The Waterfront Festival 2003 was a two day event organised by the Vale of Glamorgan Council in Barry. 2003 was the second year this was held.

The main attraction was the visit of tall ship STA Stavros S Niarchos, which opened for guided tours for the public.

This multifaceted event included a selection of activities to encourage visitors to return to Wales and the area, including:

• Steam Railway shuttle trips
• Farmers' Market
• Craft Fayre
• Vintage Buses
• Live music and entertainment (including Funhouse and Radio Wales' Owen Money)

The 2003 festival was packaged in various ways to suit different audiences. Vintage Transport and Food were the two main themes, with supplementary music and entertainment.

The organisers worked closely with the Ports Authority, the Welsh Development Agency (WDA) and other specialist attractions to make the occasion a success.

The event had a short 6-week lead-in time and a risk assessment was carried out before planning started. Public safety at this waterfront location was paramount.

The event was planned by a small well-chaired working group with tightly timed meetings. The festival organiser had overall responsibility and control of all aspects, including contact lists of all personnel involved.

The team produced a master file to record all organisational and operational information in case of illness on the day. This will also be used as a model for planning future similar festival events.

The Vale of Glamorgan Council and WDA Agri-food Funding Schemes provided sponsorship.

Major players were the Stewards, booked from the local drop-in centre, their role was crucial to managing the public on the day and were trained in social interaction, motivation and commitment.

Event marketing and promotion was carefully planned. Information was 'drip-fed' to the public, highlighting that the majority of events were free. Closer to the event, posters, leaflets and media coverage were increased.

Carefully designed leaflets included:

• Location of event
• Explanation of event
• Date
• Sponsors' logos
• Price
• Timed schedules
• Contact details for information including telephone numbers and website addresses

7,000 people attended in 2002, rising to 20,000 in 2006. In 2006 the Vale of Glamorgan were winners of the Tourism Ambassadors Award for their contribution to the Tall Ship Festival.

Key Points:

• Meticulous pre-planning to meet tight timescales
• Make sure sponsorship/funding mechanisms are in place very early
• Keep working group small, choose team and expertise carefully
• Remember duty of care to community as a landowner
• Seek legal advice (eg. insurance, public liability, fairground)
• Compliance with legislation (advice from DDA)
• Consult police regarding alcohol, road closures, children/vulnerable adult checks,
• Strict liaison with media
• Health & safety aspects (e.g. fire equipment in marquees, food, other)
• Liaise with all involved in event (e.g. Steam Railway, Farmers, Market)
• Remember contingency fund/plans in place - (ground is flooded leading to additional unforeseen costs to pump water away)
• Keep careful records throughout and contact lists for emergencies
• Checking mechanisms will ensure success (e.g. task schedule; meetings schedule, contact lists, daily briefs)
• Follow-up feedback post event with working group and others
• Increased numbers to this event (2006) has now led to more arts and corporate tents and 415 water borne vessels. This emphasises how forward planning for an event must takes its successful evolution into account.
• Thank you to all for support and help

Useful Links:

www.waterfrontbarry.com