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P.O. Box 160223 Nashville, Tn 37216-0223 615 262-1119 - Office
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TIPS FOR SUCCESSFUL EVENT
REMEMBER THE 4 W’S WHAT: Event to have (Touring Run, Swap Meet, etc. & include entry fee) WHERE: Location (Don’t forget Town & State) WHEN: Date & Time WHO: Contact person or persons
VERY IMPORTANT TO ADVERTISE Allow 2 to 3 months for getting things together
MAKE FLIERS AND POST EVERYWHERE Make fliers short and to the point. Attend all other events when possible and advertise your event. It’s like that old saying, you scratch my back, I’ll scratch yours. "It works." Use newspapers, radio and TV when possible, maybe Public Broadcasting Service. When events are for Community Service, advertising should be free. Make a list of duties that need to be done. Appoint a committee chairman for each duty. (Supplies, Gate, Door Prizes, Food & etc.) Keep in close contact with each chairman to make sure they are doing their jobs. Have a meeting with your chairman a week before event. Never advertise amount of money that you are going to give away, (state cash prizes or % of entry fee). If you guarantee cash prizes and have a small turn out it could hurt your income. INSURANCE- Take care of it EARLY. Must be 14 days before the event. Contact the office. Vendors- if they are to be used contact them early. If your event requires going through counties and/or cities contact your local law officials. Let them know what is going on, ask for escorts through the counties and /or cities for your events, if not ask permission to set-up road hoards. Invite them to your event. Your Sergeant of Arms (Road Captain) should take care of this. (Some places you can’t do any of the above). Sergeant of Arms is over Security PLANNING IS THE KEY for a successful event. Make a list of supplies, volunteer’s workers and any other details so that nothing is forgotten. Anything that can be put in place of set-up early saves confusion at the last minute when you have a lot of other things on your mind.
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