MAIN STREET MUSIC SERIES 2014

Event Plan

Mission of The Downtown Farmville Partnership:

“The Mission of Farmville Downtown is to bring together the residents, merchants, and students of Farmville to preserve downtown’s role as the center of our historic community, and to plan for the future of Farmville as an exciting and profitable place to live, learn, open a business, and visit.”

MSMS’ Goal:

“To produce a highly acclaimed monthly concert series that provides cultural enrichment and entertainment in Farmville Downtown.”

IMMEDIATE CONTACT LIST:

Name / Phone / E-mail
Farmville Downtown Partnership:
Committee Chair:
Promotions:
Event Coordination/ Logistics:
Production/ Artist Relations:

VOLUNTEER CONTACT LIST:

Name / Phone / E-mail
1.
2.
3.
4.
5.
6.
7.
8.

Event Logistics

Opening Artist and Contact:
Headlining Artist and Contact:
Other talent and Contact:
Location of event/ Rain location:
Contact for Location/ Rain location:
Connection to the FDP Mission – why:
How does this bring the town together?
How does this promote the downtown district as a profitable destination?
Message - what:
Who is the target audience?
What do you want to say to the target audience?
What do you want them to know/do?
Risk assessment – what:
Identify possible risks and develop strategies to minimise risks. / Risk: / Solution:
Evaluation of previous concert:
What were the intended/unintended outcomes?
How do we measure effectiveness?
What tools do we use to measure our success?
Phase 1 / Person responsible / Action / Date to be
completed
Budget:
 Source identified
 Sponsorship
o Checks / Budget:
Breakdown:
______
Protocol:
 Request to invite President of Downtown Farmville in writing and timely (six to eight weeks prior to event)
 Protocol issues (relating to Commonwealth/State funding)
o Protocol with the Crute Stage
Invitations:
 E-mail list generated/updated
 Facebook Event composed
 Invitation composed
 Invitation checked
 Invitations sent
Catering:
 Caterer contacted
 Menu
o Catering confirmed
Phase 2 / Person responsible / Action / Date to be completed
Promotion
Who is the target audience?
 Press Release
 Feature Story
- Facebook event
- The Southside Messenger
- The Farmville Herald
- FDP Blog
- Dispatch
Sound
 Book and brief
 Extra supplies
Program/running sheet/speeches
 Program finalized
 Running sheet written
 Program/running sheet sent to talent(s)
 Talent(s) fully briefed
 Let caterers know program – when and where to serve drinks/food
Security
 Security alerted
 Street Closing and Contact
Ambience
o FDP Promotional materials
o Banner for the stage
Phase 3 / Person responsible / Action / Date to be completed
Guest comfort
 Wheelchair access
 Toilet facilities
Hospitality
 Welcome signage at entrance
 Water for talent
o Cooler for water
o Towels for talent
o Ice
o Sound Help?
Housekeeping
 Cleaning before and after
 On standby during the event
On the day
 Time for set up by whom
 Time for dismantle by whom
 Stage set-up
 Caterer layout
 Kid’s corner layout
 Floor plan
 Clear location directions to talent
After The Show
 Person responsible
 Debrief
 Comments on all aspects (negative and positive)
 Guest feedback
 Guidelines for improvement next time
 Evaluation against criteria
 Celebration
 Thankyou’s
-  Sponsors
-  FDP
-  High Bridge Railroad Club
-  The Café At Poplar Hall

Evaluation:

Pros: / Cons:

Wish List:

What could work better next time?

What worked best this time?

What were we missing?

______

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