9th Annual Fireworks Display Extravaganza Presented by the Villa Rica Parks & Recreation Department Mission: To generate awareness to the Villa Rica Civic Center & Sports Complex and promote our family days. Part of the family fun initiative. Thursday, July 3, 2014 V-Plex Football Field, Field 7 & Field 5 Event arena Power – 110 or 220 volt spaces 30 Electrical Power 20 non-electric End zone children’s area
Time Line January Update all materials 6 months out Application Listings in calendars, craft magazines, websites, newspapers etc Review evaluation for previous year-make adjustments Major Area’s of Responsibility: Sponsorship, Facilities, Marketing and Advertising, Vendors, Entertainment, Arts and Crafts, Entrance and Security, Hospitality, Volunteer Coordination and Balloon Meister
February Mail out applications Press release: calling for artists Obtain sponsors-this is an ongoing process up until the event
March Continue to fine-tune the event.
April Look for new angles, new marketing opportunities Application deadline Send out press releases-clip all extravaganza articles Secure radio/TV sponsor Secure newspaper sponsor-this will help with sponsor packets
May Book entertainment, national anthem artist, photographer, sound and lighting, stage or stage cover (genie lift) special projects, select parachutes design, Port-a-johns Get Contracts including insurance information for the following:Inflatable Slide/Games, Atlanta Thrashers, BMX Stunt Show, World’s Largest Pinball Game, Face Painting, Car Show, Helicopter Rides, Hot Air Balloon Tether Rides, Zip Line and Power Jump-Bungee Trampoline. Continue to update the press release-add a new twist each time
June Work with the “city police” on details for the festival Security-have an emergency plan First Aid/Lost Parent Clean-up-Community Service Workers, volunteers Port-a-johns Road Closures & signage
Printed materials: posters, banners, flyers, and brochures Distribute printed materials to local businesses June Make any adjustments to the layout. Planning session for the volunteers-appreciation luncheon Make follow up calls-reconfirm EVERYTHING!!! Send press releases out again. Festival Coordinator should be available for interviews-radio shows, phone interviews, TV Vendors list
2 weeks out Put email vendor layout and address. Welcome letter-restating the rules, parking, expectations, directions, layout, and emergencies 1 week out Gather equipment, bleachers, entertainment sign, tents, tables & chairs put out signage, power cords, barrages, placing trash cans throughout field, cones, canopies, banners, disconnect lights (parking lot lights) in front of the Civic Center, overnight security, gators, golf carts from Pine Mountain Gold Museum, mist machine, first aid canopy, no canopies beyond this point signs, setting out flag poles and flags along the south end of the football field, hanging banners and buntings along the stage, etc. Mark off spaces Electricity??? Buy food for entertainment Set up morning: water, juice, and donuts Type of communication with staff & volunteers replenish restrooms throughout the event: radios
Have all your “busy” work finished one week prior to the event so you are available to put out any fires or unforeseen situations. This job is less stressful!! Sleep well Always remember to smile!
July 3 Event Date.
Day after your event Make sure you are available to media, citizens, and city officials Do the festival evaluation as soon as possible after the event. List general weather conditions, local issues the might affect the event Things to change Site layout issues Vendors with poor quality or difficult to deal with Inventory and where materials are stored Send Thank you notes to everyone-those words go along way. Do a follow up evaluation to each sponsor
Day after the day after Take the day off-you deserve it for a job well done!