South Dakota Office of Tourism - www.sdvisit.com
   
 

Great Events Campaign: Event Organizer Responsibilities

PRIOR to selection – or the application process for consideration:

  • Event Organizers must request that the South Dakota Office of Tourism consider their event for the Great Events campaign by submitting:
    1. Completed application form available at http://www.sdvisit.com/programs/coop/_pdf/GreatEventsApplication.pdf including the following:
    2. Event information (dates, times, history of the event, etc.).
      • Visions and goals for the future of the event.
      • Past marketing plans and a future marketing plans.
      • Past marketing pieces (ads, brochures, posters, attendee comments, etc.)—Event 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 were provided (i.e., family packages, radio give-a-ways, advance ticket sales, etc.).
      • Tracking information including attendance numbers from past events and an explanation of how attendance is tracked.
      • Overview of current funding resources.
      • Amount of funding committed to each year’s event.
      • Amount of funding committee plans to commit to that year’s event.
    1. 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 the event, description of community fundraising efforts, documentation of community contributions - in-kind and/or cash.

DURING the preparation time for the event: Event Organizers duties.

  • Event Organizers must communicate and meet with the South Dakota Office of Tourism staff to create a marketing plan. Event Organizers will provide past plans for reference (complete with timelines/deadlines, budget information and media contacts that they have worked with) and ideas for a future plan.
  • Event Organizers and the South Dakota Office of Tourism will create a marketing plan, based on discussions from initial planning meetings and appropriate research to ensure marketing is targeted to the appropriate audience(s). The marketing plan will be complete with timeline/deadlines, advertising information, public relations information, design information, budget information and media contacts. Plan will include responsibilities/timelines for both Event Organizers and the South Dakota Office of Tourism.
  • Event Organizers will communicate with community members to inform them of event plans, answer question and generate support among the community. At the request of the Event Organizers, the South Dakota Office of Tourism may meet with community and business leaders to discuss opportunities for involvement and betterment of the event (i.e., coop marketing programs, etc.).
  • Event Organizers will be responsible for any advertising efforts which go above and beyond the scope of the South Dakota Office of Tourism’s efforts or commitments in the marketing plan.
  • Event Organizers will develop a tracking system for the event. The South Dakota Office of Tourism may help in developing appropriate and effective tracking tools.
  • Event Organizers will develop a fulfillment system for the event if necessary.
  • Event Organizers will follow deadlines to ensure that ads, mailings, interviews, etc. are completed in a timely fashion.
  • Event Organizers will commit to working together with the South Dakota Office of Tourism for the success of the event.
  • Event Organizers will acknowledge the support of the South Dakota 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 South Dakota Office of Tourism in press releases and media interviews.
  • Event Organizers will provide four (4) complimentary event tickets to the South Dakota Office of Tourism.
  • If the event is cancelled, Event Organizers are responsible for reimbursing the South Dakota Office of Tourism for any incurred expenses provided the cancellation is not due to natural disaster or other unavoidable circumstances.

AFTER the event: Event Organizers duties.

  • Event Organizers will provide a summary report of the event.
  • Event Organizers will collect and provide copies of any event press releases, advertising samples, attendee comments, photos, and other public documentation of the event.
  • Event Organizers will provide event inquiry and attendance tracking numbers including, when available, comparisons to previous event years.
  • Event Organizers will compile the above information and submit to the South Dakota Office of Tourism within sixty (60) days of the event.
  • Event Organizers are encouraged to utilized these gatherd materials to apply, if eligible for future Great Events campaign support.