To progress the idea, you will need to form a committee or working group of people who can plan the festival or event and oversee its organisation.

Aim to choose committee members with a range of expertise, interests, skills and experience to share the work.

Include people who are committed to the festival/event theme. You could invite local businesses, representatives from the local council, the emergency services, the police, venue manager, bank manager. You could also co-opt other interested people.

If you have an idea for discussion but you are not part of an organisation or group, try consulting the Town Council, Local Council, Community groups, Regional Tourism Partnership, Media, or Trade associations, such as those involved with catering and tourism.

The size of the group will probably depend on the size, duration and type of event. It is usually better to keep the working group small, with one person having overall responsibility and knowledge of the whole event. You should appoint:

• Chairperson - someone who can tightly time-control and organise meetings
• Secretary - to minute meetings, deal with paperwork and keep everyone up-to-date with information
• Treasurer - to manage the finances

As soon as the Planning Schedule (1.3) is developed (eg. once food stalls, entertainers, etc have been booked) you can start to outline responsibilities, duties and tasks and share these out among the organising group.

Use the TIMELINE Chart to help you prepare a Meetings Schedule. Plan the dates of meetings up to the start of the event.
Refer to TIMELINE Chart and prepare a Meetings Schedule to include date of meetings up to day of event. You should aim to meet at least once a month and then once a fortnight nearer to the event. Accept all offers of help for the event, no matter how small. This helps you to be inclusive.

Key Points:

• Keep the committee/working group to a manageable size
• Consider using email updates if all members have internet access
• Share responsibilities and outline tasks clearly
• Make sure that everyone understands the lines of communications and keep team morale positive

See Also:

1.3 Produce Planning Schedule
1.5 Open Bank Account
1.6 Firm Up Concept/Theme
1.11 Organising Team
2.1 Establish Who Does What
Section 6 Implementing Event - Operational Plan
Section 7 Case Studies