jdrt events presentation

WELCOME

AS WE BEGIN

• We are very excited to have you here today• You are encouraged to ask lots of questions and offer your opinions • Expect to take two very short breaks at 10:30am and 2:00pm • Lunch will run from 12:00pm to 1:00pm• Your full attendance for all of today’s session is anticipated• After today we invite you to fill out evaluations

PROGRAM OVERVIEW

Oregon Rural Tourism Studio

Presented by Travel Oregon

Coordinated by Kristin DahlSustainable Tourism Development Manager

PROGRAM GOALS

Raise the awareness and understanding of the value of the tourism industry and important trends

Engage a broad cross-section of the community –including civic and business leaders – in a dialogue to identify strengths and opportunities for capitalizing on trends in the tourism industry

Spark creativity and enthusiasm in community leaders to contribute to making Oregon a premiere tourism destination

Connect community and business leaders with resources to help develop new authentic tourism products and leverage the assets they have

PROGRAM GOALS

Develop tourism experiences and products that sustain or enhance the geographical character of a place—its environment, culture, aesthetics, heritage, and the well-being of its residents

Stimulate new local business development

Establish positive relationships between community leaders and the state’s tourism development and marketing organizations

PROGRAM WORKSHOPS

• Community Tourism Planning • Agritourism Development Workshop • Cultural Heritage Tourism Development Workshop• Nature-based Tourism Development Workshop • Creating and Producing High Impact Events• Rural Tourism Marketing on a Shoestring• Fundraising for Tourism & Teaming for Success

TODAY’S WORKSHOP

• Creating and Producing High Impact Events

Wednesday December 8th

9:00am – 4:00pm

Brent Dahl CMP• Altitude Essentials LLC

TODAY’S AGENDA

THIS MORNING:

• Welcome and Introductions• Definitions and Differences• Audiences and Lifecycles• Administration• Design• Operations• Risk

TODAY’S AGENDA

LUNCH CONVERSATION:

• Support Existing Events (by season)• Create New Events (by season)

TODAY’S AGENDA

THIS AFTERNOON:

• Marketing• Hot Topics Today• Lessons Learned • Clarification and Final Thoughts

PARTICIPANT INTRODUCTIONS

• One specific thing you want to learn today • What company (organization) or what activity are you involved in• How long have you lived where you live now• List the states (or countries) where you have lived in your life

DEFINITIONS and DIFFERENCES

Athletic or Sporting Events


Business and Corporate Events


Cause Related and Fundraising Events


Entertainment and Leisure Events


Exhibitions, Expositions and Fairs


Festivals


Government and Civic Events


Marketing Events


Meetings and Conventions


Social and Life Cycle Events


APEX“voluntary standards designed by the meetings, convention, event industry to streamline business processes and create efficiencies”


BEO Banquet Event Order. A form most often used by hotels to provide details to personnel concerned with a specific food and beverage function or event room set-up.

Bermuda Plan Hotel accommodations with full American-style breakfast included in the rate. See BED AND BREAKFAST. SeeAlso AMERICAN PLAN, CONTINENTAL PLAN, DEMI-PENSION, EUROPEAN PLAN, MODIFIED AMERICAN PLAN. See Also Bed and Breakfast , American Plan , Continental Plan , Demi-Pension , European Plan , Modified American Plan

Betacam/BetaSP Common video format for presentation graphics, not compatible with VHS format. Commercial beta is used for broadcast quality video. See VHS Format. See Also VHS Format

Bible See SPECIFICATIONS GUIDE. See Also Specifications Guide

Bid Document The proposal, usually prepared in response to a request for proposals or sales lead, submitted by a destination or a facility, inviting an organization to hold its event n their venue. See REQUEST FOR PROPOSALS See Also Request for Proposals

Bid Manual/Specifications Written document issued by an organization which contains requirements and conditions for future events, and solicits proposals for needed services from venues and other service providers. Often also includes primary selection and decision procedures. Same as REQUEST FOR PROPOSAL (RFP). See Also Request for Proposals

Bien Cuit (ben kwee) Well done, as in steak cooked well done.

Bill of Lading B/L. A document that establishes the terms of a contract between a shipper and a transportation company under which freight is to be moved between specified points for a specified charge.


AdministrationDesignOperation RiskMarketing


Season (Fall Winter Spring Summer)Time (Day Night)Indoor – OutdoorPublic Attendance – Private InviteesSingle Day – Multiple DaysProfit – Nonprofit – Government/CivicUrban – RuralSmall – LargeFree Attendance – Admission FeeOne Time Event – Annual / Repeat EventAgenda (Single Track – Multiple Tracks)Program Elements (Single Stage – Multiple Stages)Optional Attendance – Mandatory Attendance

AUDIENCES and LIFECYCLES

IdeaVisionGoalsObjectives OutcomesLegacy


“ where are you taking me? ”


Internal Stakeholders


External Stakeholders


Intended (and Unintended) Outcomes


Known (and Unknown) Legacy

ADMINISTRATION

FinancialHuman ResourcesInformationProcurementStakeholdersSystemsTime Management

ADMINISTRATION

• Open Discussion– Problems You Have & Possible Solutions– Decisions You Face & Possible Impacts– Questions You Have & Possible Answers– Judgments You Face & Possible Ramifications

DESIGN

CateringContentEntertainmentEnvironmentProductionProgramTheme

DESIGN


OPERATIONS

AttendeesCommunicationsInfrastructureLogisticsParticipantsSite ManagementTechnical Production

OPERATIONS


RISK

ComplianceDecision ManagementEmergency ManagementHealth and SafetyInsuranceLegalSecurity

RISK


LUNCH CONVERSATION

• Support Existing Events• Create New Events

MARKETING

Marketing PlanMaterialsMerchandisePromotionsPublic RelationsSalesSponsorship

MARKETING


MARKETING

Sponsorship(1) Inventory – determine low middle and high priced opportunities; itemize properties; price out hard costs to determine profit (2) Prospects – SIC Code list, Fortune 500 companies, current and past sponsor list, media(3) Research – look at current business climate for prospects, other competing events

MARKETING

Sponsorship(4) Marketing – sponsor packet, flyers, FAQ on event, properties, agreement form(5) Sales – brainstorm session for scripting, strategies to approach each prospect, local ties; call report sheet; phone scripts; set meetings (6) Sales Campaign – phone calls, emails, meetings; keep track of activity (pace report)

MARKETING

Sponsorship(7) Contracts – negotiate properties and price; agreement form; fulfillment schedule(8) Fulfillment – do what was promised; document and photograph work performed(9) Activation – sponsoring company makes the most of the opportunity they purchased(10) Recap – summary of performance

HOT TOPICS TODAY

• What are your “right here, right now” issues?• What “hot topics” do you want to talk over?

LESSONS LEARNED

• Pre-Event Planning– Errors, Mistakes, Miscalculations

• Event– Errors, Mistakes, Miscalculations

• Post-Event Wrapup– Errors, Mistakes, Miscalculations

CLARIFICATION

“I still don’t understand _______”“ I just can’t get excited about ______”

“My biggest roadblock is ________”“Can’t quite see the purpose of ______”

FINAL THOUGHTS

• Inspiration• Relevancy

• Complete your evaluation forms• Approach Presenter with questions• Reconfirm your participation at next

Oregon Rural Tourism Studio event

jdrt events presentation

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