A PRACTICAL

GUIDE TO CREATING
CELEBRATIONS AND
SPECIAL EVENTS
2010 Legacies Now gratefully acknowledges the Province of British Columbia
for its ongoing support of initiatives like the Celebrations Tool Kit
 Cover Photo:
Institute of Spectacle – a community artists’ retreat held by
Runaway Moon Theatre, 2005 (Enderby)

Contents
Getting Started 3 Marketing & Media 15
Exercise: Event Development Worksheet 4 Event Logistics 17
Artistic Visions 9 The Event – From Start to Finish 19
A Location 10 Evaluation 21
Permits, Insurance & Safety 10 The Future Of Your Celebration 23
Community Involvement 11 A Brief History Of Public Dreams 24
Financial Management & Fundraising 13 About 2010 Legacies Now Society 25

LIABILITY &
IS THIS GUIDE FOR YOU? DISCLAIMER STATEMENT
If you would like your community to come together The Celebrations Tool Kit and all seminars and
in celebration, but need help making it happen, workshops held in connection therewith are based
this guide is for you! Using our experience creating on information and ideas which 2010 Legacies
hundreds of celebrations, we’ll take you on a step- Now Society and Public Dreams Society believe to
by-step journey to turn your vision into reality. We be accurate and relevant to holding a successful
invite you to use this guide to participate, interpret event. Users of the Celebrations Tool Kit and
and create! participants at all seminars and workshops must
make their own determination with respect to
Part of Public Dreams’ mandate is to help other
the accuracy, reliability and relevance of such
communities to create their own celebrations. We’ve
information and ideas. 2010 Legacies Now Society
taken what we’ve learned through years of trial and
and Public Dreams Society specifically disclaim
error and present it here for you. We hope that this
all representations, warranties or covenants with
knowledge from our community will help you create
respect to such information and ideas and shall
a wonderful celebration.
not have any liability to any party who relies upon
2010 Legacies Now has worked with Public Dreams to or otherwise utilizes such information or ideas. In
commission this Tool Kit in response to the request addition, all parties relying on such information or
of communities across British Columbia for tools and ideas do so at their own risk.
best practices in the area of Community Celebrations.
This guide provides information and tools to create
celebrations large or small, and with whatever creative
energy and resources you have at hand.

PAGE 1
CELEBRATIONS TOOL KIT: A PRACTICAL GUIDE TO CREATING CELEBRATIONS AND SPECIAL EVENTS

PAGE 2
 GETTING STARTED

Opposite Page: Circus of Dreams, 2001 (Vancouver),

Public Dreams Society
Top: Lantern-making workshop, Illuminares, 2003 (Vancouver),
Public Dreams Society
Bottom Left: Urban Renaissance, 2005 (Penticton),
Okanagan School of the Arts
Bottom Right: Vancouver Jazz Heritage Project,
2005 (Vancouver), Coastal Jazz and Blues Society

Getting Started
Ritual and celebration are integral to the Why are you creating a community
human experience. They nourish our sense of celebration? The purpose of your
well-being and allow us to access the creative celebration will help you to determine
part of ourselves that can become dormant what kind of event to design. Examine
in the business of day-to-day life. Rituals, what excites you about initiating an event.
processions, festivals and outdoor gatherings An excellent way to generate ideas and
can bring magic into our lives. The arts can enthusiasm for your event is to gather as
become a vehicle for connection, exploration, many interested people as you can for a
sharing and celebration. giant brainstorming and planning session.
By using the following exercises, you can
There are many excellent reasons to create
generate ideas and develop a plan that
a celebration: to promote community well-
addresses the most important aspects
being, to have fun, to celebrate, to sustain
of your celebration.
community beliefs, heritage or traditions, to
create a forum for the enactment of myths,
legends or stories, or to draw attention to
the beauty of where you live.

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CELEBRATIONS TOOL KIT: A PRACTICAL GUIDE TO CREATING CELEBRATIONS AND SPECIAL EVENTS

EXERCISE: Event Development Worksheet

Answering these questions will help you plan your event. You may choose to answer the
questions individually or as a group, addressing some in your brainstorming session. Ensure
that everyone’s responses are recorded so that all ideas are shared and acknowledged. Often
one idea will feed someone else’s creativity and lead to an innovative new approach.

Part One:
Describe the event as you envision it.
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Who is your primary audience?
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What audience needs can you meet by producing this event?
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Do you see this as a one-time event or an annual celebration?
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Do you want an educational component to the event?
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How will you make the event interactive and memorable for your participants?
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PAGE 4
Part Two:
Have you identified some possible sites or facilities for your event?

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Will the site meet your needs now and for the future?

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Part Three:
Who will support this project (i.e., local government, neighbourhoods, businesses, schools,
community centres, church groups, arts collectives, local arts councils)?
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How will you involve the community?
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If you are working with an organization, what support staff and resources do you have (either
paid or unpaid)?
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Who will oversee the general management of the event?
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Do you have some administrative skills to manage the event details?
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Part Four:
How will you recruit volunteers?
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What kinds of tasks do you see the volunteers doing?
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CELEBRATIONS TOOL KIT: A PRACTICAL GUIDE TO CREATING CELEBRATIONS AND SPECIAL EVENTS

How many volunteers do you think you will need?

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Part Five:
Do you know any performers who would be excited by this project?
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Part Six:
•What resources do you currently have (i.e., time, money, creative energy, skills, materials)? In
what areas do you feel you lack the necessary resources?
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Part Seven:
How will you market this event to encourage people to attend? Do you have local media
outlets that could publicize the event?
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Part Eight:
How much will it cost to run this event?
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How can you generate revenue at the event?
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Who can you approach to help fund the event, through donations of money, goods, services,
grants or sponsorships?
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PAGE 6
 Top: Horsefly River Salmon Festival, 2005 (Horsefly),
Quesnel River Watershed Alliance
Bottom Left: First Nations Living History Interpretation & Recognition,
2005 (Prince George), Huble Homestead/Giscome Portage Heritage Society
Bottom Right: Salmon Festival, 2005 (Quesnel),
Quesnel and District Recreation Centre

Establish an event team: and Public Relations Coordinator, Financial

In establishing your team, first identify the Manager, Workshop Coordinator and
core roles and responsibilities necessary for Hospitality Coordinator. These titles may
the production of your specific event. The change based on your specific event.
people you may need on your core team are:
It is a good idea to have written job
Event/Artistic Director, Production Manager,
descriptions for all positions, even
Performance Coordinator, Site Installation
for volunteers.
Coordinator, Volunteer Coordinator, Media

PAGE 7
CELEBRATIONS TOOL KIT: A PRACTICAL GUIDE TO CREATING CELEBRATIONS AND SPECIAL EVENTS

PAGE 8
 Opposite Page: Alberta Centennial Initiative, 2005 (Calgary),
Public Dreams Society

Artistic Visions
The Event/Artistic Director of your event will envision how all elements of the celebration
will work together to create a special experience for participants and manage the Team.
This vision should include making the event a positive and inclusive experience for everyone
involved. Allow space for participants to create their own elements. Build a great framework,
invite participation from the community members, and offer support and workshops to
facilitate their creations.
Use the following artistic elements to make your event magical for daytime or evening events:

1. Music helps to define the atmosphere 5. A fire show adds a touch of ritual
of your celebration. It keeps the energy and earth energy that can feed your
moving – as soon as the music changes audience. Ensure that your fire performers
so does the energy. Drum bands evoke understand basic fire safety and stage their
a traditional energy that encourages show in a safe area that allows visibility.
people to connect with the beat. Simple 6. Site installations are artistic focal points
percussive instruments such as drums, that you create on your event site. You
horns, rattles and wind instruments can create installations out of tissue paper
can create the same effect. Music can and bamboo, with candles placed inside
enhance other elements or stand on so people can see them at night. They
its own artistically. can be made of cardboard, sheet metal
2. Following a procession, participants or anything you can find. You can hold
will engage all their senses as they walk, workshops to teach people how to build
taking in the performance elements, installations or invite artists from your
music, each other, their own creations community to create their own for display.
and the procession itself. 7. Employing different types of performers
3. Pay attention to light as you plan your event. can help to animate your events.
Think about what time of the day you will Performers can create costumes that
hold your event. Incorporate candles and support the artistic vision of the event.
lanterns to add a touch of magic to the They can create characters to animate
celebration at dusk or in the evening. the trees, dance in parades, welcome
4. Lanterns can hang from trees, float on guests and move through the event to
water, or be placed in a particular site for engage participants.
beautification. Performers may choose
to carry them in a procession or install
them to decorate their performance area.
Holding lantern-making workshops is a
great way to involve the community in
your celebration.

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CELEBRATIONS TOOL KIT: A PRACTICAL GUIDE TO CREATING CELEBRATIONS AND SPECIAL EVENTS

A Location
Conduct a thorough walk around the site and consider these questions:
• Does the site accommodate performance • Public washrooms are necessary. If there
areas and installations? aren’t already washrooms on site, you
• Pick a spot where the event can grow if may need to rent portable ones.
you’re planning for this to become an • If you need electricity, does the site have
annual celebration. access in the areas you require it?
• Is the site easily accessible to the public? • Is the site in a residential area? How can
How easy will it be to move a large you minimize the disruption to them and
number of people and vehicles through encourage their participation?
the area? • Is the event site accessible to people
• Is the site physically safe? What will you with a disability?
need to do to ensure public safety?
Name your event:
• Where will you place all your performers The name you give your celebration will
and volunteers so they can access determine the identity your event takes on
bathrooms, keep their belongings safe, in the community. A brainstorming session is
eat and get changed? a great way to come up with a name. Check
• Where will you place all your production with other communities to ensure that you
equipment and people? A secure area is are not sharing a similar name, especially if
important because you will have tools and you are close to each other.
personal belongings to care for.

Permits, Insurance & Safety

Seek permission to use your site: example) to see if they need to be added
Municipal governments, school boards or to your policy for the day of the event, or
parks departments may each require permits. if you can be covered by their insurance.
Check well in advance of the event to see
Get the appropriate insurance: if there are any special permits or licenses
Check with the insurance agent to make required for insurance purposes.
sure that the policy will cover volunteers,
contractors and performers, both before Create a safe event:
and on the day of the event. Ensure that the You have a responsibility to create a safe
liability insurance amounts are adequate for environment for your participants: First Aid,
the size, location and type of event. Check Lost Children’s Area, Policing and Fire Safety
with the owner or manager of your event are important elements to include in your
site (such as your city or parks board, for event planning.

PAGE 10
 Below: Arts on the Edge Festival, 2005 (Kimberley),
Kimberley Arts Council, Centre 64

Community Involvement
Connect with will help you ensure that volunteers have
community organizations: an enjoyable experience.
The more enthusiasm you can generate
for your event, the more successful and Finding the people you need:
enjoyable it will be for everyone involved. You may find volunteers in organizations
Think about your community and its active in the local community or in the arts.
interests. What do people like to do? Register your event on VolWeb.ca, an online
What are the major interests and issues? database containing thousands of dedicated
Your event can include all kinds of people and enthusiastic volunteers from across the
– artists, children, seniors and everyone in province. From small to major events, finding
between. Make a list of the organizations volunteers that match your event location, and
you want to reach out to. Contact them desired volunteer experience and skills profile
by letter, explaining the event and inviting is fast and easy. Use some of the ideas below:
them to participate. Plan a community • Individuals in the immediate neighbourhood
meeting and invite a representative from may be recruited with neighbourhood
each organization. Or decide on the specific letters and at community meetings.
groups you would like to invite and meet
• Artists and performers can be contacted
with them individually to discuss your plans.
through arts organizations, community
Recruit volunteers: centres and schools.
You can’t organize a successful community • Festivals, religious or cultural
celebration alone! You will need volunteers to organizations may have a pool of
help bring the event to fruition. Motivation community-minded members who want
matters! Remember that people volunteer to volunteer for other events.
because they want to get something out • Service groups, such as the Rotary
of the experience. Their motivations might Club, may provide you with networking
include making new friends, developing skills, opportunities to meet potential volunteers.
getting connected to their community or
simply having fun. Thinking about their needs

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CELEBRATIONS TOOL KIT: A PRACTICAL GUIDE TO CREATING CELEBRATIONS AND SPECIAL EVENTS

Managing volunteers: Get to know your neighbours:

Assessing skills so you can delegate jobs is The people who live and work near
important. Volunteer roles should be clearly your event site should be given special
explained. Giving volunteers a look at the consideration in your plans. Not only should
site and a chance to meet the rest of the they be informed about the event, you
volunteer team is important. Asking for input should seek ways to make the celebration
and suggestions is one way to give volunteers enjoyable and meaningful to them. Some
ownership of the event. After the event, things you can do to show you’re a good
expressing your genuine appreciation will neighbour are: inform neighbours about the
help retain your volunteers for future events. event and invite their participation, drop off
letters to any homes and businesses near
the site and hold a neighbourhood meeting.

Offer public workshops:

The workshops should support the vision
and elements of your event. Examples
of possible workshops: Costumes
and Accessories, Headdress-making,
Installations, Lanterns, Parade Props,
Performance, Puppet-making or Wands.
Ensure that your workshop leaders are
comfortable facilitating an inclusive and
creative process. Contact art teachers,
colleges or art schools for possible leaders.

PAGE 12
 Opposite Top: Arts on the Edge Festival, 2005 (Kimberley),
Kimberley Arts Council, Centre 64
Opposite Bottom: Urban Renaissance, 2005 (Penticton),
Okanagan School of the Arts

Financial Management & Fundraising

Build a budget: Memberships:
A budget is simply a list of items on If your event is annual or you are working
which you plan to spend money (expenses) with an established organization, consider
and a list of sources from which you can starting a membership program. Members are
generate money (income). Creating a budget individuals, families or businesses who support
is a responsible way to know what you can you through an annual membership fee.
afford. Ideally, your expenses and income will
balance or leave your team with a surplus. Busking:
Buskers perform to help raise money for
Monitor the money: your event by accepting donations on-
Your Financial Manager should keep records site from your participants. Position them
and develop procedures for managing all throughout your site for good visibility and
financial transactions related to your event. multiple donation opportunities.
You will be handling money throughout the
course of the celebration. Working within Sales:
the budget that your team has developed, Another source of revenue is the sale of
the Financial Manager can ensure that your merchandise or services at your event (i.e.
celebration stays on budget. They can also snacks, face painting, workshops and lantern
train other volunteers who will be handling making). These revenue streams are tied to
money during the celebration. the event logistics and must be included in
the site planning.
Identify all your resources:
There are many free (or almost free) Grants:
resources that can help you make your Government departments and charitable
celebration successful. Use a brainstorming foundations make grants in support of
session to identify all the resources you artistic events that serve specific community
have access to through your group. needs. Start research early in your planning
as it can take six months or longer to find
Fundraising from your community: out if your proposal is successful. A good
This is an excellent way to fund your event. place to start is the “Links & Resources”
Fundraising events, such as bake sales, section of the Arts Now website,
dances, auctions, raffles, garage sales www.2010LegaciesNow.com.
and house parties can all raise money
for your celebration. Sponsorship:
Corporations usually show support for
Donations: community events in the form of sponsorship.
Individuals, businesses and organizations may Becoming a sponsor means the corporation
donate money, items or services to your event, will give you money (or services or goods) in
if you ask them the right way. Be specific about exchange for recognition at your event. Many
what you need and tell the prospective donor companies have sponsorship programs and
how their support will benefit the community. can tell you whether your event meets their

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CELEBRATIONS TOOL KIT: A PRACTICAL GUIDE TO CREATING CELEBRATIONS AND SPECIAL EVENTS

criteria and how to apply. Think about the For Spirit of BC

kinds of businesses who serve your audience. Community Committees:
Talk to the company before sending them a 2010 Legacies Now has prepared a
request. Explain how the sponsorship of your “Sponsorship and Revenue Generation
event will be of benefit to the corporation Resource Guide” which provides guidelines
and how your event will meet important and suggestions to enable Spirit of BC
community needs. Unsolicited proposals are Community Committees to obtain sponsorship.
not often successful. In the Guide, details can be found about the
corporate sponsorship process.
Some funders and donors (especially
granting agencies) will only give to The process begins with creating an
provincially-registered non-profit inventory of every benefit that can
societies or federally-registered charitable potentially be offered to a corporate
organizations. If you intend to operate your sponsor. Some examples include sponsor
event annually or if your event is large, you logo identification on promotional materials,
should consider seeking this legal status. banner displays at events and complimentary
Registered charities have the ability to issue advertising in newsletters. In addition to
tax receipts for donations. traditional benefits of sponsorship, today’s
corporate sponsor is looking for additional
opportunities; things that are different and
will set them apart and help them build a
close relationship with their customers.
For more information about the Sponsorship
Guide, a copy can be obtained through your
local Spirit of BC Community Committee or
via the SpiritofBC.com Message Board.

PAGE 14
 Opposite Page: Urban Renaissance, 2005 (Penticton),
Okanagan School of the Arts

Marketing & Media

Effective marketing will ensure that people know about your event, get excited about it and
actually attend!
Choose appropriate • Location (including address), date and time.
marketing vehicles: • A call to action such as “Bring your family,”
You need to choose how to reach your “Everyone welcome – please join us!” or
audience. There are a variety of marketing “Call today to register for a workshop”.
vehicles available to you, depending on your
• Phone number, e-mail and Web site
resources and time. Possibilities include:
address where people can find out more.
Posters, Flyers, Event Listings, Displays, Web
site, E-mail, Advertising and Media Relations. • Logos of sponsors and your group
(if you have a logo).
Regardless of the vehicle/method you
• An eye-catching visual, colour or text to
choose, your materials should always convey
help the piece stand out from a distance.
information in a clear and compelling way.
Finding volunteers with writing and graphic Make your marketing
design skills can be invaluable in creating budget go further:
attractive, professional materials. When starting up an event, funds are usually
limited. Follow these tips to get the most
Define your goal and audience: out of your efforts:
What do you hope to accomplish through
• To create brand recognition for your
your marketing and publicity? Who are
event, keep a consistent look and feel on
you trying to reach with your marketing?
all your promotional materials.
The more you can define and attract this
audience, the more successful you will be. • Create a compelling one-sentence tagline
to quickly describe your event.
Posters and flyers: • Look for talented volunteers with skills in
Creating posters and flyers is an inexpensive the areas where you need assistance.
way to promote your event. Posters can be • Hold a contest for your logo or poster
designed by volunteers and photocopied. design.
These should be posted two or three weeks
• Track what marketing method is most
before the event and checked a week before
successful so you can repeat them in
to see if they are still visible. In addition to the
the future.
poster, small-sized flyers are very effective.
Distribute flyers to places such as stores, Work with the media:
libraries, community centres and cafes. When working with the media, remember
Your posters and flyers should include: that they have a job: to convey newsworthy
and interesting information to their
• The name of the event and compelling
audience. Showing them how your event is
one-sentence description of what will
newsworthy, unique and important to their
happen at the event.
audience is the key to getting coverage.

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CELEBRATIONS TOOL KIT: A PRACTICAL GUIDE TO CREATING CELEBRATIONS AND SPECIAL EVENTS

Identify media contacts: • A poster or flyer.

Think about which media are right for your • Photos of performers, volunteers, your
target audience. Try to identify the right event site or the event in previous years.
individual to cover your event. These may • An invitation to attend the event and
be entertainment editors, local news editors, parking pass, if needed.
arts reporters or photo assignment editors.
All this should be placed neatly in a folder
Create a media release with a cover page detailing the contents
and media kit: of the folder and your contact info.
A media release (or news release) is a Here are some guidelines for writing a
one-page announcement of something great release:
newsworthy about your event that will get
coverage. A media kit is a package of more • At the top of the page, write: “For
detailed information about your event or Immediate Release” and the date.
organizing team. Sending a media release is • Include a large, bold, attention-grabbing
the best way to introduce your event to the headline.
media. If they show any interest, you can • Put all your important information in the
then send a full kit. first paragraph. Keep your paragraphs
short – no more than two or three
The kit can include: sentences. Answer who, what, where,
• The media release (templates can be found when and why.
on the SpiritofBC.com Message Board).
• Include your name and contact information
• A fact sheet including the ‘who, what, at the bottom of the page. Put the release
where, when and why’ of your event. on letterhead if you have it.
• Story ideas to help them see how they • Keep it short – no more than one page.
want to cover your event.
• Media releases are most often sent by fax
• Background information such as a history or e-mail.
of the event, profiles of the organizers or
performers, and information on sponsors.

PAGE 16
 Opposite Left: Open i, 2005 (Vancouver), Pacific Cinematheque
Opposite Right: Art in the Park - Trails of Quesnel Community Arts Project,
2005 (Quesnel), Quesnel and District Arts and Recreation Centre

Event Logistics
Plan regular meetings. Managing an event is all about details. Schedule regular team
meetings with clear agendas to ensure that you stay organized. Meetings may be monthly
six months prior to the event and weekly two months before.
Meetings are for sharing and updating as well as troubleshooting when necessary. Sharing
information is integral to keeping the event on track. Your Artistic Director or another core
team member can act as the facilitator and another person can record minutes from the
meeting. It is very important for each member to share their information so that any problems
can be identified and all logistics worked out before the event day.

Create timelines: performers, volunteers and crew), Fuelling

Timelines keep the production on track Stations (where fire performers can get
and bring awareness to whether your goals fuel), Production Area (for supplies and
are achievable. You may need up to three tools), Green Room (preparation area for
different timelines: performers), Volunteer Room (for breaks
1. Annual calendar. and snacks) and Equipment Storage Area
(this needs to be a secure area such as a
2. Detailed timeline for the month, week
community centre or the back of a truck).
or days leading up to the event.
3. Cue-to-cue timeline for the event itself. Create an event
This shows the running order and time program and signage:
of all the performances. All performance Clear signage can help people understand
elements are listed by time to ensure that and navigate smoothly through your event.
the event runs smoothly and everyone Printed programs can be handed out at
knows where they should be at a the event or be available beforehand. The
particular time. program can take many forms: from a simple
double-sided photocopied piece of paper
Map the event site:
to a colourful multiple page document
Get or create two maps of the site: one for
including photographs or illustrations.
distribution to the public and one for your
production team. Prepare to document the event:
The public map may include: First Aid, Lost Plan to take photographs or even video
Children, Lost and Found, Information and footage of your event. This will be useful
Membership Booths, Procession Route, for the future – for marketing, recruiting
Performer Locations, Installation Locations, volunteers, attracting donors and making
Bathrooms, Public Phones, Donation areas, improvements to the event. Encourage
Vendors and Sales Areas. your photographer to take many photos,
so you will have a large number to choose
The map for your production team
from. Video footage can be edited into
may include the above plus: Emergency
presentations for many different audiences.
Access Points, Volunteer and Performer
Check-in Area, Hospitality Area (for

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CELEBRATIONS TOOL KIT: A PRACTICAL GUIDE TO CREATING CELEBRATIONS AND SPECIAL EVENTS

Provide volunteer your volunteers and performers to come

and performer orientation: prepared for the weather and to check-in
Take all the volunteers and performers on when they arrive.
a site walk prior to the event. Take the
You should also keep records of any
time to show people their positions and
important amenities such as bathrooms, incidents that happen on site such as
public phones and information booths. medical emergencies, lost children or safety
Tell everyone what to do if they come problems. Show your volunteers how to fill
across a lost child or emergency. Remind out an incident report.

PAGE 18
 Opposite Page: Arts on the Edge Festival, 2005 (Kimberley),
Kimberley Arts Council, Centre 64

The Event – From Start To Finish

Walk through the following checklists for each major part of the event: set up, running the
show, tear down and clean up.

Set up that the team feels supported in the

• Advance planning is key to a productive set up process. There may be a lot of
and successful set up. troubleshooting between the Production
• Well before set up begins, the Production Manager and the Artistic Director.
Manager and Site Installation Coordinator • You should feed volunteers throughout the
will have prepared timelines, checklists set up day. If that is not possible, ensure
and have considered the optimal order they get breaks to feed themselves.
for the set up. Often one task needs to • Once the set up is complete, the focus can
be completed before others can proceed. shift to ensuring that performers are ready.
• All material requirements should be known
Running the show
before event day. All team members will
• All team members should try to witness
have communicated what their needs
the event, while still fulfilling their
are in their area (i.e. rope and rebar to
responsibilities during the running
delineate a performance area).
of the show.
• The team holds a final meeting the day
• The Site Installation Coordinator ensures
before the event and completes a final
all the installations are placed and the
site walk if necessary.
candles are lit if necessary.
• The Production Manager provides a
• Choose one person to give the time cues
detailed plan that the team works from
to the performers.
for the set up.
• The Production Manager should ensure
• Depending on the size of your event,
the site is safe and manage any problems
you may want to separate the site into
that arise. They should assign the
quadrants and allocate teams to deal with
appropriate individual to be present
each quadrant. Team captains can have a
during fire shows to monitor safety.
list of what to do in their quadrant.
• The Performance Coordinator manages
• Prepare supply kits for major areas.
the performers.
• The Performance Coordinator prepares the
• The Volunteer Coordinator manages the
green room for the performers. Once the
volunteers and troubleshoots in this area
performers begin to arrive the Performance
when necessary.
Coordinator attends to their needs.
• The Artistic Director witnesses the event
• The Volunteer Coordinator checks in all
and begins the process of evaluating.
performers and volunteers and places
volunteers in their positions. • At this point, the job of the artistic team
is to let go of the event, to celebrate the
• The Artistic Director is responsible for
journey that the participants take and to
ensuring the artistic vision is upheld and
witness their experience with an open mind.

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CELEBRATIONS TOOL KIT: A PRACTICAL GUIDE TO CREATING CELEBRATIONS AND SPECIAL EVENTS

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 Opposite: Circus of Dream, 2001 (Vancouver), Public Dreams Society

• The only time a team member should the volunteer check-in area.
approach a participant is to stop a • Equipment and site installations should
particular behavior that endangers others. be placed into storage.
• Document the event through • It can be challenging to find strike team
photography or video. volunteers. Make sure there is food for
Tear down the strike team!
• Tearing down should be as organized as Clean up
set up, particularly because by the end • This may happen the next day, depending
of the event people are tired and ready on the size and time of your event.
for a break!
• Ensure that all garbage is cleared from
• The Production Manager and the Site the site.
Installation Coordinator organize their
• Clean up the rooms or buildings used
teams to “strike” (take down) the site in a
for the event.
particular order.
• Leave the site cleaner than when
• The Performance Coordinator strikes
you arrived.
the green room.
• The Volunteer Coordinator strikes

Evaluation
The evidence of your celebration’s success criticism. The meeting could include your
will be visible on the joyful faces of your core team as well as selected performers,
participants. But to proactively improve artists and community groups. Invite each
your celebration year after year, take time person to give feedback; record their ideas
for formal evaluation and reflection. to help plan for future years. If time permits,
you could have a brainstorming session to
Seek feedback from event participants.
generate new ideas for next year.
Asking your participants for feedback will
give you a great understanding of their Take the time to reflect on where you
experience at your celebration. started and all that you accomplished!
Celebrate the contributions of everyone
Hold a debriefing meeting. Shortly after the
on your team.
event, you should bring your team together
for a debriefing meeting. This meeting
allows you to examine what worked well
and what you could do differently in the
future. Remember to focus on the work and
the event, and not individuals or personal

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CELEBRATIONS TOOL KIT: A PRACTICAL GUIDE TO CREATING CELEBRATIONS AND SPECIAL EVENTS

PAGE 22
 Opposite Top: Copper and Fire, 2005
(Britannia Beach), BC Museum of Mining
Opposite Bottom Left: Parade of the Lost Souls, 2003
(Vancouver), Public Dreams Society
Opposite Bottom Right: Illuminares, 2002 (Vancouver),
Public Dreams Society
This Page: Institute of Spectacle, 2005 (Enderby),
Runaway Moon Theatre

The Future Of Your Celebration

Keep excellent records: Manage growth:
It will be much easier to organize future Here are a few practical tips for
events if you keep records of what managing growth:
happened in the first year. Keep records
• Pick a site that will accommodate growth.
in one large binder or one location. This
should include planning meeting minutes, • Maintain a flexible organizing model.
brainstormed lists, permits, timelines, plans, • Invite involvement from new people.
fundraising letters, marketing materials, • Develop a positive relationship with the
volunteer lists, media coverage, participant community. Share your expertise.
feedback, debriefing evaluation and • As the event grows, so does the need for
everything else related to the event. year-round administration. Think about
where you can find administrative support
Be consistent:
such as a year-round phone number,
Holding your event on an annual schedule
meeting space and storage for your
can help you build an audience and a
props, lanterns and signs.
presence in your community. Avoid changing
the date or location – this often results in Create continuity in your team:
a loss of audience. Respect your audience. Team members and volunteers are your
If yours is a family event, make sure it most valuable resource. Key team members
still appeals to families even as it grows. who return year after year can pass on their
Dramatic changes in focus may cause you knowledge and develop a pool of informed
to lose your audience. people who know the event and understand
the dynamics. Encourage your team
members to mentor new people so they
can take on key roles in the future.

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CELEBRATIONS TOOL KIT: A PRACTICAL GUIDE TO CREATING CELEBRATIONS AND SPECIAL EVENTS

A Brief History Of Public Dreams

Public Dreams has been creating Consulting Services
community celebrations since 1985. This guide is a condensed version of a
We’re the Celebration Specialists! comprehensive manual available through
Public Dreams Society.
It began with a dream. In 1985, Dolly
Hopkins, Paula Jardine and Lesley Fiddler, Public Dreams’ own celebrations have
all accomplished, working artists, had a captured the hearts, imagination and spirit
dream of celebrating the spirit of community of individuals, corporations and communities
in their hometown of Vancouver, British alike. It is no surprise that others wish to
Columbia. They would create community recreate this magic themselves. We believe
events that would provide mentorship and that the greatest role our organization can
employment to their many colleagues in play is to make our history, experience and
the arts. They would create performances, expertise available to others. Interest in our
events and festivals that would provide work is growing across the country, allowing
opportunities for the culturally rich and us to provide our consulting services at an
diverse population of Vancouver. Individuals affordable price.
would discover for themselves what it means
Our Public Dreams Celebration Specialists
to celebrate and be part of a community.
are dedicated to helping communities and
The dream became a vision, the vision organizations create special celebrations
became a plan, and in 1985 the plan that express their unique visions and voices.
became reality with the creation of the Our team can come to your community to
Public Dreams Society, a registered work with you to produce new events or
charitable organization. Dolly Hopkins revitalize existing ones.
became the sole Artistic Director in 1995.
Through the years, she has continued to
nurture that dream.
Public Dreams has created several hundred
events, enjoyed by tens of thousands of
people in British Columbia and beyond.
We produce three annual events in Greater
Vancouver, British Columbia: Illuminares,
Parade of the Lost Souls and Mountain
Mardi Gras.

PAGE 24
About 2010 Legacies Now
2010 Legacies Now is a not-for-profit society Arts Now
that works in partnership with community Arts Now focuses on new opportunities in
organizations, non-government organizations the arts and culture sector. Its main goal
(NGOs), the private sector and all levels of is to strengthen and enhance the creative
government to develop sustainable legacies capacity of organizations and communities
in sport & recreation, arts, literacy, and across British Columbia through strategic
volunteerism. 2010 Legacies Now actively investments and initiatives. The key
assists communities discover and create objectives of all Arts Now programs are to
unique and inclusive social and economic increase community engagement in creative
opportunities leading up to, during and activities, to strengthen the arts sector’s
beyond the 2010 Olympic and Paralympic economic base and organizational capacity,
Winter Games. For more information, visit and to strengthen the arts sector’s ability
www.2010LegaciesNow.com. to achieve artistic excellence.

Spirit of BC
Community Commitees
More than 90 Spirit of BC Community
Committees are working together to leverage
Olympic, Paralympic, and other community
opportunities. Supported by the Province
of British Columbia and 2010 Legacies Now,
the Spirit of BC Community Committees
are committed to developing local programs
and events that demonstrate the five
elements that define the Spirit of BC
– achievement, effort, inclusion, celebration
and excellence. For more information,
visit www.SpiritofBC.com.

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CELEBRATIONS TOOL KIT: A PRACTICAL GUIDE TO CREATING CELEBRATIONS AND SPECIAL EVENTS

CELEBRATIONS TOOL KIT: A Practical Guide to Creating Celebrations and Special Events
Public Dreams Society in Partnership with 2010 Legacies Now

© 2006 Public Dreams Society and 2010 Legacies Now Society

All rights reserved. No part of this publication may be reproduced, stored in an electronic
database or transmitted in any form by any means, electronic, photocopying, recording or
otherwise, without the prior written permission of Public Dreams or 2010 Legacies Now Society.

Public Dreams Society 2010 Legacies Now

141-2050 Scotia Street 400-1095 West Pender Street
Vancouver, British Columbia Vancouver, British Columbia
Canada V5T 4T1 Canada V6E 2M6
www.publicdreams.org www.2010LegaciesNow.com

PAGE 26
400 - 1095 WEST PENDER STREET VANCOUVER, BRITISH COLUMBIA V6E 2M6 WWW.2010LEGACIESNOW.COM

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