{"id":17422,"date":"2019-10-08T07:35:07","date_gmt":"2019-10-08T12:35:07","guid":{"rendered":"https:\/\/blog.qceventplanning.com\/?p=17422"},"modified":"2019-10-08T07:35:07","modified_gmt":"2019-10-08T12:35:07","slug":"24-hours-before-the-festival-the-event-planners-role","status":"publish","type":"post","link":"https:\/\/www.qceventplanning.com\/blog\/2019\/10\/24-hours-before-the-festival-the-event-planners-role","title":{"rendered":"24 Hours Before the Festival: The Event Planner\u2019s Role"},"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 3 of the Festival Planning series documenting Alyssa\u2019s experience planning IngenuityFest!<\/em><\/p>\n<p><a href=\"http:\/\/ingenuitycleveland.com\/ingenuityfest\/\" target=\"_blank\" rel=\"noopener noreferrer\">IngenuityFest 2019<\/a> has concluded, and all I can say is\u2026<em>wow<strong>,<\/strong><\/em> what a whirlwind!<\/p>\n<p>The week before the festival was crazy. The insane hours of work and exhaustion turned into adrenaline that enabled staff to get through the long days. The festival planning experience was chaotic, but it was <em>so much fun<\/em>.<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" width=\"672\" height=\"448\" class=\"alignnone size-full wp-image-17423\" src=\"https:\/\/blog.qceventplanning.com\/wp-content\/uploads\/2019\/10\/Event-in-post-135x135-2019-10-07T164036.629.jpg\" alt=\"IngenuityFestival cleveland aerial view\" srcset=\"https:\/\/www.qceventplanning.com\/blog\/wp-content\/uploads\/2019\/10\/Event-in-post-135x135-2019-10-07T164036.629.jpg 672w, https:\/\/www.qceventplanning.com\/blog\/wp-content\/uploads\/2019\/10\/Event-in-post-135x135-2019-10-07T164036.629-300x200.jpg 300w\" sizes=\"auto, (max-width: 672px) 100vw, 672px\" \/><\/p>\n<p>There was a laundry list of things that needed to get done 24 hours before the event. With all-hands-on-deck and a team of driven staff, volunteers, and contractors, we pulled it all together and had a successful festival weekend.<\/p>\n<p><em>All photo credits belong to Dina Hoyenck, Daniel James, Lisa Curll, and Kevin Jackson.<\/em><\/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\/10\/24-hours-before-the-festival-the-event-planners-role\/#Final_Festival_Grounds_Set-up_The_Night_Before\" >Final Festival Grounds Set-up: The Night Before<\/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\/10\/24-hours-before-the-festival-the-event-planners-role\/#The_Festivals_Opening_Night_The_Morning_Of\" >The Festival\u2019s Opening Night: The Morning Of<\/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\/10\/24-hours-before-the-festival-the-event-planners-role\/#The_Best_Part_About_This_Festival_Planning_Experience\" >The Best Part About This Festival Planning Experience<\/a><\/li><\/ul><\/nav><\/div>\n<h2><span class=\"ez-toc-section\" id=\"Final_Festival_Grounds_Set-up_The_Night_Before\"><\/span>Final Festival Grounds Set-up: The Night Before<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>Thursday night was hectic. Some of our signs arrived late, so we spent a lot of time hanging up the remaining signage throughout the festival footprint. We then marked all vendors, food trucks, and exhibitor spaces so it was easy for them to navigate the grounds once they arrived on site.<\/p>\n<h3>Receiving and managing deliveries<\/h3>\n<p><img loading=\"lazy\" decoding=\"async\" width=\"672\" height=\"448\" class=\"alignnone size-full wp-image-17424\" src=\"https:\/\/blog.qceventplanning.com\/wp-content\/uploads\/2019\/10\/Event-in-post-135x135-2019-10-07T164131.784.jpg\" alt=\"ingenuity festival musical stage\" srcset=\"https:\/\/www.qceventplanning.com\/blog\/wp-content\/uploads\/2019\/10\/Event-in-post-135x135-2019-10-07T164131.784.jpg 672w, https:\/\/www.qceventplanning.com\/blog\/wp-content\/uploads\/2019\/10\/Event-in-post-135x135-2019-10-07T164131.784-300x200.jpg 300w\" sizes=\"auto, (max-width: 672px) 100vw, 672px\" \/><\/p>\n<p>With most of our deliveries arriving on Thursday, we needed an organized and well-timed schedule for the day to run smoothly.<\/p>\n<p>First, we had a portable toilet delivery. It was followed by a large beverage delivery from Coca-Cola. Then, 10&#215;10 pop-up tents were built to eventually become bars, entry gates, merchandise tents, medical tents, vendor tents, etc. With the tents came loads of tables and chairs.<\/p>\n<p>We delegated a different staff member to lead and coordinate each delivery. We didn\u2019t want one person being pulled into too many directions on this important set-up day.<\/p>\n<h3>Artists, volunteers, and vendors<\/h3>\n<p>Large-scale stages, lighting, and sound were set up outside and inside, bringing exhibits and the overall event atmosphere to life.<\/p>\n<p>Each of the artists, vendors, and exhibitors set up their own spaces. The artists staged and set up lighting in their areas.<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" width=\"672\" height=\"448\" class=\"alignnone size-full wp-image-17426\" src=\"https:\/\/blog.qceventplanning.com\/wp-content\/uploads\/2019\/10\/Event-in-post-135x135-2019-10-07T164333.431.jpg\" alt=\"pirate ship art installation at IngenuityFest Cleveland\" srcset=\"https:\/\/www.qceventplanning.com\/blog\/wp-content\/uploads\/2019\/10\/Event-in-post-135x135-2019-10-07T164333.431.jpg 672w, https:\/\/www.qceventplanning.com\/blog\/wp-content\/uploads\/2019\/10\/Event-in-post-135x135-2019-10-07T164333.431-300x200.jpg 300w\" sizes=\"auto, (max-width: 672px) 100vw, 672px\" \/><\/p>\n<p>We had a volunteer lead training session to equip the \u201cleading\u201d volunteers any tools they would need during the festival. Cleaning staff swept up the concrete floors of the old warehouse, and volunteers scoured the outdoor footprint to clean up weeds and garbage.<\/p>\n<p>Our sustainability partner was also on site. They set up the garbage, compost, and recycling bins. And the VIP room was cleaned up and organized for a large Friday food delivery.<\/p>\n<h3>Feeding your staff &amp; odd jobs<\/h3>\n<p>We did our best to solicit food donations from local restaurants to feed our staff, volunteers, artists, musicians, and vendors throughout the weekend. But we didn\u2019t have enough to give everyone a good experience and to sustain their hunger. So I paid a trip to Restaurant Depot, a store where restaurants shop for bulk food supply. I <a href=\"https:\/\/blog.qceventplanning.com\/2018\/02\/know-handle-7-event-budget-busters\/\" target=\"_blank\" rel=\"noopener noreferrer\">purchased a ton of food<\/a> for the VIP room (for festival contributors) so everyone could eat when they weren\u2019t busy.<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" width=\"672\" height=\"448\" class=\"alignnone size-full wp-image-17425\" src=\"https:\/\/blog.qceventplanning.com\/wp-content\/uploads\/2019\/10\/Event-in-post-135x135-2019-10-07T164232.797.jpg\" alt=\"acrobatic performance\" srcset=\"https:\/\/www.qceventplanning.com\/blog\/wp-content\/uploads\/2019\/10\/Event-in-post-135x135-2019-10-07T164232.797.jpg 672w, https:\/\/www.qceventplanning.com\/blog\/wp-content\/uploads\/2019\/10\/Event-in-post-135x135-2019-10-07T164232.797-300x200.jpg 300w\" sizes=\"auto, (max-width: 672px) 100vw, 672px\" \/><\/p>\n<p>You\u2019ll find that some odd jobs always happen last-minute. As the festival\u2019s Managing Director, I had to call a few places. Checking up with the liquor order ahead of the Friday morning delivery was on my list.<\/p>\n<p>Meanwhile, the Artistic Director was still meeting with the Fire Marshall and various permitting departments to make sure we were ready to open the festival on Friday.<\/p>\n<h2><span class=\"ez-toc-section\" id=\"The_Festivals_Opening_Night_The_Morning_Of\"><\/span>The Festival\u2019s Opening Night: The Morning Of<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>Friday morning included a few very important pickup and deliveries. We picked up all of the alcoholic beverages to be sold at the festival. And even more signage was delivered that had to be placed before the festival began.<\/p>\n<p>From there, we had to ensure guests who navigate the grounds once it got dark. We lit all of the signage with <a href=\"https:\/\/blog.qceventplanning.com\/2016\/06\/event-decor-series-light-room\/\" target=\"_blank\" rel=\"noopener noreferrer\">small lights<\/a> so they would be visible at night.<\/p>\n<h3>Vendor and exhibitor load-in<\/h3>\n<p><img loading=\"lazy\" decoding=\"async\" width=\"672\" height=\"448\" class=\"alignnone size-full wp-image-17432\" src=\"https:\/\/blog.qceventplanning.com\/wp-content\/uploads\/2019\/10\/Event-in-post-135x135-2019-10-07T164907.639.jpg\" alt=\"IngenuityFest vendor and exhibitor\" srcset=\"https:\/\/www.qceventplanning.com\/blog\/wp-content\/uploads\/2019\/10\/Event-in-post-135x135-2019-10-07T164907.639.jpg 672w, https:\/\/www.qceventplanning.com\/blog\/wp-content\/uploads\/2019\/10\/Event-in-post-135x135-2019-10-07T164907.639-300x200.jpg 300w\" sizes=\"auto, (max-width: 672px) 100vw, 672px\" \/><\/p>\n<p>Most of our vendors and exhibitors loaded in on Friday morning. There were key staff members leading each effort. For example, one staff member was in charge of loading in all vendors who sold goods, like jewelry, t-shirts or candles. Another staff member loaded in all <a href=\"https:\/\/blog.qceventplanning.com\/2018\/09\/food-truck-catering-a-guide-for-event-managers\/\" target=\"_blank\" rel=\"noopener noreferrer\">food trucks<\/a>, getting them access to electricity and water as needed.<\/p>\n<p>We answered questions from both our participants as well as the public.<\/p>\n<p>Beyond this, here\u2019s a short checklist of what some of the festival staff needed to accomplish before the event started:<\/p>\n<ul>\n<li>Hang \u201cReserved for Accessible Parking\u201d signs in the parking lot<\/li>\n<li>Place Ingenuity signs on street corners and near the parking lot<\/li>\n<li>Complete vendor, bar, and gate setups, ensuring each table had cash-boxes and extension cords in place to power their stations<\/li>\n<li>Set up merchandise tents with merch from t-shirts, to festival maps, posters, reusable water bottles, and more<\/li>\n<li>Fill up multi-gallon water totes for water stations<\/li>\n<li>Set up garbage sorting station including placement, lights, signs, cans, and liners<\/li>\n<li>Move remaining vehicles out of the outdoor festival space<\/li>\n<li>Print and distribute the final guest list<\/li>\n<li>Distribute <a href=\"https:\/\/blog.qceventplanning.com\/2017\/09\/6-ways-add-technology-next-event\/\" target=\"_blank\" rel=\"noopener noreferrer\">iPads (to sell tickets<\/a>) and radios (so staff, security, volunteers, etc. could communicate)<\/li>\n<li>Move food for VIP room from storage to VIP space; stage food for the evening<\/li>\n<\/ul>\n<h2><span class=\"ez-toc-section\" id=\"The_Best_Part_About_This_Festival_Planning_Experience\"><\/span>The Best Part About This Festival Planning Experience<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-17430\" src=\"https:\/\/blog.qceventplanning.com\/wp-content\/uploads\/2019\/10\/Event-in-post-135x135-2019-10-07T164717.881.jpg\" alt=\"IngenuityFest 2019 Pirate Ship Before\" srcset=\"https:\/\/www.qceventplanning.com\/blog\/wp-content\/uploads\/2019\/10\/Event-in-post-135x135-2019-10-07T164717.881.jpg 672w, https:\/\/www.qceventplanning.com\/blog\/wp-content\/uploads\/2019\/10\/Event-in-post-135x135-2019-10-07T164717.881-300x200.jpg 300w\" sizes=\"auto, (max-width: 672px) 100vw, 672px\" \/><img loading=\"lazy\" decoding=\"async\" width=\"672\" height=\"448\" class=\"alignnone size-full wp-image-17429\" src=\"https:\/\/blog.qceventplanning.com\/wp-content\/uploads\/2019\/10\/Event-in-post-135x135-2019-10-07T164704.896.jpg\" alt=\"IngenuityFest 2019 Pirate Ship After\" srcset=\"https:\/\/www.qceventplanning.com\/blog\/wp-content\/uploads\/2019\/10\/Event-in-post-135x135-2019-10-07T164704.896.jpg 672w, https:\/\/www.qceventplanning.com\/blog\/wp-content\/uploads\/2019\/10\/Event-in-post-135x135-2019-10-07T164704.896-300x200.jpg 300w\" sizes=\"auto, (max-width: 672px) 100vw, 672px\" \/><\/p>\n<p>My favorite part about the festival experience was the <a href=\"https:\/\/blog.qceventplanning.com\/2018\/11\/overcoming-the-seven-deadly-sins-of-event-management-course\/\" target=\"_blank\" rel=\"noopener noreferrer\">unbreakable bond I formed with staff, vendors, contractors, volunteers<\/a>, board members, and beyond. I met with so many friends, old and new. While I only went home to shower and sleep (less than the recommended 8 hours), the festival weekend flew by and was truly a dream. Watching the joy people experienced wandering the beautiful dreamscape fantasy our Artistic Director, Ingeneers and volunteers dreamt up was so rewarding.<\/p>\n<p>I haven\u2019t had this much fun planning an event in a while, and I can\u2019t wait to do it again next year.<\/p>\n<p>What&#8217;s your number 1 planning tip for aspiring festival planners? Let us know!<\/p>\n<h3 align=\"center\"><em>Want to learn how to plan a successful festival? Earn this specialization with QC\u2019s <a href=\"https:\/\/www.qceventplanning.com\/online-event-courses\/festivals-and-live-events\/\" target=\"_blank\" rel=\"noopener noreferrer\">Festival and Live Events Workshop<\/a>!<\/em><\/h3>\n","protected":false},"excerpt":{"rendered":"<p>QC Event School tutor Alyssa Perna recounts her role as the Managing Director of IngenuityCleveland in the whirlwind 24 hours before their landmark festival!<\/p>\n","protected":false},"author":9,"featured_media":17434,"comment_status":"open","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"inline_featured_image":false,"footnotes":""},"categories":[9],"tags":[],"ppma_author":[351],"class_list":["post-17422","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-from-the-experts"],"yoast_head":"<!-- This site is optimized with the Yoast SEO Premium plugin v26.6 (Yoast SEO v26.6) - https:\/\/yoast.com\/wordpress\/plugins\/seo\/ -->\n<title>24 Hours Before the Festival: The Event Planner\u2019s Role - 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