- Finalize plans with set designer and work with the venue committee to prepare the stage/ area.
- Double check that the band/ entertainment has everything they need for the event.
- Carry out a sound check with the appropriate equipment.
- Make sure that leftover material is either reused or donated to local organizations.
- Brainstorm promotional and marketing techniques, be creative, and try and produce environmentally responsible marketing materials and signage.
- Search for existing publicity tools to address green initiatives.
- Compile mailing lists and invitations depending on how many people your venue can hold.
- Pick a graphic designer and select photographers to document the activity on the day of the event.
- Develop captivating and educational signage.
- Spread the word through the web, create some PSA’s.
- Brainstorm ideas for diverse poster locations.
- If you create a press release, make sure it clearly highlights your cause.
- Initiate an educational campaign.
- Work to contact outside media sources confirming the date and time of your event.
- Supplement the messaging with an opportunity for ticket holders to purchase “green tags,” which are carbon offset certificates.
- Following your event, measure your results.
- Advertise your environmental success to the participating artists and general public.
- Release a press release and contact your local newspaper and industry to brag about your success.
- Write thank you notes to the sponsors and artists.
- Select an appropriate size and location for your eco village (this may depend on the location, funds and size of the actual event).
- Who are your participants? Local business, community organizations, individuals…
- Speak with the vendors that you are interested in and see how they would like to participate.
- Work with the greening efforts committee.
- Meet with all the eco village vendors to talk about the specifics of the event like setup and take down times.
- Double check arrival times and delivery times.
- Help set up.
- Use volunteers.
- Help dissemble the sets.
- Write thank you notes to the contributors.
- Start to think about where the food will come from.
- How will the foods and beverages get to the event?
- How will the food and beverages be served?
- Give an estimation of expected guests to the food services, contributors and/or host.
- Follow up with food and beverage providers with time and location — How many people can the site hold?
- Help set up and use volunteers.
- Donate leftovers and/or put into compost and recycling bins.
- Thank the contributors.
- Brainstorm for local businesses that you would like to target as sponsors for your event.
- Target desired sponsors and discuss how they can best support you based on their abilities and resources.
- Request appropriate funding from your sponsors and request their logos for you to begin designing signage that will exhibit their support.
- Follow up to confirm your sponsors and make sure that you have received their logo for media placement.
- Recognize and appreciate their participation, and help support their business any way you can.
- Thank the contributors.
- Visit potential sites and ask for recommendations
- You may ask, what are some green practices that can take place at the venue?
- Get verbal approval/ permission for sites, entertainments, ect & develop alternative sites
- Investigate need for special permits, licenses and insurance
- Check with the venue and see if there is a satellite feed
- Secure permits and insurance
- Finalize audiovisual equipment
- Obtain agreements for decorations and rental items
- Possibly enlarge site the plan for the room design and seating for guests, vendors and the entertainment
- Confirm set up and tare down times
- Schedule deliveries of special equipment and rentals
- Reconfirm event site in person
- Sound and equipment check
- Registration
- Abide by schedule times
- Inform fans of environmentally friendly transportation options.
- Provide maps and scheduling information for local public transit.
- Create incentives for the use or more environmentally friendly forms of transportation.
- Coordinate with third parties to subsidize the costs for the audience.
- Provide skateboard checks, bike racks and/or bike valets at the event venue.
- Provide carbon-offset opportunities for audience members.