It’s now 90 days after our Fair! I wasn’t able to post before we opened – so many new things going on and I just lost track of time! So here is the final update from our cultural events we created.
We had a great Fair! I’ll start out with that. The weather cooperated with most days at 80 degrees and one or two days in the 90 degree level. For those who produce outdoor events you know that weather is the key to success! You can have the best programming, entertainment, and advertising …. And if your event is outdoors and it’s 100 degrees …well, there goes attendance! Fortunately, we had great weather!
During the past 90 days since Fair ended, the team has spent hours having discussions on what worked, what needs improvement and what do we never want to do (ie go through) again. Oh yeah … and many of us have been on vacation enjoying some much needed time off!
My last post had us in a quagmire! We were unable to find a media partner to assist us in producing our asian continent themed events. As a result, we had reached out to an individual we worked with 6 years ago for our “Spice of India” event which celebrated the cultures of the Asian Continent. He knew us and knew what it would take to move forward. (Note: In case you were wondering why we didn’t go this route in the beginning we had a very small budget and planned for existing staff to take on coordinating each event. Unfortunately that didn’t happen).
Fortunately, this person was interested and willing to assist us in coordinating and promoting our events. And, he understood budget limitations …. So ….60 days out from opening day we finally had a partner and someone we knew would deliver!
During that 60 day period, many emails and phone calls occurred. We waived food concession revenue to get some food trucks in for the two days. We had 3 food trucks for each day which featured food from the asian continent. Fortunately, all 3 of the food trucks had been at our fairgrounds for a year round event so they already were familiar with our grounds and what it took to sell food to the public ie health dept permits, power, water and sewer needs, and an idea of crowd capacity. We told them to plan on 500 people each day to give them some idea of the crowd and their potential sales.
Our event promoter spent a great deal of time coordinating the various groups who would be performing. Our Fair team assisted in collecting information from the groups including their performance liability waivers, distribution of admission and parking tickets and helping them get in and get out of the fairgrounds on the two days.
Most all of the entertainers made it onto the fairgrounds, however, the belly dancer had a sword as part of her performance and she was concerned that security would not let her through the metal detectors…..so we helped her get through that process securely.
We had scheduled the stage for programming from 12 noon – 6 pm. We open the Fair at 11 am. We allowed 1 hour for fairgoers to get in and reach the stage in time for the entertainment to begin. The first day the entertainment started a bit late, and the second day it started closer to 12 noon.
Both of these events were held on Sundays to increase attendance on Sunday. We had some amazing performances and activities. On the Asian Pacific Celebration day, we had performances from all the asian countries with the exception of two countries and one of those two countries was represented via the food truck (Vietnam). During the Bollywood at the Fair some of the fair patrons were invited on stage to take part in the dancing. There was also MC’s for both days to explain and teach about the different activities going on. This made a big difference
Overall, we do believe we had an increase in the demographics that we wanted to reach: asian american and indian american.
Our rough estimates are that 1000 people attended each event, however, our fair team observed many others attending the fair throughout the two weekends
We are so pleased with the results that we will continue these two events for 2020. We are meeting with the event promoter soon to discuss 2020!