WELCOME
AS WE BEGIN•   We are very excited to have you here today•   You are encouraged to ask lots of questions and offer your op...
PROGRAM OVERVIEWOregon Rural Tourism StudioPresented by Travel OregonCoordinated by Kristin Dahl   Sustainable Tourism Dev...
PROGRAM GOALSRaise the awareness and understanding of the value ofthe tourism industry and important trendsEngage a broad ...
PROGRAM GOALSDevelop tourism experiences and products thatsustain or enhance the geographical character of aplace—its envi...
PROGRAM WORKSHOPS•   Community Tourism Planning•   Agritourism Development Workshop•   Cultural Heritage Tourism Developme...
TODAY’S WORKSHOP• Creating and Producing High Impact Events  Wednesday December 8th  9:00am – 4:00pm  Brent Dahl CMP    • ...
TODAY’S AGENDATHIS MORNING:•   Welcome and Introductions•   Definitions and Differences•   Audiences and Lifecycles•   Adm...
TODAY’S AGENDALUNCH CONVERSATION:• Support Existing Events (by season)• Create New Events (by season)
TODAY’S AGENDATHIS AFTERNOON:•   Marketing•   Hot Topics Today•   Lessons Learned•   Clarification and Final Thoughts
PARTICIPANT INTRODUCTIONS•   One specific thing you want to learn today•   What company (organization) or what activity ar...
DEFINITIONS and DIFFERENCESAthletic or Sporting Events
DEFINITIONS and DIFFERENCESBusiness and Corporate Events
DEFINITIONS and DIFFERENCESCause Related and Fundraising Events
DEFINITIONS and DIFFERENCESEntertainment and Leisure Events
DEFINITIONS and DIFFERENCESExhibitions, Expositions and Fairs
DEFINITIONS and DIFFERENCESFestivals
DEFINITIONS and DIFFERENCESGovernment and Civic Events
DEFINITIONS and DIFFERENCESMarketing Events
DEFINITIONS and DIFFERENCESMeetings and Conventions
DEFINITIONS and DIFFERENCESSocial and Life Cycle Events
DEFINITIONS and DIFFERENCESAPEX“voluntary standards designed by the meetings, convention, eventindustry to streamline busi...
DEFINITIONS and DIFFERENCESBEO Banquet Event Order. A form most often used by hotels to provide details to personnel conce...
DEFINITIONS and DIFFERENCES            Administration            Design            Operation            Risk            Ma...
DEFINITIONS and DIFFERENCESSeason (Fall Winter Spring Summer)Time (Day Night)Indoor – OutdoorPublic Attendance – Private I...
AUDIENCES and LIFECYCLES          Idea          Vision          Goals          Objectives          Outcomes          Legacy
AUDIENCES and LIFECYCLES“ where are you taking me? ”
AUDIENCES and LIFECYCLESInternal Stakeholders
AUDIENCES and LIFECYCLESExternal Stakeholders
AUDIENCES and LIFECYCLESIntended (and Unintended) Outcomes
AUDIENCES and LIFECYCLESKnown (and Unknown) Legacy
ADMINISTRATION        Financial        Human Resources        Information        Procurement        Stakeholders        Sy...
ADMINISTRATION• Open Discussion  –   Problems You Have & Possible Solutions  –   Decisions You Face & Possible Impacts  – ...
DESIGN    Catering    Content    Entertainment    Environment    Production    Program    Theme
DESIGN• Open Discussion  –   Problems You Have & Possible Solutions  –   Decisions You Face & Possible Impacts  –   Questi...
OPERATIONS      Attendees      Communications      Infrastructure      Logistics      Participants      Site Management   ...
OPERATIONS• Open Discussion  –   Problems You Have & Possible Solutions  –   Decisions You Face & Possible Impacts  –   Qu...
RISK       Compliance       Decision Management       Emergency Management       Health and Safety       Insurance       L...
RISK• Open Discussion  –   Problems You Have & Possible Solutions  –   Decisions You Face & Possible Impacts  –   Question...
LUNCH CONVERSATION• Support Existing Events• Create New Events
MARKETING      Marketing Plan      Materials      Merchandise      Promotions      Public Relations      Sales      Sponso...
MARKETING• Open Discussion  –   Problems You Have & Possible Solutions  –   Decisions You Face & Possible Impacts  –   Que...
MARKETINGSponsorship (1) Inventory – determine low middle and high priced opportunities; itemize properties; price out har...
MARKETINGSponsorship (4) Marketing – sponsor packet, flyers, FAQ on event, properties, agreement form (5) Sales – brainsto...
MARKETINGSponsorship (7) Contracts – negotiate properties and price; agreement form; fulfillment schedule (8) Fulfillment ...
HOT TOPICS TODAY• What are your “right here, right now” issues?• What “hot topics” do you want to talk over?
LESSONS LEARNED• Pre-Event Planning  – Errors, Mistakes, Miscalculations• Event  – Errors, Mistakes, Miscalculations• Post...
CLARIFICATION        “I still don’t understand _______”  “ I just can’t get excited about ______”     “My biggest roadbloc...
FINAL THOUGHTS• Inspiration• Relevancy
• Complete your evaluation forms• Approach Presenter with questions• Reconfirm your participation at next  Oregon Rural To...
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JDRT Events Presentation

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JDRT Events Presentation

  1. 1. WELCOME
  2. 2. AS WE BEGIN• We are very excited to have you here today• You are encouraged to ask lots of questions and offer your opinions• Expect to take two very short breaks at 10:30am and 2:00pm• Lunch will run from 12:00pm to 1:00pm• Your full attendance for all of today’s session is anticipated• After today we invite you to fill out evaluations
  3. 3. PROGRAM OVERVIEWOregon Rural Tourism StudioPresented by Travel OregonCoordinated by Kristin Dahl Sustainable Tourism Development Manager
  4. 4. PROGRAM GOALSRaise the awareness and understanding of the value ofthe tourism industry and important trendsEngage a broad cross-section of the community –including civic and business leaders – in a dialogue toidentify strengths and opportunities for capitalizing ontrends in the tourism industrySpark creativity and enthusiasm in community leadersto contribute to making Oregon a premiere tourismdestinationConnect community and business leaders withresources to help develop new authentic tourismproducts and leverage the assets they have
  5. 5. PROGRAM GOALSDevelop tourism experiences and products thatsustain or enhance the geographical character of aplace—its environment, culture, aesthetics, heritage,and the well-being of its residentsStimulate new local business developmentEstablish positive relationships between communityleaders and the state’s tourism development andmarketing organizations
  6. 6. PROGRAM WORKSHOPS• Community Tourism Planning• Agritourism Development Workshop• Cultural Heritage Tourism Development Workshop• Nature-based Tourism Development Workshop• Creating and Producing High Impact Events• Rural Tourism Marketing on a Shoestring• Fundraising for Tourism & Teaming for Success
  7. 7. TODAY’S WORKSHOP• Creating and Producing High Impact Events Wednesday December 8th 9:00am – 4:00pm Brent Dahl CMP • Altitude Essentials LLC
  8. 8. TODAY’S AGENDATHIS MORNING:• Welcome and Introductions• Definitions and Differences• Audiences and Lifecycles• Administration• Design• Operations• Risk
  9. 9. TODAY’S AGENDALUNCH CONVERSATION:• Support Existing Events (by season)• Create New Events (by season)
  10. 10. TODAY’S AGENDATHIS AFTERNOON:• Marketing• Hot Topics Today• Lessons Learned• Clarification and Final Thoughts
  11. 11. PARTICIPANT INTRODUCTIONS• One specific thing you want to learn today• What company (organization) or what activity are you involved in• How long have you lived where you live now• List the states (or countries) where you have lived in your life
  12. 12. DEFINITIONS and DIFFERENCESAthletic or Sporting Events
  13. 13. DEFINITIONS and DIFFERENCESBusiness and Corporate Events
  14. 14. DEFINITIONS and DIFFERENCESCause Related and Fundraising Events
  15. 15. DEFINITIONS and DIFFERENCESEntertainment and Leisure Events
  16. 16. DEFINITIONS and DIFFERENCESExhibitions, Expositions and Fairs
  17. 17. DEFINITIONS and DIFFERENCESFestivals
  18. 18. DEFINITIONS and DIFFERENCESGovernment and Civic Events
  19. 19. DEFINITIONS and DIFFERENCESMarketing Events
  20. 20. DEFINITIONS and DIFFERENCESMeetings and Conventions
  21. 21. DEFINITIONS and DIFFERENCESSocial and Life Cycle Events
  22. 22. DEFINITIONS and DIFFERENCESAPEX“voluntary standards designed by the meetings, convention, eventindustry to streamline business processes and create efficiencies”
  23. 23. DEFINITIONS and DIFFERENCESBEO Banquet Event Order. A form most often used by hotels to provide details to personnel concerned with a specific food andbeverage function or event room set-up.Bermuda Plan Hotel accommodations with full American-style breakfast included in the rate. See BED AND BREAKFAST. SeeAlso AMERICAN PLAN, CONTINENTAL PLAN, DEMI-PENSION, EUROPEAN PLAN, MODIFIED AMERICAN PLAN.See Also Bed and Breakfast , American Plan , Continental Plan , Demi-Pension , European Plan , Modified American PlanBetacam/BetaSP Common video format for presentation graphics, not compatible with VHS format. Commercial beta is usedfor broadcast quality video. See VHS Format.See Also VHS FormatBible See SPECIFICATIONS GUIDE.See Also Specifications GuideBid Document The proposal, usually prepared in response to a request for proposals or sales lead, submitted by a destinationor a facility, inviting an organization to hold its event n their venue. See REQUEST FOR PROPOSALSSee Also Request for ProposalsBid Manual/Specifications Written document issued by an organization which contains requirements and conditions for futureevents, and solicits proposals for needed services from venues and other service providers. Often also includes primaryselection and decision procedures. Same as REQUEST FOR PROPOSAL (RFP).See Also Request for ProposalsBien Cuit (ben kwee) Well done, as in steak cooked well done.Bill of Lading B/L. A document that establishes the terms of a contract between a shipper and a transportation company underwhich freight is to be moved between specified points for a specified charge.
  24. 24. DEFINITIONS and DIFFERENCES Administration Design Operation Risk Marketing
  25. 25. DEFINITIONS and DIFFERENCESSeason (Fall Winter Spring Summer)Time (Day Night)Indoor – OutdoorPublic Attendance – Private InviteesSingle Day – Multiple DaysProfit – Nonprofit – Government/CivicUrban – RuralSmall – LargeFree Attendance – Admission FeeOne Time Event – Annual / Repeat EventAgenda (Single Track – Multiple Tracks)Program Elements (Single Stage – Multiple Stages)Optional Attendance – Mandatory Attendance
  26. 26. AUDIENCES and LIFECYCLES Idea Vision Goals Objectives Outcomes Legacy
  27. 27. AUDIENCES and LIFECYCLES“ where are you taking me? ”
  28. 28. AUDIENCES and LIFECYCLESInternal Stakeholders
  29. 29. AUDIENCES and LIFECYCLESExternal Stakeholders
  30. 30. AUDIENCES and LIFECYCLESIntended (and Unintended) Outcomes
  31. 31. AUDIENCES and LIFECYCLESKnown (and Unknown) Legacy
  32. 32. ADMINISTRATION Financial Human Resources Information Procurement Stakeholders Systems Time Management
  33. 33. ADMINISTRATION• Open Discussion – Problems You Have & Possible Solutions – Decisions You Face & Possible Impacts – Questions You Have & Possible Answers – Judgments You Face & Possible Ramifications
  34. 34. DESIGN Catering Content Entertainment Environment Production Program Theme
  35. 35. DESIGN• Open Discussion – Problems You Have & Possible Solutions – Decisions You Face & Possible Impacts – Questions You Have & Possible Answers – Judgments You Face & Possible Ramifications
  36. 36. OPERATIONS Attendees Communications Infrastructure Logistics Participants Site Management Technical Production
  37. 37. OPERATIONS• Open Discussion – Problems You Have & Possible Solutions – Decisions You Face & Possible Impacts – Questions You Have & Possible Answers – Judgments You Face & Possible Ramifications
  38. 38. RISK Compliance Decision Management Emergency Management Health and Safety Insurance Legal Security
  39. 39. RISK• Open Discussion – Problems You Have & Possible Solutions – Decisions You Face & Possible Impacts – Questions You Have & Possible Answers – Judgments You Face & Possible Ramifications
  40. 40. LUNCH CONVERSATION• Support Existing Events• Create New Events
  41. 41. MARKETING Marketing Plan Materials Merchandise Promotions Public Relations Sales Sponsorship
  42. 42. MARKETING• Open Discussion – Problems You Have & Possible Solutions – Decisions You Face & Possible Impacts – Questions You Have & Possible Answers – Judgments You Face & Possible Ramifications
  43. 43. MARKETINGSponsorship (1) Inventory – determine low middle and high priced opportunities; itemize properties; price out hard costs to determine profit (2) Prospects – SIC Code list, Fortune 500 companies, current and past sponsor list, media (3) Research – look at current business climate for prospects, other competing events
  44. 44. MARKETINGSponsorship (4) Marketing – sponsor packet, flyers, FAQ on event, properties, agreement form (5) Sales – brainstorm session for scripting, strategies to approach each prospect, local ties; call report sheet; phone scripts; set meetings (6) Sales Campaign – phone calls, emails, meetings; keep track of activity (pace report)
  45. 45. MARKETINGSponsorship (7) Contracts – negotiate properties and price; agreement form; fulfillment schedule (8) Fulfillment – do what was promised; document and photograph work performed (9) Activation – sponsoring company makes the most of the opportunity they purchased (10) Recap – summary of performance
  46. 46. HOT TOPICS TODAY• What are your “right here, right now” issues?• What “hot topics” do you want to talk over?
  47. 47. LESSONS LEARNED• Pre-Event Planning – Errors, Mistakes, Miscalculations• Event – Errors, Mistakes, Miscalculations• Post-Event Wrapup – Errors, Mistakes, Miscalculations
  48. 48. CLARIFICATION “I still don’t understand _______” “ I just can’t get excited about ______” “My biggest roadblock is ________” “Can’t quite see the purpose of ______”
  49. 49. FINAL THOUGHTS• Inspiration• Relevancy
  50. 50. • Complete your evaluation forms• Approach Presenter with questions• Reconfirm your participation at next Oregon Rural Tourism Studio event

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