{"id":17371,"date":"2019-09-26T07:14:56","date_gmt":"2019-09-26T12:14:56","guid":{"rendered":"https:\/\/blog.qceventplanning.com\/?p=17371"},"modified":"2019-09-26T07:14:56","modified_gmt":"2019-09-26T12:14:56","slug":"how-plan-large-festival-1-year-event-planner-guide","status":"publish","type":"post","link":"https:\/\/www.qceventplanning.com\/blog\/2019\/09\/how-plan-large-festival-1-year-event-planner-guide","title":{"rendered":"How to Plan a Large Arts Festival in 1 Year"},"content":{"rendered":"<p><em>Alyssa Perna has over a decade of event operations experience for leading multinational business-to-business conferences, festivals and trade shows, press conferences, large-scale fundraisers, complex social events, and more. She is the founder of\u00a0<a href=\"http:\/\/www.experiencevents.com\/\" target=\"_blank\" rel=\"noopener noreferrer\">Experience Events<\/a>, the Managing Director of\u00a0<a href=\"http:\/\/ingenuitycleveland.com\/\" target=\"_blank\" rel=\"noopener noreferrer\">Ingenuity Cleveland<\/a>, and the lead instructor (and tutor!) for QC\u2019s\u00a0<a href=\"https:\/\/www.qceventplanning.com\/online-event-courses\/corporate-event-planning\/\" target=\"_blank\" rel=\"noopener noreferrer\">Corporate Event Planning Course<\/a>. This is Part 1 of the Festival Planning series documenting Alyssa&#8217;s experience planning IngenuityFest!<\/em><\/p>\n<p>I recently left a full-time job to work part-time for <em>Ingenuity<\/em>, a local non-profit. Unlike for-profit companies, a non-profit organization advocates for a particular cause such as education initiatives or animal rights.<\/p>\n<p>Founded 15 years ago, <em>Ingenuity<\/em> is an arts and cultural organization in Cleveland, Ohio. <em>Ingenuity<\/em>\u2019s mission is to ignite the creative spark where the arts, science, and technology intersect. They do this through <em>IngenuityFest<\/em>!<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" width=\"672\" height=\"448\" class=\"alignnone size-full wp-image-17374\" src=\"https:\/\/blog.qceventplanning.com\/wp-content\/uploads\/2019\/09\/Event-in-post-135x135-2019-09-25T162843.166.jpg\" alt=\"festival artist showing off light and fire play\" srcset=\"https:\/\/www.qceventplanning.com\/blog\/wp-content\/uploads\/2019\/09\/Event-in-post-135x135-2019-09-25T162843.166.jpg 672w, https:\/\/www.qceventplanning.com\/blog\/wp-content\/uploads\/2019\/09\/Event-in-post-135x135-2019-09-25T162843.166-300x200.jpg 300w\" sizes=\"auto, (max-width: 672px) 100vw, 672px\" \/><\/p>\n<p><u><a href=\"http:\/\/ingenuitycleveland.com\/ingenuityfest\/\" target=\"_blank\" rel=\"noopener noreferrer\"><em>IngenuityFest<\/em> <\/a><\/u>is an annual arts and music festival with a new theme each year. The festival draws close to 20,000 attendees over a 3-day weekend. Musical, theatrical, and dance acts perform on the festival\u2019s six stages. Besides stage performances, there are a plethora of maker activities, artist installations, small businesses tabletops, <a href=\"https:\/\/blog.qceventplanning.com\/2018\/09\/food-truck-catering-a-guide-for-event-managers\/\" target=\"_blank\" rel=\"noopener noreferrer\">food trucks<\/a>, and booths with community partners.<\/p>\n<div id=\"ez-toc-container\" class=\"ez-toc-v2_0_80 counter-hierarchy ez-toc-counter ez-toc-grey ez-toc-container-direction\">\n<div class=\"ez-toc-title-container\">\n<p class=\"ez-toc-title\" style=\"cursor:inherit\">Table of Contents<\/p>\n<span class=\"ez-toc-title-toggle\"><a href=\"#\" class=\"ez-toc-pull-right ez-toc-btn ez-toc-btn-xs ez-toc-btn-default ez-toc-toggle\" aria-label=\"Toggle Table of Content\"><span class=\"ez-toc-js-icon-con\"><span class=\"\"><span class=\"eztoc-hide\" style=\"display:none;\">Toggle<\/span><span class=\"ez-toc-icon-toggle-span\"><svg style=\"fill: #999;color:#999\" xmlns=\"http:\/\/www.w3.org\/2000\/svg\" class=\"list-377408\" width=\"20px\" height=\"20px\" viewBox=\"0 0 24 24\" fill=\"none\"><path d=\"M6 6H4v2h2V6zm14 0H8v2h12V6zM4 11h2v2H4v-2zm16 0H8v2h12v-2zM4 16h2v2H4v-2zm16 0H8v2h12v-2z\" fill=\"currentColor\"><\/path><\/svg><svg style=\"fill: #999;color:#999\" class=\"arrow-unsorted-368013\" xmlns=\"http:\/\/www.w3.org\/2000\/svg\" width=\"10px\" height=\"10px\" viewBox=\"0 0 24 24\" version=\"1.2\" baseProfile=\"tiny\"><path d=\"M18.2 9.3l-6.2-6.3-6.2 6.3c-.2.2-.3.4-.3.7s.1.5.3.7c.2.2.4.3.7.3h11c.3 0 .5-.1.7-.3.2-.2.3-.5.3-.7s-.1-.5-.3-.7zM5.8 14.7l6.2 6.3 6.2-6.3c.2-.2.3-.5.3-.7s-.1-.5-.3-.7c-.2-.2-.4-.3-.7-.3h-11c-.3 0-.5.1-.7.3-.2.2-.3.5-.3.7s.1.5.3.7z\"\/><\/svg><\/span><\/span><\/span><\/a><\/span><\/div>\n<nav><ul class='ez-toc-list ez-toc-list-level-1 eztoc-toggle-hide-by-default' ><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-1\" href=\"https:\/\/www.qceventplanning.com\/blog\/2019\/09\/how-plan-large-festival-1-year-event-planner-guide\/#Becoming_the_Managing_Director_for_Ingenuity_Cleveland\" >Becoming the Managing Director for Ingenuity Cleveland<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-2\" href=\"https:\/\/www.qceventplanning.com\/blog\/2019\/09\/how-plan-large-festival-1-year-event-planner-guide\/#Obtaining_All_the_Right_Permits\" >Obtaining All the Right Permits<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-3\" href=\"https:\/\/www.qceventplanning.com\/blog\/2019\/09\/how-plan-large-festival-1-year-event-planner-guide\/#Coordinating_the_Team\" >Coordinating the Team<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-4\" href=\"https:\/\/www.qceventplanning.com\/blog\/2019\/09\/how-plan-large-festival-1-year-event-planner-guide\/#Attend_Weekly_Meetings\" >Attend Weekly Meetings<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-5\" href=\"https:\/\/www.qceventplanning.com\/blog\/2019\/09\/how-plan-large-festival-1-year-event-planner-guide\/#A_Few_Weeks_Before_the_Festival\" >A Few Weeks Before the Festival<\/a><\/li><\/ul><\/nav><\/div>\n<h2><span class=\"ez-toc-section\" id=\"Becoming_the_Managing_Director_for_Ingenuity_Cleveland\"><\/span>Becoming the Managing Director for <em>Ingenuity Cleveland<\/em><span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>I have a lot of event management experience, but I\u2019ve never planned a large-scale festival. Luckily, my team is small but mighty, and we have a large group of passionate volunteers. Without them, we wouldn\u2019t have a festival!<\/p>\n<p>Our organization is comprised of an Artistic Director who develops the vision of the event. Having a hand at realizing the theme, art installations, and creative projects. Our Marketing Manager writes compelling content, coordinates media partnerships, and designs our marketing collateral. I joined the organization to provide event\u00a0planning and logistical support, from budget management to developing corporate partnerships, and more. But our duties went beyond our <a href=\"https:\/\/www.qceventplanning.com\/career-training\/event-planner-job-descriptions\/\" target=\"_blank\" rel=\"noopener noreferrer\">job descriptions<\/a>. Often, we wear many hats to achieve the big picture\u2014pulling off an awesome community event!<\/p>\n<p>Many wheels were already in motion when I joined the organization back in August. When I joined, the Artistic Director had already met with various departments at the City of Cleveland. I quickly learned that there is a <em>ton<\/em> of paperwork and permitting required to host a large-scale festival.<\/p>\n<h2><span class=\"ez-toc-section\" id=\"Obtaining_All_the_Right_Permits\"><\/span>Obtaining All the Right Permits<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p><img loading=\"lazy\" decoding=\"async\" width=\"672\" height=\"448\" class=\"alignnone size-full wp-image-17375\" src=\"https:\/\/blog.qceventplanning.com\/wp-content\/uploads\/2019\/09\/Event-in-post-135x135-2019-09-25T163200.884.jpg\" alt=\"outdoor festival goers with beer and liquor\" srcset=\"https:\/\/www.qceventplanning.com\/blog\/wp-content\/uploads\/2019\/09\/Event-in-post-135x135-2019-09-25T163200.884.jpg 672w, https:\/\/www.qceventplanning.com\/blog\/wp-content\/uploads\/2019\/09\/Event-in-post-135x135-2019-09-25T163200.884-300x200.jpg 300w\" sizes=\"auto, (max-width: 672px) 100vw, 672px\" \/><\/p>\n<p>The <u><a href=\"http:\/\/www.city.cleveland.oh.us\/CityofCleveland\/Home\/Government\/CityAgencies\/ParksRecreationandProperties\/DivisionofSpecialEvents\" target=\"_blank\" rel=\"noopener noreferrer\">Division of Special Events<\/a><\/u> issues special-use permits for large-scale city events. An event of our scale requires multiple permits and paperwork approving us to legally operate our festival on city grounds.<\/p>\n<p>For example, our festival footprint must be reviewed, modified, and approved by the fire department before we have permission to operate. We must apply for Ohio\u2019s F2 liquor permit, designed to allow no-profit organizations to obtain temporary liquor permits to sell or serve alcohol at special events.<\/p>\n<p>With permits, timing is of the essence. If you miss one of the many deadlines, you\u2019re out of luck, and you can\u2019t host your event! Want to see how intense the city approvals and permitting can be? Check out the City of Cleveland\u2019s large-scale <u><a href=\"http:\/\/www.city.cleveland.oh.us\/sites\/default\/files\/forms_publications\/SpecialEventsPlanningGuide.pdf\" target=\"_blank\" rel=\"noopener noreferrer\">event planning guide<\/a><\/u>!<\/p>\n<h2><span class=\"ez-toc-section\" id=\"Coordinating_the_Team\"><\/span>Coordinating the Team<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>As you can imagine, putting on a large can\u2019t be done by only a few staff members. In order to function and operate at a reasonable capacity, we contract local rockstars who help us coordinate bands, live performances, artisan vendors, food trucks, art and other elements of the festival.<\/p>\n<p>For example, we have an amazing volunteer coordinator who is tasked with recruiting, assigning and training over 300 volunteers throughout the festival! She has many years of media, volunteer, and non-profit management experience. We trust her to execute the role with minimal help and supervision from our staff.<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" width=\"672\" height=\"448\" class=\"alignnone size-full wp-image-17379\" src=\"https:\/\/blog.qceventplanning.com\/wp-content\/uploads\/2019\/09\/Event-in-post-135x135-2.png\" alt=\"outdoor music festival stage with audience\" srcset=\"https:\/\/www.qceventplanning.com\/blog\/wp-content\/uploads\/2019\/09\/Event-in-post-135x135-2.png 672w, https:\/\/www.qceventplanning.com\/blog\/wp-content\/uploads\/2019\/09\/Event-in-post-135x135-2-300x200.png 300w\" sizes=\"auto, (max-width: 672px) 100vw, 672px\" \/><\/p>\n<p>Beyond this, we rely heavily on our volunteers to design and execute large-scale art installations. We have a group of volunteers called the \u201cIngineers\u201d who meet weekly and contribute to creating many of the festival\u2019s art installations. They use one another\u2019s tools and talent to be successful. It\u2019s a truly fascinating community of creatives who enjoy collaborating to produce these works of art.<\/p>\n<h2><span class=\"ez-toc-section\" id=\"Attend_Weekly_Meetings\"><\/span>Attend Weekly Meetings<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>For many months, the core festival planning crew has met weekly. In the meetings, we discussed recently completed tasks, what\u2019s left to do, and what planning aspects need extra attention and help. We discuss challenges and key initiatives to keep the project moving along.<\/p>\n<p>Beyond weekly meetings, staff members talk daily to coordinate activities and lend a hand where it\u2019s needed. Daily tasks consist of a wide range of odds and ends:<\/p>\n<ul>\n<li>showing a vendor their space<\/li>\n<li>selling corporate sponsorships<\/li>\n<li>making bank deposits<\/li>\n<li>picking up a trunk full of 35,000 granola bars<\/li>\n<li>filling a pothole<\/li>\n<\/ul>\n<p>And so many more tasks. Each day brings a lot of variety and a lot of fun.<\/p>\n<h2><img loading=\"lazy\" decoding=\"async\" width=\"672\" height=\"448\" class=\"alignnone size-full wp-image-17377\" src=\"https:\/\/blog.qceventplanning.com\/wp-content\/uploads\/2019\/09\/Event-in-post-135x135-2019-09-25T163704.461.jpg\" alt=\"meeting for event planners\" srcset=\"https:\/\/www.qceventplanning.com\/blog\/wp-content\/uploads\/2019\/09\/Event-in-post-135x135-2019-09-25T163704.461.jpg 672w, https:\/\/www.qceventplanning.com\/blog\/wp-content\/uploads\/2019\/09\/Event-in-post-135x135-2019-09-25T163704.461-300x200.jpg 300w\" sizes=\"auto, (max-width: 672px) 100vw, 672px\" \/><\/h2>\n<h2><span class=\"ez-toc-section\" id=\"A_Few_Weeks_Before_the_Festival\"><\/span>A Few Weeks Before the Festival<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>My first six weeks at the organization flew by! I had plenty of things to get done. Now, we\u2019re less than 2 weeks away from the festival, and the countdown begins!<\/p>\n<p>Every minute counts. Right now the festival grounds are cluttered with art installations; artists are working hard to put the final touches onto their pieces before installing them. We\u2019re getting bombarded with calls and emails from vendors and festival-goers who want more information.<\/p>\n<p>We\u2019re finishing up the festival guide and map, advertising the festival all over Northeast Ohio, putting the finishing touches on signage, collecting collateral needed from corporate vendors and so much more. It\u2019s chaotic, but so much fun.<\/p>\n<p>Have you ever planned a community event? Let us know your experience in the comments!<\/p>\n<h3 align=\"center\"><em>To learn how to plan a festival yourself, check out QC\u2019s <a href=\"https:\/\/www.qceventplanning.com\/online-event-courses\/festivals-and-live-events\/\" target=\"_blank\" rel=\"noopener noreferrer\">Festival and Live Events Course<\/a>!<\/em><\/h3>\n","protected":false},"excerpt":{"rendered":"<p>QC instructor and tutor Alyssa Perna shares how she&#8217;s transitioned from a corporate event planning job to becoming a festival planner. <\/p>\n","protected":false},"author":9,"featured_media":17378,"comment_status":"open","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"inline_featured_image":false,"footnotes":""},"categories":[3,9,21],"tags":[],"ppma_author":[351],"class_list":["post-17371","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-event-planning-tips","category-from-the-experts","category-planning-tips"],"yoast_head":"<!-- This site is optimized with the Yoast SEO Premium plugin v26.6 (Yoast SEO v26.6) - 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