Key steps to a successful local community cultural event :: EVENT MANAGEMENT – A KEY ASPECT OF SUCCESS part 1
Cultural events and festivals are to be considered as local community events defined as activities established to involve the local population in a shared experience to their mutual benefits.
Each event has its own characteristics and requirements to be identified and met. In order for them to be successful, all the relevant factors must be considered. Identifying and completing all the necessary tasks is of vital importance for successfulness of the event.
In order for a cultural event or a festival to be categorized as an successful event, certain progressive steps have to be taken regarding its organisation. Before starting the organization, it is vital to answer certain questions regarding the concept of the specific cultural event.
- Why is the event needed, or wanted?
- What is the precise nature of this event?
- When will it be held?
- Where it will be held?
- How can it be achieved?
- What cost is involved?
- Who will organize the event, who will attend and participate?
- Who will pay for the event?
- How will the event be published, will it interest the media?
- Is it attractive to a sponsor?
- Is there another similar event?
- What happens afterwards, what is the next step?
If the answers to this questions cannot be given, the objective and the purpose of going through the entire process of organization seems meaningless. Therefore, clarification and the establishment of the event aims and objectives may be considered as a second vital step for a successful event. Objectives should be simple and unambiguous, they should avoid causing confusion and misunderstanding or communicating incorrect messages. A precise definition would also assist greatly in establishing an organizational structure.
It is also necessary to evaluate the results expected and the productivity. Only then can the real planning begin. Planning and implementation methodologies should be established and a time schedule should be drawn up. Operating structures should be established and key personnel recruited. All the necessary preplanning should be carried out and appropriate control systems should be established.
Other necessary steps, also very important ones, include securing the financing of the event, and requiring any approvals required. Furthermore, event must be launched into the public by publishing and through media.
After carrying out the event as closer to the plan as possible, the review and the evaluation of the event and the financial accounts should take place.
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