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OFFICE OF COMMUNITY AND RURAL AFFAIRS Indiana Office of Community and Rural Affairs 2014 Regional Conference MAIN STREET EVENTS.

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Presentation on theme: "OFFICE OF COMMUNITY AND RURAL AFFAIRS Indiana Office of Community and Rural Affairs 2014 Regional Conference MAIN STREET EVENTS."— Presentation transcript:

1 OFFICE OF COMMUNITY AND RURAL AFFAIRS Indiana Office of Community and Rural Affairs 2014 Regional Conference MAIN STREET EVENTS

2 What is the mission of Indiana Main Street? To encourage economic development, redevelopment, and improvement of the downtown areas of Indiana cities and towns. The program is founded on community and economic development that emphasizes the preservation and development of traditional downtown resources. Office of Community and Rural Affairs  #INOCRAconf

3 Getting started Create a spreadsheet that outlines what events currently happen in the downtown and who sponsors/hosts them? Create a spreadsheet that outlines what fundraising events other organizations host throughout the year? Determine what kind of event you want to host. Office of Community and Rural Affairs  #INOCRAconf

4 Three Types of Events Retail events : Ring the cash register for businesses Community events : The purpose is to bring people into the downtown to explore Fundraising events: Ones that are set up to make money for the organization Office of Community and Rural Affairs  #INOCRAconf

5 Questions to ask How many of each type of event should we host? How do we determine a theme/niche for the event? What is the purpose of the event we want to create? Who is our target audience? Office of Community and Rural Affairs  #INOCRAconf

6 Planning: Getting started Set up a sub-Committee to lead the event. Select a chair/co-chair for the event. Create a binder to collect all information. What do we include in the binder? Determine the elements of the event. Are there going to be partners? Is there another community who has a similar event you can visit or contact? Determine a budget (even if it is just an estimate) Office of Community and Rural Affairs  #INOCRAconf

7 Planning: The details Logistics: Where will the event be held? Do we need restroom facilities? Do we need tents? Electricity? Know who you need to contact and when. Will you need to get a permit from the State? If you have a stage, who needs to approve it? When will you need to get approval to block streets for your festival from the City/Town? Every event you host, you should NEVER lose money! Develop a plan for sponsors for the event. Office of Community and Rural Affairs  #INOCRAconf

8 Setting up a Sponsor/Donor campaign Keep them simple Determine the “pitch” Determine the audience Know where the money goes Don’t be afraid of the personal “ask” Be sure to follow up: Send a thank you letter right away Send receipt with tax deductible contributions made Office of Community and Rural Affairs  #INOCRAconf

9 Helpful tips on Sponsors Create a binder of all promotion for the event to include: How many newspaper articles/ads, etc.? How many times on the radio through featured spots/ads? Take pictures of billboards promoting the event. Give sponsor an event t-shirt, posters/flyers or anything that is developed with their name or logo on it for the event. Include any and all advertising for sponsors and take pictures if it doesn’t fit in the binder. Office of Community and Rural Affairs  #INOCRAconf

10 Helpful tips on Sponsors cont. Recognize sponsors during the event. Say thank you, then thank them again, and then again! Make sure that your sponsors get copies of event materials and are included in the event/festival at all levels that they need to be. How do you thank your sponsors? Office of Community and Rural Affairs  #INOCRAconf

11 Planning: Volunteers Recruit volunteers for pre/during/post event. Set job descriptions for your volunteers. Determine what your volunteer needs are for the event. Determine how many volunteers you may need. Areas you may need volunteers: Planning? During the event? After the event? Office of Community and Rural Affairs  #INOCRAconf

12 Planning: Volunteers cont. Pre-event: host 2-3 meeting to go over volunteer expectations. Determine ways to thank the volunteers before, during, and after all events! Set up a time to evaluate the volunteer process and get feedback from your volunteers. Office of Community and Rural Affairs  #INOCRAconf

13 Planning: Surveys/Impacts Surveys are an important to determine the impact and success of the event. Some survey questions: Where are attendees coming from? How did they hear about the event? Get feedback from store owners to see if sales were up or foot traffic in the store increased. Show the value for the event and your organization! Create a report from your survey to show its impact to the City/Town, Tourism, Economic Development, and the community. Office of Community and Rural Affairs  #INOCRAconf

14 Evaluation Create an evaluation form for each event. Determine who should be involved in the evaluation process. Some questions to include in the evaluation may include: Should we continue this event? What was the purpose of the event? Did the event meet that purpose? Office of Community and Rural Affairs  #INOCRAconf

15 Sample Events Wine tasting with silent auction “Taste of” event Chocolate Walk Ladies Day/Night Out No Dinner Annual Dinner Holiday Open House Spooktacular Upper Story Housing Tour Dancing with the Stars Office of Community and Rural Affairs  #INOCRAconf

16 Successful events start with plans! Office of Community and Rural Affairs  #INOCRAconf

17 Office of Community and Rural Affairs CONTACT INFORMATION Office of Community & Rural Affairs One North Capitol, Suite 600 Indianapolis, IN Shae Kmicikewycz IMS Program Manager (317)  #INOCRAconf


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