Festival Management: An Overview prepared for the participants of Seminar Workshop on Tunay na Pyestang Pinoy May 7, 2008/Angeles City by Riya Brigino Lopez

Management Functions/Processes ORGANIZING PLANNING LEADINGCONTROLLING

WHAT TO PLAN? Defining the nature and scope of the festival. Is it about… 1. ARTS 2. CULTURAL FESTIVAL 3. LOCAL PRODUCE/PRODUCTS 4. HEROES/HEROINES 5. NATURE FESTIVAL 6. HISTORY, MYTHS AND LEGENDS 7. IMPORTANT EVENTS 8. LOCAL VALUES, CUSTOMS ETC. 9. HERITAGE 10. CELEBRTION OF FAITH/THANKSGIVING * REFER TO CULTURAL RESEARCH DATA

But before you go into any planning, it is necessary to: Conduct an evaluation Environmental scan strength, weaknesses, opportunities and threats Cultural Resource Mapping * Cultural Research Data Organization and Analysis

How to Plan? 1. brainstorm on the concept (dream on…please) 2. categorize the outputs of the brainstorming (activities, objectives, design, marketing strategies etc. ) 3. list the reasons why you want to mount a festival (from the simplest to the most noble reason)

cont. How to Plan? 4. Separate the objectives which could be fulfilled through a festival 5. Prioritize these objectives 6. Choose the festival activities based on the objectives (not the other way around) 7. Categorize the activities (presentations or performances, exhibit, street parade etc.) *this will help organize the festival events more efficiently (hindi halo-halo)

8. Calendar the events (the choice of date will depend on the nature and objectives of the festival and the cultural calendar of the people) 9. Decide on the venue/s of the festival (festival site/s) 10. Review the plan, revise if necessary 11. Internalize the plan

Components of Festival Planning Name of the Festival Objectives Date and venue Listing of the activities/events Calendaring the events /schedule Drawing –up a budget Designing a structure

Promotions plan - image of the festival to project - designing logo, posters, letterheads etc. - drafting promotions plan (slant and angles of releases) Marketing plan - marketing objectives - creating marketing packages - selling the packages - forging agreement with partners

BUDGET A WELL PREPARED BUDGET PROVIDES AN UNDERSTANDING OF WHAT THE PROJECT IS ALL ABOUT WHAT TO BUDGET? - LINE ITEM - PER EVENT/ACTIVITY

I. Transportation II. Communication III. Supplies IV. Travel V. Rental VI. Other Services A. Food B. Accommodation C. Contracted Services D. Awards and Prizes E. Printing Total Required Budget Total Amount Requested Other Sources

ORGANIZING what do we organize? RESOURCES: HUMANDESIGNING A STRUCTURE MONEY DRAWING-UP A DETAILED BUDGET MATERIALS LISTING AND SOURCES MACHINE ETC. LISTING OF TECH AND PHYSICAL NEEDS

LEADING is the ACTUAL IMPLEMENTATION OF THE PLAN LEADING does not only mean - DELEGATING THE TASKS - PUSHING PEOPLE TO WORK - ENSURING THAT THE PLAN IS BEING IMPLEMENTED NO MATTER WHAT

LEADING MEANS * SETTING THE MOST CONDUCIVE WORK ATMOSPHERE TO ENSURE THE ACCOMPLISHMENT OF TASKS TOWARDS the FULFILLMENT OF THE OBJECTIVES SET * NURTURING THE PEOPLE AS WELL AS THE PROCESS OF IMPLEMENTATION * ABILITY TO SHIFT ROLES IF AND WHEN NECESSARY (MICRO AND MACROMANAGEMENT)

CONTROLLING MEANS * KNOWING THE STATUS OF THE PROJECT AND ABILITY TO CHANGE COURSE IF NECESSARY (Evaluation is the key to “control”) * CONFRONTING PROBLEM HEAD ON AND LEARNING FROM IT * SETTING APPROPRIATE RULES ND GUIDELINES CONTROLLING DOES NOT MEAN POWER OR MAKING ONE’S POWER FELT

IN SHORT, A COMPREHENSIVE PLAN IS THE KEY TO OPEN THE DOOR OF SUCCESS

A comprehensive plan not only provides blueprint for the execution of an event, but provides the basis for analyzing the actual event outcomes against planned outcomes, enabling an event management organization to deliver better events in the future

Common barriers to effective planning Failure of managers to establish measurable objectives (i.e. SMART objectives) If the outcomes of the events are not measurable then there is no way to gauge its success

As festival managers, keep in mind that … * Festivals can provide newness, freshness and change which sustain local interest * Festivals have the power to challenge the imagination to explore possibilities * Festivals are catalysts for development * Festivals are catalysts for development * Festivals can enhance the quality of life * Festivals can enhance the quality of life * Festivals are definitely NOT about winning a competition but a social responsibility

S A L A M A T P O!