Organising events can be a thrilling journey, filled with anticipation and excitement. However, like any great adventure, having a reliable network is key to ensuring everything runs smoothly. Training contacts is essential for local community organisations and businesses looking to create memorable events. With the right support and allies, those unexpected hiccups can become stories of triumph rather than tales of disaster.
TL;DR:
- Establish and nurture strong relationships with reliable contacts.
- Utilise local businesses and services.
- Regularly update and expand your contact list.
- Collaborate with local experts and influencers.
- Prepare for every event with a solid backup plan.
Running events, whether a small community gathering or a large-scale festival, requires a web of contacts who can provide essential services and support. Think of your network as a safety net, ready to catch you when things don’t go as planned. By investing time in training these contacts, you can build a team that understands your vision and can help you achieve it.
Establishing Strong Relationships
When venturing into the world of event planning, the first step is to establish strong relationships with key contacts. This doesn’t just mean a quick phone call to the local catering company or venue manager. Instead, take the time to meet face-to-face, understand their capabilities, and discuss how you can work together. A local community group recently shared how their annual summer fair was saved by a last-minute change in catering, only possible because of their well-maintained relationship with a local café owner.
Utilising Local Resources
Local businesses can be a goldmine of resources when planning events. From florists to sound technicians, utilising these local talents not only supports the community but also ensures you’re working with people who have a vested interest in the success of the event. For instance, a recent arts festival in the town centre flourished by collaborating with a local print shop for all their promotional materials, ensuring quick and efficient service.
Keeping Your Contact List Updated
Just like a well-oiled machine, your contact list should be regularly updated and expanded. Attend local networking events, join community groups, and stay active on local social media pages. This not only keeps your list fresh but also introduces you to new skills and services that could come in handy. One event organiser shared how a chance meeting at a local market led them to discover an up-and-coming local band, who later became the highlight of their music event.
Collaborating with Local Experts
Why not tap into the wealth of knowledge that local experts and influencers bring? These individuals often have a finger on the pulse of the community and can offer insights and connections that might not be immediately obvious. In a recent community health fair, organisers collaborated with a local fitness influencer who not only promoted the event but also brought in a crowd that otherwise might have missed the occasion.
Always Have a Backup Plan
Even the best-laid plans can go awry, which is why having a solid backup plan is crucial. This is where your well-trained contacts really come into play. If something doesn’t go to plan, having reliable and trusted people to call on can make all the difference. One community theatre group recalled a time when their lead actor fell ill on opening night, but their relationship with a nearby drama school meant they had a talented understudy ready to step in.
Maintaining Contact with Past Collaborators
After the curtain falls and the event is over, don’t forget to maintain contact with those who’ve helped make it a success. A simple thank-you note or a small appreciation token can go a long way in keeping the relationship warm. One local charity found that by maintaining regular contact with their event sponsors, they not only secured future support but also received valuable feedback that helped improve their subsequent events.
Learning from Each Experience
Every event is a learning opportunity. After each one, take the time to evaluate what worked well and what could be improved. Gather feedback from your team and contacts, and use this to refine your approach for next time. A popular food festival organiser shared how reviewing past events helped them streamline their logistics, resulting in smoother operations and happier vendors and attendees.
Fostering Community Spirit
Involving the community in your events can foster a sense of ownership and pride. Encourage local volunteers to participate and provide them with roles suited to their strengths. A notable example is a small-town book fair that brought together local authors and students, creating a mentorship programme that enhanced the event’s appeal and educational value.
Nurturing Long-Term Partnerships
Lastly, focus on nurturing long-term partnerships with your contacts. These relationships, built on trust and mutual benefit, can provide stability and reliability for future events. A local sports club found that by partnering consistently with the same local businesses for their annual tournament, they could count on top-quality service and preferential rates, making each event a resounding success.
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