ASSIGNMENT

ON
“Event MANAGEMENT”

TOPIC - NATURE FESTIVAL

Assignment 1

SUBMITTED BY- SUBMITTED TO –

DR.BHARAT AHUJHA

NAME – PRASHANT PRIYADARSHI

CLASS- BBA (HONS) MBA

ROLL NO- A20

SUB- EVENT MANAGEMENT

 NATURE FESTIVAL
Introduction

Organizing and hosting a nature festival, if done properly, Making a difference in one’s
community is what we all want to do, and if you can have an economic impact AND help the
environmental conservation cause at the same time, it can be one of the most rewarding moments
in a lifetime… and one of the most memorable.

A festival can be an amazingly effective way of shaking up a community- of awakening it to the

value- and potential of nature tourism. I know. I’ve seen it work more than once. A festival- if
organized well and publicized effectively- can turn things around in your city, too. And
transform your city into a beautiful place to live and spend life.

Objective of the event:-

 To keep the city clean and healthy.

 To keep the city green with plantation so that the population should be taking care of.

 To increase the rate of tourism.

 To help in environmental conservation.

 To reduce global warming problem.

Concept and design of the events:-

The Vital First Steps:-

Gathering your Core Volunteers

To proceed with the festival it is necessary to assemble a group of people who may
be interested in working on the project. We can find the people to work from the
colleges and the school and Ngo (non government organization) so that they may
find people who may be willing to help. And include a couple of people who are
community leaders, also. These people can be your community liaisons, or can
suggest someone who might be good for that role.

And with all these we will take some expert advice from the festival organization. so
that I can make the festival more lovely .
Covering the Fundamentals

Pulling a festival together will take a lot of people so we will it would be with a dozen
people really committed to it. So use the strengths and passions of other- from the
beginning.

o We will start by calling your people together to discuss the fundamentals of

the festival. Discuss the strengths and weaknesses of your area. What time of
year is best? What elements should be included in the festival? What is the
purpose (mission) of the festival? What is a realistic time frame to shoot for?
Who is your target?

o What other major regional or national events may conflict with your timing or
your marketing focus?

o Once these questions are answered honestly, I have to do something to go

on. I can then question the individuals in this group about their preferences
as far as responsibilities.

o Ask for suggestions of others to fill in the gaps.

o Assign responsibilities to the group. This will obviously spread the workload,
but will also be likely to help keep interest high.

Compiling The Festival Data To Notebook:-

At this point, the notebook is a compilation of all committee responsibilities, a listing

of volunteers’ addresses and telephone numbers, the festival’s mission statement
and goals, meeting minutes Each committee chair should have one. New
information should be handed out regularly so that the Notebooks are always up to
date. The table of contents may read something like this:-

 Mission Statement and Goals

 Budget
 List of Volunteers and Staff
 Individual committee responsibilities, time lines and collateral pieces
 Meeting Minutes
 Notes

Selling the Concept to Your City, Board

Key Players

A vital first step is to collect the financial support and collect emotional support of
important individuals and organizations in your community of festival. And make
them understand that how the nature festival proves the significant economic
benefit and help in growing rate of tourism industry.

Sell the economic benefit

The key to vital support is to convince city, board, and others who will provide
volunteers and critical resources, is selling them on the financial value of the project
.and we have to introduce with short term and long term benefits.

And I will complete my homework by including some important people like local national
wildlife refuges, state parks, local conservation organizations, the state departments
of commerce and parks and wildlife, your local tourism organization. and Gather
information on other festivals.

Be Prepared

o Than we have to figure out projections on conservative estimates, and figure

local retail sales tax, etc.

o And then we have to ask the volunteers having board members in our festival
committee so that more help can be taken.

Support from your City

After I have the support, or at least the approval, of some key vital partners, asks for what you
need. Do you need a building in which to hold the festival? We will ask for it! Usually we would
need to speak with my city mayor or city manager, who can approve the use of public buildings
-hopefully, for free. After all, this project will be a tremendous benefit to your community: it will
bring in money and positive publicity. You may also want to consider schools, private buildings,
or parks.

We will involve key community leaders for credibility and financial support. And take a local
expert. Speak to leaders individually if necessary. Start with those already sensitive to the issues.

Vital Partnerships
Identifying Partners

Certain groups and individuals will be critical to the success of a festival. These will include a
funding source or sources, an office support system and someone strong in marketing techniques.
Begin with anyone you know or are aware of who is interested in nature.

How to Sell Them on the Festival Idea

We have to customize our approach to tremendous economic benefits

 These groups and organizations could be approached for support:

• Chamber/convention and visitors’ bureau (emphasize publicity value, economic impact)

• Local environmental organizations (emphasize environmental value to community)
• Media (emphasize economic impact)
• Local businesses (emphasize economic impact or environmental impact, depending on
circumstances)
• City government (emphasize economic impact, positive publicity value)
• Volunteers (emphasize it all-and make it fun)

The Importance of the Media

o If the local media reports that the festival is a good idea, and that it is a success, then that
is what the public, sponsors and potential sponsors will believe.
o It is vital to establish an early and strong relationship with the local newspaper. And we
have Invite the editor out to lunch and explain the potential economic benefits of festival
o And Give him or her overview of what you will be doing. Take along story ideas- the
more unique the better- and request for the dates for coverage.

Media Conferences

A media conference can be a good way to announce the event to the public- but only if it is well
organized. Here are some pointers:

Publicity

There are plenty of free ways to spread the word about your festival. With a little effort, we can
uncover many opportunities in our community to tell people not only about the event, but why
our organization is doing it in the first place.
 The Festival
Structure

We have to decide on the main components like publicity, technical support,

registration, finance, volunteer coordination, hospitality. And Delegate one
volunteer in each field.

Starting Off

Very important to the smooth running of an event of this size is the understanding from the
beginning of the areas of responsibility of workers.

• We have to Elect or appoint officers. The festival will require a chair, secretary and
treasurer at the very least.

 Motivate the volunteers by empowering them. Allow them to make the decisions in their
areas.

 And we have to Save large, comprehensive decisions and policy, however, for the executive
committee.

9 Main Points to Remember

1. Decide on the elements of the festival.

2. Develop a mission statement, goals, budget, and timelines. Be realistic.
3. Develop a logo and use it consistently.
4. Decide on the target market.
5. Decide on program format and fee structure.
6. Appoint/elect an executive committee.
7. Develop bylaws even if not incorporated.
8. Appoint/elect a steering committee, all committee heads & other major positions.
9. Decide on individual committees: seminars, trade show, registration, publicity,
sponsorships, field trips, technical, education, planting, historian, hospitality, signage,
communications, and novelties, transportation, financial, volunteer.

Money- How to Get It

The festival will need money- maybe a lot of it. It will likely be up to the steering and strong
committee to find the funding which have the good leads of :-

o Corporate sponsors are a great resource.

o The trade show, decide to include one, should make money. and charge economically to
cover the budget.
 o Registrations can also, of course, be a revenue source.

o Consider grants as an option also. Large foundations and corporations often have seed
money for programs that encourage environmental awareness.

o Other income producing ideas could include auctions, special events during the festival
such as a dinner.

The Education Issue

The attraction of involving children in the festival is a no-brainer. We have to Capture their
interest at an early age, and teenagers.

Winning with Public Relations

We can’t have a successful event without making sure your community and government leaders
are a part of the picture
o And we have to Contact our mayor and any appropriate local celebrities early and ask
them to participate in some way to encourage people.

o At the media conference, we have to allow the festival chairman and any important
government officials to shine. Remember to give credit to volunteers and city officials.
Recognition is a very large part of why people volunteer in the first place. so that they
help in the next time and remember the nature festival.

After The Festival - You’re not finished yet!

o After the festival is over, our work is not quite finished. There are follow-ups that are
every bit as important as the details are so that in the future the gaps should filled.