 (256)-974-0602

Security

Off-dutypoliceofficersanddeputies,aswellasprivatesecurityfirmsarea securityforyourevent Contactsforthisserviceinclude:

DecaturPoliceDepartment-(256)341-4600

HartsellePoliceDepartment-(256)773-6534

PricevillePoliceDepartment-(256)355-5476

MorganCountySheriff’sOffice-(256)351-4800

AlertOneSecurity-(256)350-7755

DynamicSecurity-(256)353-2877

MurrayGuardInc -(256)350-6681

O’SullivanSecurityService-(256)214-1799

VinsonGuardService-(256)355-4451

VideoProductionSupplier

CompaniesinDecatur-MorganCountythatprovidefullvideoproductionforpromotionalvideosor avideodocumentationofyoureventinclude:

FreedomLightProductions

214LarkwoodDr SWDecatur,AL35601

P/F:(256)355-6073

C:(256)565-7111 wwwfreedomlightonlinecom

InnovativePromotionalIdeas

Printticketswithblanksfornameandemailaddresssoyoucanbuildanemaillistforyour nextfestival/event (BesuretocomplywithCAN-SPAMlaws,whichareeasytofollow)

IncludeVendors,Bandsandotheractsthatwillappearatyoureventinyourpromotional emails Manytimes,theywillusethesematerialsontheirwebsitesandintheownselfpromotionstotellwheretheywillbeappearingnext

ProvocativeSubjectlinesinyourmasse-mailstendtoofferthereadersomesortofbenefit andareopenedmorefrequently NeveruseallcapitallettersinyourSubjectline

Havelocalrestaurants/pubsputtabletentsontables

Securesponsorsforyourevent Thisisagreatwaytogetseedmoneyinthedoorandalso togetlarge,localcompaniestotakenoteoftheeventatanearlystage

Promisecorporatesponsorsextraattentionatyourevent,suchasaspecialreceptionfortheir employees,aspecial“shoutout”fromthestage,and/or“free”ticketstoyourevent.

Ideas for getting Newspaper Coverage

When you ’ re trying to obtain newspaper coverage, your goal is to get a “ than a community calendar listing Follow this advice and your coverage will move off the calendar page toward the front page

1) Make your event “ paper friendly”

Newspaper readership has declined through the years so local print publications are as eager as ever to cooperate with people who bring “paper-friendly” stories to their attention You might send the first press release two months out to get the media’s attention and to secure a calendar listing but don’t expect them to do a feature story until fourteen days in advance “Paper friendly means

2) Always talk to a person at the newspaper office

Mailing a press release usually will not get the job done To get a feature article you must make at least one and probably more phone calls to the newspaper Don’t call until you have the name of the “City Desk Editors,” “Managing Editor,” or a specific staff writer who covers comparable events You can learn these names by reading the publications editorial box or scanning the paper for bylines. Many newspapers print their writers’ e-mail addresses in the paper.

3) Speak the reporter’s language

When you establish contact with a specific editor or writer, be sure to offer a succinct “story lead” containing the “five Ws” (who, what, where, when, why) and say this exact phrase: “I'm sure your readership will find this information useful”

4) Offer an interview

Tell the newspaper that your event’s Big Shot is available for an interview This offer will be better received if the Big Shot you ’ re talking about is not you Ask the reporter how they would like to receive the “head shot” This conveys the Star Power of your story and helps the reporter realize this is a feature story rather than just a calendar listing. A photo and an interview will bulk up the actual column inches your story receives When the newspaper is laid out, the largest stories are placed nearer the front page and more toward the top of the page These locations have the highest readership

Social Media Promotion

It is very important to promote your festival/ event on social media This is a great way to get free promotion therefore you should use it as a resource There are a couple of things you can do on social media to help promote your festival/ event

1) Use Facebook- You can create an event page on Facebook that allows you to post details and updates to your event Creating an event page on Facebook is simple and allows users to "like" and share your event with their friends

2) Promote your festival/ event logos, flyers, and graphics via social media platforms: Instagram, Facebook, LinkedIn, and Twitter

Newspapers:

Promotion and Publicity

The Decatur Daily 201 1st Ave, SE Decatur, AL 35601 (256)350-2488 (Living Section)

news

The Moulton Advertiser 659 Main St Moulton, AL 35650 256-974-1114

teresa@moultonadvertisercom

www.moultonadvertiser.com

The Hartselle Enquirer 206 Cedar Street NW, Hartselle, AL 35640 Mailing Address: PO Box 929, Hartselle, AL 35640 (256) 773-6566

publicnotices@hartselleenquirercom

wwwhartselleenquirercom

The Huntsville Times (Digital onlyAddress: 2217 S Memorial Pkwy Huntsville, AL 35801 (256) 532-4000

news@alcom

wwwalcom/huntsville

The Florence Times Daily 219 W Tennessee St Florence, AL 35630 (256) 766-3434

wwwtimesdailycom

The Franklin County Times Byars Building 501 N Jackson Ave Suite 7

Russellville, AL 35653

Mailing Address: PO Box 1088 Russellville, AL 35653 256-332-1881

wwwfranklincountytimescom

The Advertiser-Gleam PO Box 190 2218 Taylor St Guntersville, AL 35976 256-582-3232

news@advertisergleamcom

Alexander City Outlook

Alexander City, AL (256) 234-4281

lizigwin@alexcityoutlookcom

Anniston Star 4305 McClellan Blvd, Anniston, AL 36206 (256) 236-1551

news@annistonstarcom

Arab Tribune PO Box 605 Arab, AL 35016 256-586-3188

tribnews@otelconet

Athens News Courier 410 W. Green St. PO Box 670 Athens, AL 35611 (256) 232-2720

wwwenewscouriercom

Birmingham News 2201 4th Ave N, Birmingham, AL 205-325-2211

wwwalcom/birmingham

Blount Countain PO Box 310 • 217 Third Street South Oneonta, AL 35121 (205) 625-3231

news@blountcountiancom

Cullman Times 300 4th Avenue, SE Cullman, AL 35055 256-734-2131

editorial@cullmantimescom

advertising@cullmantimescom

Fort Payne Times Journal 811 Greenhill Blvd NW Fort Payne, AL 35967

Mailing Address: PO Box 680349 Fort Payne, AL 35968-1604

256-845-2550

Promotion and Publicity

Colbert County Reporter

106 W 5th St, Tuscumbia, AL 35674 (256) 383-8471 colbertcountyreporter1@gmailcom

Courier Journal 219 W Tennessee St Florence, AL 35630 256-764-4268 editor@courierjournalnet

Cullman Tribute 219 Second Ave SE Cullman, AL 35055 256-739-1351 news@cullmantribunecom

Franklin Free Press 113 Washington Ave NW | Russellville, AL 35653 256-332-0255 franklinfreepress@yahoocom

Gadsden Times 401 Locust St, Gadsden, Ala Mailing address P.O. Box 188, Gadsden AL 35902

1-800-950-2022 wwwgadsdentimescom

Madison County Record

7734 Madison Blvd. Suite 115 Huntsville, AL 35806 256-772-6677

news@madisoncountyrecordcom

Northwest Alabama News PO Box 430 Haleyville, AL 35565-0430

wwwmynwapapercom/contact

Sand Mountain Reporter 256-840-3000 news@sandmountainreportercom

The Daily Sentienl 701 Veterans Drive P.O. Box 220 Scottsboro, Alabama 35768 256-259-1020 jcsentinelcom

Times Journal 811 Greenhill Blvd. NW Fort Payne, AL 35967 PO Box 680349 Fort Payne, AL 35968-1604 256-845-2550

editor@times-journalcom

East Lauderdale News 1617 Lee St Rogersville, AL 35652

Mailing address: PO Box 479 Rogersville, AL 35652 256-247-5565

eastlauderdalenewscom

Radio Stations

Promotion and Publicity

WALW Moulton 531 Walnut St, Moulton, AL 35650 (256) 905-4400

WEUP Huntsville 2609 Jordan Lane, NW Huntsville, Alabama 35816 (256) 837-9387

WQAH Huntsville (256) 773-4114 info@WQAH.com

WRSA Huntsville 8402 Memorial Parkway SW Huntsville, AL 35802 (256) 885-9797

WYAM Decatur 1301 Central Pkwy SW Decatur AL 35601 (256) 355-4567

WZYP Athens 1717 Hwy 72 East Athens, AL (256) 830-8300 stevesmith@cumuluscom

WARH Huntsville 1555 The Boardwalk, Suite 1 Huntsville, AL 35816

2565361568

rcarroll@radiohuntsvillecom

WDRM Madison 26869 Peoples Rd Madison, AL 35756 256-309-2400

WFIX Florence PO Box 397 Florence, AL 35631 (256) 764-9964

WFMH-AM Cullman 1707 Warnke Road, NW Cullman, Alabama 35055 (256)-734-3271 jimmydaletnt@gmailcom

WGSV-AM Guntersville 2301 Thomas Ave Guntersville, AL 35976 (256) 582-8131 wgsv@wgsv.com

WLRH Huntsville 1020 John Wright Dr NW, Huntsville (256) 895-9574.

WQLT Florence 624 Sam Phillips St | Florence, AL | 35630 256-764-8121

WTAK Huntsville 26869 Peoples Rd, Huntsville, AL 35756 (256) 772-9825

Television Stations

WHNT Decatur Newsroom 200 Holmes Avenue NW Huntsville, AL 35801 (256) 534-7226

WAFF 1414 N Memorial Parkway Huntsville, AL 35801 (256) 533-4848 waff-newstips@graytv

Promotion and Publicity WHDF/UPN 1309 N Memorial ParkwayHuntsville, AL 35801 (256) 536-1550

WYAM Decatur 1301 Central Pkwy SW Decatur AL 35601 (256) 355-4567

WAAY 1000 Monte Sano Blvd Huntsville, AL 35801 256-533-3131 newsroom@waaytv.com

Fox 54 Huntsville wwwrocketcitynowcom

ZTV-11 Athens 1785 US Hwy 72 E, Athens, AL 35611 (256) 230-4988

Please send a notice of your event to local Chamber and Visitor's center

Decatur Morgan County Tourism 350 Market St NE Decatur,AL 35601 (256)-350-2028 VisitDecaturALorg

Decatur Morgan County Chamber of Commerce 515 6th Ave NE Decatur, AL 35601 (256)353-5312 dccorg

Hartselle Chamber of Commerce 110 Railroad St SW Hartselle, AL 35640 (256) 773-4370

hartsellechambercom

Location:

Date of Event: Time:

Request:

Purpose:

Requested by: Name Organization Address Phone

Date requested:

APPLICATION

TEMPORARY STREET BARRICADE PERMIT

Approval: Chief of Police

Approval: Fire Chief

Approval: Mayor Mail completed form to: Mayor’s Office City of Decatur P.O. Box 488 Decatur, AL 35602 Or fax to: 256-341-4504

Grants and Contributions

Sponsorships

Vendor Fees

Parking Fees

Entrance Fees

In-Kind Donations

Total Income

Salaries and Consultant Fee

Event Coordinator

Marketing/PR

Clerical Support

Designer

Equipment and Supplies

Tents

Signs and Banners

Letterhead, envelopes

Office supplies

Portable Toilets

Dumpster, trash receptacles, recycling

Tables

Salaries and Consultant Fee

Event Coordinator

Marketing/PR

Clerical Support

Designer

Equipment and Supplies

Tents

Signs and Banners

Letterhead, envelopes

Office supplies

Portable Toilets

Dumpster, trash receptacles, recycling

Tables