Great Events Campaign: Event Organizer Responsibilities

PRIOR to selection – or the application process for consideration:

• Organizers must request that the Office of Tourism considers their event for the Great Event campaign by submitting:
  1. Cover letter stating their desire to become a Great Event.
  2. Completed application form.
  3. Event information (dates, times, history of the event, etc.).
  4. Visions/goals for the future of the event.
  5. Past marketing plan and a future marketing plan.
  6. Past marketing pieces (ads, brochures, posters, attendee comments, etc.)—Organizers must prove their event truly is a “great event” by showing past advertisements that have been placed, news articles that have been printed, posters, summary of tickets or any specials or discounts that they provide (i.e., family packages, radio give-a-ways, advance ticket sales, etc.).
  7. Tracking information including attendance numbers for past events and an explanation of how attendance is tracked.
  8. Overview of current funding resources.
  9. Amount of funding committee plans to commit to that year’s event.
  10. Proof of community involvement by submitting one or more of the following: a support letter from a community leader stating that the community is dedicated to the growth of this event, description of community fundraiser events, documentation of community contributions, in-kind and cash.

DURING the preparation time for the event:

• Organizers must communicate and meet with Tourism staff to create a marketing plan. Organizers will provide past plan for reference (complete with timeline/deadlines, budget information and media contacts that they have worked with) and ideas for a current plan.
• Organizers and Tourism will create a marketing plan based on the discussions from the initial planning meeting and research done to ensure marketing is targeted to the appropriate audience(s) – complete with timeline/deadlines, advertising information, public relations information, design information, budget information and media contacts. Plan will include responsibilities/timelines for both organizers and Tourism.
• Organizers must communicate with community members to inform them of event plans, answer question and generate support among the community. Per request of the event committee, Tourism Staff will meet with community and business leaders to discuss opportunities for involvement and betterment of the event (i.e., coop marketing programs, etc.).
• Organizers will be responsible for in-state advertising.
• Organizers must develop a tracking system for the event.
• Organizers must develop a fulfillment system for the event.
• Organizers must follow deadlines to ensure that ads, mailings, interviews, etc. are completed in a timely fashion.
• Organizers must communicate with Tourism a commitment to work together for the success of the event.
• Organizers must acknowledge the support of the Office of Tourism by including the Great Faces. Great Places. logo on all promotional materials (printed or television) and by claiming the support of the Office of Tourism in press releases and media interviews.
• Provide four (4) complimentary event tickets to the Office of Tourism.
• In a situation that the event is cancelled, organizers are responsible for reimbursing the Office of Tourism for any advertising costs spent. An exception to this would be if a natural disaster caused the cancellation of the event.

AFTER the event:

• Organizers must provide completed evaluation forms from businesses and a summary report from the committee.
• Organizers must collect and provide copies of any event press, examples, attendee comments, photos, etc.
• Organizers must provide event inquiry and attendance tracking.
• Organizers must compile the above information and mail to the Office of Tourism or present to the staff leads no later than one month after the event.
• Organizers may use that information to apply for the following year’s Great Events campaign.