Ingredients for a Successful Tall Ship Event

Transcription

1 Ingredients for a Successful Tall Ship Event Presented by: Patti Lock Great Lakes Marketing Group And the American Sail Training Association And Krista Slack Krista Slack+Aylett And the Redpath Toronto Waterfront Festival With special thanks to Karen Scherberger Norfolk Festevents Ltd.

2 1. Fundamental Considerations Purpose of Event Historical Anniversary Tourism Economic Development Stand Alone opportunity

3 1. Fundamental Considerations Sanctioning Organization/Scope of Event Endorsements Local State National International

4 1. Fundamental Considerations Experience/Background of Organization Promoter Non-profit Government Body (including Military Volunteer Financial Stability/Funding Sources Planning Schedule Experience with tall ship relationships

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6 2. Planning Ingredients 3 or more years Invitation Process Scope of Participation Initial call to confirm point of contact Confirm ship s availability Official letter of invitation Endorsement letters Office visits Communications: phone/ /office Social opportunities: at least 1x/year

7 2. Planning ingredients (cont.) Working Maritime Team Port U.S. Coast Guard/Transport Canada Customs/INS/Border Protection Pilots depending on size of ship Navy if applicable Protocol Police: local/state/federal (if appropriate)

8 2. Planning Ingredients (cont.) Budget Preparation Expenses Cost of hosting an attraction vessel vs. an international Class A or Navy ship Appearance fees Trade opportunities: fuel, provisioning Revenue Gate vs. free admission Fundraising/sponsorships/grants

9 2. Planning Ingredients (cont.) Establish strategy for US/CAN or International ships INS regulations USCG/Transport Canada regs Marine Event of National Significance (through USCG applied for by ASTA) Private use of ship manage expectations for both ship and port Contract/Letter of confirmation Prior and Post port schedules

10 2. Planning Ingredients (cont.) Ship fees Fee vs. no fee or exchange of services Cash + trade Services only predetermine in writing

11 2. Planning Ingredients Plan Public/Private events that incorporate ships as central feature Parade of Sail Crew Parade Crew games Corporate Hospitality Public Dockside Events

12 2. Planning Ingredients (cont.) On Board Hospitality

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14 3. Operations Access to the Port Bridges, Depth, Tides, Traffic Appropriate docking facilities Shoreside facilities water, sewage, communication, fueling Power options generator, ship s power Comprehensive radio communication with all key people

15 3. Operations Public Communication Signage Signage Signage Consistency of message Strong Website

16 3. Operations (cont.) Insurance requirements Location for event coordination within event site Unified Crisis Plan with all partners and stakeholders

17 3. Operations: Staff/Personnel Maritime Operations Director (Waterside) Docking plan/dockmaster/line handlers Parade of Sail Commander USCG/Transport Canada Ships manuals Shoreside Deliveries Host ship coordination

18 3. Operations: Staff & Personnel Ships Liaison Coordinator Liaison Officer for each ship Crew center management Tours/city guides/local transportation Ship transportation coordination

19 3. Operations: Staff & Personnel Protocol Manager Development/Spo nsorship Manager Special events to produce events within the event Marketing Public Relations Finance Security Weather to Monitor for impact on operations, Parade of Sail, docking, tugs, fueling, arrival & departure, etc.

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21 4. Ship Support Advance information: port manual, charts Liaison: host ship (local vessel or military) Liaison officer Crew Center, daily briefings Transportation & supplies runner Daily schedule of events Ship obligations vs. free time Internet access

22 4. Ship Support (continued) Local information (CVB, tourism) Contact information 24/7 Entertainment discounts or comps Understand cultural preferences Flexibility to accommodate changing needs and issues NO SURPRISES

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24 5. Public/Private Interactions Tours School groups Charters, VIPs, Sponsors Public boarding Staffing Ship s crew for tours vs. local docents or volunteers

25 5. Public and Private Interaction Gun Battles Programming Re-enactors Knot tying Boat building Mattress races Duck races Ecoentertainment

26 5. Public/Private Interaction Parade of Sail or Daysails Viewing landside or from a ship or pleasure craft

27 5. Public/Private interaction Youth sail training/adventure sailing Adopt a ship s crew take them home for dinner Crew parades Athletic contests with public, other crew members Official/Private receptions Officers Crew party Understand cultural differences within ranks

28 5. Public/Private Interaction Official courtesy calls (military) Local cultural associations Press/media & feature story opportunities ADA or Special Needs

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30 6. Measures of Success Have you met your goals? Operational success Financial management Planning team satisfaction evaluation Conflict resolution performance Industry recognition Tall Ship Marketing Event Tourism Do you want to do it again?

31 Special thanks to Karen Scherberger, Norfolk Festevents

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