Sunday, May 9, 2010
What a Great Line-Up
Throughout the year, I listen to member conversation and take cues about their learning needs and expectations. Putting together the conference is how we respond to that conversation. Sometimes it is by placing a topic that is receiving lots of buzz on the agenda. Often times it is inviting a member to conference as a speaker to share their incredible creativity. To me, both are enormously satisfying.
With technology tools changing moment-by-moment, many sessions this year will be dedicated to helping our members better understand and use these tools. Sheila Scarborough, Tourism Currents, will offer a full day social media session. And Enrique Garza, BIBISI Corp, will demonstrate the tidal wave of mobile media applications to use before, during and after our events.
During my travels, I also get to see talented people outside of Texas and invite them to come share with us. This year, Alex Moorshead with Canada's Word on the Street Festival, will demonstrate a process for brainstorming ideas and then distilling them into measureable and trackable festival management documents. Joelle Baugher with The 500 Festival in Indianapolis will join us to share ideas on building volunteerism and educational components within a festival. And Megan Hundahl, who recently moved back to Texas after a stint as a producer for CNN, will teach us how to cut through the clutter and pitch ourselves memorably to the media.
People from outside our industry are also a valuable component of learning. Corpus Christ Police Chief Troy Riggs, who formerly held the same position in Louisville, KY, will share ideas for working in partnership with local emergency management officials. Teri McCarthy, who owns a wonderful green printing company in Austin, will offer tips for saving a bundle on printing. Our friend Roger Hanagriff, Ph.D., will be back with a simple to use methodology for assessing event economic impact.
But perhaps my favorite sessions come from within the ranks of our own membership. Mark Avelar and Scott Carrigan with the Buccaneer Commission attended TFEA for the first time in 2009 and used what they learned to make sweeping changes to the event with great success. Don't miss their story. Tony Alvarado, President of the Fiesta Flambeau Parade Association will offer building blocks for parades of any size. Plus many more.
Our industry is so creative and so willing to share ideas, energy and fun. Over the years I have said countless times that I have never asked a TFEA member for help and received what I wanted and its TRUE! I have always received even MORE than for what I asked! Make plans to attend TFEA this year and see what it is all about. The cost is only $200, which includes all the sessions, 5 meals, talent showcases, the trade show, and great networking activities. It is an investment you'll be glad you made.
Thursday, March 11, 2010
It All Comes Back to the Experience
Today I was reading a research-based article in eMarketer which showed that an old-fashioned, face-to-face recommendation was still the most powerful tool to motivate a potential customer to start an online search for a product or service.
The article made me smile. Maybe the art of personal, in-the-flesh communication is not losing ground entirely. Don't get me wrong. I love social media and all of its associated opportunities and applications. And I fervently believe that the festival community must get on-board or be left behind.
However, we must never forget the power of a personal recommendation and always remember that the single most effective way to garner that precious recommendation is the delivery of an outstanding customer experience.
We must ask, "What can I do at my event that makes an unforgettable connection with the customer?" Then we must replicate the answer to that question and embroider it into everything we do. It all comes back to taking a customer-centric approach to event planning.
Who knows what the next new communication gadget will be? But rest assured it is still people who drive our business.
Friday, March 5, 2010
Finding the Best Tent Company for Your Festival

Tents are an important element of the infrastructure of most festivals. The following tips will help you select a tent supplier that can best meet your needs.
1. Experience. This speaks for itself. When planning your event, does your Tent Rental Company have the experience to truly understand your needs? Have you seen pictures of tents they have installed? Do they have a web presence that shows their work? Do they have references to substantiate their experience with your type of event? This can make a tremendous difference.
2. Can they tell you when your tent will be set up? Do they have the GPS tracking device to assure you the status of your tent setup? Having the peace of mind to know that your setup will be done on time will enable you to take care of the important details and not delay your event!
3. Do they have the knowledge and experience to design the type tent and other related equipment it will entail including dealing with environmental conditions, and knowledge of local permitting issues to insure your event will be comfortable and safe for your guests.
4. Can they provide the tent(s) you need within your budget? An experienced company will assist you with the correct tent for your event staying within the guidelines you require.
5. Can the Tent Company be creative and accommodate special needs for your event? Are you planning a Corporate Fundraiser needing a runway with a dance floor or do you want something to simulate a tropical island setting? Do you have a wedding planned in a chapel in the mountains? The tent company you choose should be creative with your ideas! Keep the cost reasonable and setup your event on time!
6. Do you think you want to plan something for next week or next year? Being capable of providing the tent and related equipment you need in the time frame allotted is very important. Get started early with your planning.
Source: PartyPop
Monday, February 22, 2010
Bridging the Generation Gap Among Volunteers
Kids these days, they just don’t want to work! How can I lead when the old guard won’t let me? Do either of these sound familiar to you? It’s because they represent the classic generation gap that many festivals are encountering as they seek to create a volunteer experience that engages both the seasoned volunteer and new, and often younger, volunteer.
Conflict between generations is certainly not a new phenomenon, but it is fair to argue that the lightning pace of technological change and the impact it has on generational perceptions has created a more distinctive, and potentially explosive, generational divide than ever before. The best way to bridge this divide is for festivals to create an organizational culture that welcomes each of today’s generational cohorts, uses their unique talents wisely, and encourages understanding and patience among all.
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Monday, February 15, 2010
City of Hidalgo Announces State Farm as New Arena Sponsor

The City of Hidalgo is proud to announce State Farm Insurance as the new name
sponsor for the arena. Effective immediately, the largest event and concert venue in South Texas has a new name: State Farm Arena.
“State Farm is thrilled to introduce the State Farm Arena to the Rio Grande Valley,” said Mike Hargis,State Farm Agency Vice President, Texas Zone. “This is the first arena in the country that bears the State Farm name. This investment reaffirms our commitment to the Rio Grande Valley – where our agents and employees live, work and give back through our philanthropic endeavors.”
For six years the Arena has been the number one concert and event venue in South Texas. Ranked 31st out of the top 100 arenas in the world and number 5 in the United States in venues its size. Over 2.6 million people have come through the arena to enjoy concerts, shows and sporting events.
State Farm Arena is the home of the Rio Grande Valley Killer Bees and The Rio Grande Valley Vipers. In 2010 we continue to make history, marking the beginning of a new era of entertainment in the Rio Grande Valley. We are taking a step forward to better serve our fans and will continue to provide the best entertainment in South Texas.
Wednesday, January 27, 2010
Three Trends in Corporate Sponsorship and What They Mean For You
www.gailbower.com
Undoubtedly, the last 18 to 24 months have been a challenge for your organization and events. Congratulations; you made it through.
Now, it's a new year, and time for a new perspective. While the economic conditions are gradually improving - and let's choose to remain optimistic - I'd like to draw your attention to conditions in the marketplace you may have missed.
If you represent an important cause with a strong corporate sponsorship program, now is an excellent time to partner with the corporate sector. Yes, you read me correctly; I said 'an excellent time.'
Thanks to the recession, the bailouts, the bloodletting, and a barrage of other bad news, consumers have grown weary of the corporate sector. Trust has decreased, and reprioritizing has, well, become the priority. Consequently, corporations, especially in the financial sector, have their work cut out for them to rebuild trust and brand loyalty.
Consumer research shows that sponsorship of a nonprofit organization or cause, vs. sports or even the arts and culture, would contribute positively to consumers' increased approval of corporations.
Businesses are getting the message. Did you know that Pepsi pulled its Superbowl ad dollars and instead launched a cause and social marketing campaign?
Disney's in on the action. So is Seventh Generation. And a blogger with Fast Company wonders whether philanthropy is the new marketing. So, are you taking advantage of this and other opportunities?
Considering numerous economic and cultural conditions, I've spotted a few other corporate sponsorship trends, and here's what they mean for you:
1. Generic is out. So is superficial. If you're peddling a typical Gold/Silver/Bronze or other generic proposal as a form of marketing-driven corporate sponsorship, you're off the mark. Your sales pitch will sound increasingly irrelevant.
You're doing a disservice to your organization by offering low value to your corporate partner and failing to build leverage for your cause. You're also losing out on significant dollars.
Social media has changed the way we interact and engage with audiences. The proliferation of media over the last 35 years has had a broad effect, including contributing to increasingly niche audiences. We are not a monolithic mass audience. We don't market that way to consumers, and it doesn't work that way in a B2B setting either.
Sending out generic proposals to people and businesses you don't know sends a signal that you and your organization are inexperienced and unsophisticated. It's the quickest way for your materials to wind up in the trash.
Industries are all different, and businesses within those industries have unique needs. Your job is to learn more about them and develop your offerings specifically for that prospective partner.
ACTION: Do your research. Learn more about your partners' and prospective partners' businesses and industries so you have something meaningful to them to talk about. Develop programs for your partners that provide value in support of their specific business goals.
2. Be clear: marketing or philanthropic support? Are you interested in partnering in support of business goals or are you asking for a donation?
In the last 5 to 10 years, you've no doubt noticed shifts and changes in your work with the for-profit sector. More corporations have been asking for "benefits" in exchange for their "gifts," which changes the whole dynamic of the corporate giving model. You may have tried to respond to these sorts of requests but felt confused nonetheless. Philanthropy offices don't reduce that confusion.
Here's some clarity. Marketing-driven corporate sponsorship is a different model than the corporate giving model. It's a marketing medium designed to address business or marketing goals of the corporation. If you are in a discussion about corporate sponsorship dollars, you need to be asking questions about the company's business goals, marketing goals, and the ROI the company seeks.
The recession caused everyone - businesses, nonprofits, state and local governments, individuals - to question expenditures. (Everyone, it seems, but the federal government!) With uncertainty, we all want to know that how we spend our money will have a return and be meaningful in our businesses and lives. This trend is unlikely to stop in 2010. Your partners will want to know that an investment in your organization will move the needle for them.
If you're really seeking a donation, consider whether you really need to offer the kind of marketing value your marketing partners want, but that corporate foundations may not need or be interested in. Find out what's important.
Conversely, perhaps some combination of marketing and philanthropic dollars could be leveraged to meet multiple strategic interests. Think big. How can you really engage the corporation from both angles? How will that engagement propel your own strategic interests?
ACTION: Develop a clear strategy with each prospective corporation you're working with. How do you envision your partnership? How are you trying to engage with them? What is the business case you need to make? What's in it for both of you?
3. Corporate philanthropy offices will face increased pressure to show a measurable return and support of corporate strategic goals. As mentioned above, budgets have been placed under microscopes, and ROI, return on investment, is of utmost importance. Corporate leaders want to know that their limited dollars are invested wisely. Philanthropic dollars may contribute to corporations' reputation management, community quality of life issues, workforce development goals, as well as to other corporate social responsibility initiatives, both short- and long-term.
ACTiON: Make a business case about how the investment in your organization, perhaps coupled with dollars from other departments or initiatives, such as human resources, PR, marketing, corporate social responsibility, etc., can help fulfill broader strategic goals. The more departments you can integrate, the better. Why? Because your partner will be more engaged; you'll generate more dollars; and, together, your plans will yield a greater impact in the world.
Most events and nonprofit organizations have a great deal to offer the right marketers. If you're not taking advantage of these trends, of heightened consciousness to support social causes, you're missing important opportunities to galvanize support for your mission, your cause, your passion, and your constituency. You're also leaving money on the table.
To learn about other sponsorship trends and what they mean for you, check out the 1-hour long mp3 recording, 10 Trends in Sponsorship. Also, to learn more about the effects of the last year on sponsorship and what steps you can take now to improve your program, operation, and approach with new and existing sponsors, pick up a copy of Gail Bower's guidebook, How to Jump-start Your Sponsorship Strategy in Tough Times, called "the Bible for anyone securing sponsorships" by a reader who signed a five-figure title sponsorship for a new event by applying what she learned in the book.
Thursday, January 21, 2010
So what are green events anyway?

For at least two years, event planners have likely been asked, "what are you doing to make your event more green?" And the answer to that question is all over the board - from simple recycyling and composting programs to event-owned venues producing their own bio-fuels from event waste.
As events work toward eco-friendly solutions to lessening their impact, there are still a lot of unanswered questions. How do I measure my event's impact? Are we truly becomming greener, or doing things just for the sake of doing things?
According to ClimatePath.com, a company that specializes in carbon neutral planning, as much as 90 percent of an event's carbon footprint is realized in attendee travel getting to the gathering. For events with a more local or regional audience, this percentage is likely smaller, but remains the largest impact. In Texas, where mass transit is not common, this may be a difficult factor to mitigate.
ClimatePath offers the following summary of how an event can measure its environmental impact so that a plan can be created for reduction.
Scope 1 emissions are those directly occurring "from sources that are owned or controlled", such as work vehicles.
Scope 2 emissions are emissions generated in the production of electricity consumed by the event organizer's activity. This also includes energy generated at the event location.
Scope 3 emissions are all the other indirect emissions that are a consequence of the activities of the event, but occur from sources not owned or controlled event organizer. These include air and ground travel, hotel stays, emissions of the production and transportation of purchased goods; outsourced activities; and so forth.
Wednesday, December 30, 2009
Industry Predicted to Hold Its Own in 2010
When forecasting 2010 event activity, some 84 percent of respondents say they expect to stage the same number of events or even more in 2010 compared with 2009. And while 29 percent will have bigger budgets to work with in 2010 versus 2009, an equal number will be stuck with this year's budget allocation, and the rest will have even less money to work with.
Log into www.tfea.org to vote in January's poll regarding anticipated budgets for Texas festivals and events.
Thursday, December 24, 2009
What to do when the "antlers" come off?

Last night I was watching the Grinch that Stole Christmas while wrapping presents. Actually, I was just sort of glancing at it from time to time as not to miss my favorite scene when the Grinch ties an antler to his little dog's head, only to see the puppy fall over top-heavy into the snow. He eventually cuts off enough of the antler for the dog's back feet to find the ground again and, well, you know the rest.
My favorite scene of the Dr. Seuss classic brought back the funniest moment this holiday season in the TFEA office. One morning TFEA President Kay Wolf called and greeting me with "Something bad has happened, but it's sort of funny." For months, she and her staff had meticulously planned to bring live reindeer to the children of Hidalgo for the 2009 Festival of Lights, enjoyed by more than 750,000 people annually. The process including everything from coordinating veterinary health papers to a crash course in the care and feeding of reindeer.
A few days before the kick-off of the festival, one of the reindeer was being walked early morning by a city employee and PLUNK! One of the reindeer's majestic antlers simply dropped off! Shocked and panicked, the employee tucks the fallen antler under his arm and heads back to the reindeer pen, but within a few feet there is another PLUNK! Both antlers are gone!
With growing concern, he places the reindeer in its pen with the other reindeer and calls to report the problem. While on the phone, a reindeer smackdown ensues (leave it to two lady reindeer to get into a spat over such matters) and low and behold, the other reindeer loses one if its antlers, too! Soon thousands of people will arrive to look at two reindeer who only have one antler between them!
When Kay conveyed this story to me, she and I laughed so hard my mascara ran down my cheeks and my tummy hurt. Such is the life of an event planner! We never know what is in store for us and sometimes the only thing left to do is laugh.
But don't worry. The story has a mostly happy ending. For starters, reindeer shed their antlers annually, but typically not until AFTER the holiday season. And the two decrowned reindeer were traded for different ones with spectacular antlers in time for the big opening and children of all ages were wowed by their beauty. But as fate would have it, weeks later the replacement reindeer also lost their antlers prematurely! Likely the warm climate of South Texas tricked the reindeer into thinking spring had arrived.
But in spite of the drama, they still carried their load and made for a successful event, just like the little dog of Grinch cartoon fame. You can't steal Christmas from Whoville and you can't steal it from Hidalgo either!
Monday, December 7, 2009
Sometimes you just know what you do is cool.
And then, right in my own hometown, I am reminded what it is all about. Today I attended the dedication and grand re-opening of the 33,000 SF George H.W. Bush Gallery of the Museum of the Pacific War, which is part of the ever-growing Admiral Nimitz Museum complex. I played no role in the production of the event. Rather I was there as a small sponsor and happy observer.
The event was very well done, but also had its small snafus. A low cloud deck forced the cancellation of the scheduled paratrooper landing and delayed the start of the ceremony when former President Bush's plane was redirected.
But what impressed me was not so much the considerable hoopla. Rather it was the impact of the activities that found me contemplating just how rewarding the job of an event planner can be. As I looked around I saw the weathered faces of survivors from Pearl Harbor and Iwo Jima, undoubtedly some of the bravest men ever. I saw a tiny baby wrapped in blue, still unaware that war even exists. I saw school children, many of whom were about to gain their first glimpse and understanding of the battles that literally saved the world. I saw the proud and amazed smile of my 98-year-old grandmother who has lived across the street from the Nimitz complex for more than 75 years.
These combined images renewed the sense of pride I have in our industry, which exists largely to deliver unforgettable experiences to those we touch. I encourage each of you to take a different look at your next event. In addition to the watchful eye you place on the execution of each element of your event, take some time to simply watch the celebration unfold through the lens of your attendees. Listen to the music of their laughter. Renew in their spirit of wonder. Feel their rush of emotion. Then lay your head down at the end of the day (or early the next morning) knowing just how cool it all really is.
Sunday, November 29, 2009
Is multi-taking a good thing?
Thursday, November 19, 2009
We can sell you the entire seat, but you'll only need the edge!
The 11-day Fiesta San Antonio celebration is home to some of the largest parades in the state. To help local non-profit organizations raise revenues from the massive crowds that gather to watch the parade, the Fiesta Commission allows these groups to rent parade route folding chairs to create viewing areas."Walk your parade route and figure how many chairs will fit in each block. We limit to three rows of chairs that start from the street curb (row 3) and set up two other rows closer to the parade," said Fiesta Commission Executive Director Chuck Blische.
Nonprofits sell seats for $10 each and pay the Fiesta Commission a $2 per chair licensing fee. Each non-profit is assigned a specific area in which they rent the chairs and perform set-up and take-down. In San Antonio's case, the price of chair is set by city ordinance.
"We print and distribute parade tickets. People really appreciate having a place to sit during the parade that they can just leave behind," said Blische.
Do you have a great idea to contribute to the TFEA Blog? Send it to pennyreeh@ktc.com.
Tuesday, November 17, 2009
The Customer is Changing...Are You?
One thing is certain - Texas is growing. According to the Texas Data Center and Office of the State Demographer, the state's population is projected to grow to 35.8 million by 2040, which is an increase of more than 71 percent over the 2000 census count. This means more potential attendees for Texas festivals and events. But what do these new customers look like?
Demographers predict that Hispanics will outnumber Whites by the year 2020. Texas has been a "majority-minority" state since 2004, meaning that combined minority populations outnumber the white population. Other such states include Hawaii, New Mexico and California.
Understanding changes in the ethnic mix of our state is critical knowledge for our events. What programming changes to attract these growing, and potentially-lucrative, audiences are needed? How can the event maintain relevance and gain awareness? Do these audiences present sponsorship opportunities?
State demographers also predict the number of residents over the age of 65 will double by 2040. The percentage of Texans age 65+ remains slightly lower than the national average, but remains significant. How will our festival attendees interests change as they age? Are our events prepared to be more accessible to an increased number of attendees with special mobility needs?
Another significant change in our state's population will be the continued shift from rural to urban areas. Between 2000 and 2005, 11 of Texas’ “metro” counties – counties with one or more urban areas – saw population increases of at least 20 percent, while 93 non-metro counties experienced losses. This may mean greater population density and proximity for some events. But attracting these customers may also be more competitive as urban populations present more entertainment venues.
Soon we will see the latest numbers and put these predictions to the test. But the real test lies in how prepared festivals are to understand the information and use it to grow their event?
Penny C. Reeh - Owner, Indigo Resource Group and TFEA Executive Director
Sunday, October 11, 2009
Is your festival a Purple Cow?
In a nutshell, the book encourages us to be REMARKABLE in what we do and contends that being remarkable is the only true competitive advantage left for products of any kind.
This started me thinking. Are there many remarkable festivals? In my workshops, I often speak about the homogeneity of the festival product. We all have good food, beverages, entertainment, children's activities....etc, etc, etc. But do we have anything that jumps up and literally grabs the customer's attention? As a whole...I think not so much.
There is no formula for developing remarkable. And if being remarkable was easy, everyone would be doing it and it would no longer be remarkable. However, Godin's book helps us challenge the way we think and provides us with questions, examples and ideas to begin the quest for a Purple Cow.
Again and again he emphasizes the fact that remarkable is rarely a marketing issue. It is usually a product development issue, which could not be truer for the festival industry. What are we doing in programming, access, logistics, customer service, training, or volunteer management to created a remarkable (read: unforgettable) experience?
Are you completely willing to re-engineer your event? Too risky? Godin's contention is that risk-taking is the only safe move in today's landscape. Staying the same (as yourself and your competitors) is the path to being obsolete. Risk is the path to success.
He tells the story of Dutch Boy paint. Paint is boring and paint is an even more homogeneous product. Dutch Boy realized that paint was not their product. Rather, the painting experience (ugh!) was the product. By developing revolutionary new packaging, an easy to pour plastic jug with a handle to replace unwieldy paint cans, they made painting easier, cleaner and more fun. Listening to the customer, completely rethinking the product and unleashing this clever Purple Cow helped them steal significant market share.
Is your festival the next Purple Cow? I sure hope so!
Penny C. Reeh - Owner, Indigo Resource Group & TFEA Executive Director
Sunday, October 4, 2009
Rainy Days And Mondays . . .
Mother Nature is such a tease. All summer long the temps topped 100 and the sky was blue above most of Texas, but in recent weeks that's changed.
Traders Village Marketplace is the largest flea market and festival complex in Texas with more than 5.5 million shoppers and festival-goers every year. From the Bayou City Cajun Festival and Houston Championship Chili Cook-off in Houston, to the Tet Lunar New Year celebration and annual Auto Swap Meet in Grand Prairie, the marketplaces' festivals and special events entertained thousands earlier this year without a hitch . . . then, the rains came.
Anyone who stages outdoor events knows the heartbreak that comes when months of planning is completely washed away in a frog-strangler filled with pine needles, paper debris and generic "stuff" of questionable origin. But, it happens.
Traders Village in Grand Prairie recently hosted its 47th annual American Indian Pow Wow - an event that normally draws more than 100,000 guests over three days. But, this year a rain dance must have mistakenly been performed, the sky opened up and the event was a washout. The event crew did its best and the Pow Wow went on beneath the cover of a giant Expo building, but the damage had already been done.
The thunder rolled in Houston for the 9th annual Village Art Car Show. With more than 35 rolling works of art and thousands of dollars in television support behind it, it was like a festive private party for the members of the Houston Art Car Klub and Traders Village staff who had not been sent home for the day. There was even a live band for dancing. Such fun on a rainy day with nobody there to enjoy it.
But, despite the rain, the pre-happening prep, and all the event day stuff that had to be done -no matter what - we survived to do the next festival - hopefully one staged in the sunshine, with parking lots filled with cash carrying, fun-loving patrons.
There is no doubt that you need a positive attitude in our industry. Singing "rain, rain, go away" may have worked for us as kids, but as grown-ups, not so much. After more than 30-waterpark-flea market-theme park-years I have learned ride the wave of rainy days, and I'm okay with that. You can't do anything to stop it, so just make alternative plans, throw on your rubber boots, and go with the flow. Don't beat yourself up over it. Just rejoice in the fact that we have the best job ever. Don't let those rainy days and Mondays get you down - right Karen?
M. Baxter
Saturday, October 3, 2009
Texas's Own George Draghici Performs at IFEA
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We will routinely strive to offer new information, monitor trends, ask for feedback and hopefully make you smile, or even belly laugh, from time to time.
We invite you to join the conversation and be an active part of the largest state association in the country. Everything is bigger in Texas!