If you run a magazine, or are a member of a club, at one point or another someone comes up with the idea to put on a show or event. But, how do you make people want to come back year after year? I have helped to put on a few events and shows in the past couple of years and I thought I would pass along some things I have learned so that it may help someone else down the road.
1. Weather - When it comes to planning an outdoor event, weather sucks! Is it going to rain or is it going to be 100 degrees out? You never know. Rain dates suck too! If you are doing a show, a rain date isn't bad, but if you are doing a poker run, I wouldn't hold a rain date. We had a rain date the first year of our poker run, and I was stressing to decide to do the event or not. If you move the date, you have to make sure everyone can do it on the rain date. Good luck, this part really does suck!
2. Promotion - There are so many ways to promote your event. Posters and flyers are a good way to start. Now a days, people expect color flyers. You can do these pretty cheap, and it will definitely help your event. Put these flyers anywhere the people you are promoting to will go. Car shops, bike dealers, supermarkets (bikers and car guys have to eat), ect. The more your event is out there, the more people will hear about it. If you are past your first year, send flyers to people that have come in the past. If they had a good time when they were there last year, they will come again and will also tell all their friends. Sending press releases to local newspapers can help too. They're free, and if a few papers run it, that is a few more people to hear about the event. Also, get your event on as many websites and in as many magazines as possible. The internet is just one big promotional tool - use it.
3. Prizes & Sponsors - I personally think this is one of the hardest and most time consuming parts of any event - asking people for money! A lot of times, I have found that it is easier to get prizes than it is to get cash sponsors. But, sponsors are the way you get money to put on an event. All I can say to help you out is that it gets easier after the first year! Make sure you get some good prizes too! We gave away a two-night stay in Ocean City for Bike Week at our poker run, and I feel that this really helped to get people to our event.
4. Things To Do - One of the biggest kickers of a show is not having things to do at an event. You know - fun stuff for people to do and watch. Try having some game-type stuff, a bike or car wash, and make sure you have food, music or a band - all important things. I have found that restaurants are a great place to put on events, but you have to make sure the place can hold the crowd you are expecting to draw in. They have food, sometimes TV's, and things to keep guys occupied.
5. Help - Make sure you have people that you can depend on to help you to promote and help the day of the event. One of the worst feelings is when someone lets you down a week before the event, especially if they were trusted with an important project. If you have good, dependable help, your day of will be a walk in the park!
6. The Reason - More than likely, you will be doing the event to help someone out. There are tons of charities out there that are always looking for help. I suggest if your event is to benefit a charity, pick one that means something to you or your group - it will make it all the more special when you give them the big check at the end!
One last thing that you should do is have fun. Events are alot of work, but don't let your big day be so crazy that it isn't fun. I hope I have thrown out some ideas that might help you out. Good luck!