Many Hands Make Light Work: Best Practices for Quality Downtown Event Programming
By Jason Gleason
Executive Director, Montclair Center BID
June 21, 2023
1. Establishing Clear Objectives:
Before launching into event planning, it is essential to define clear objectives. What kind of event do you want to organize in the first place? Identifying the purpose, target audience, and desired outcomes of the event will help guide decision-making and ensure that all involved parties are aligned with the event’s goals. Clearly defined objectives also facilitate effective communication and enable partners to contribute their expertise toward achieving the desired outcomes.
2. Embrace Collaborative & Inclusive Decision Making:
3. Delegate Responsibilities:
Once the decision-making group is formed, delegate specific responsibilities to each member based on their strengths and expertise. This ensures that tasks are distributed effectively and prevents a single person from becoming overwhelmed. Assign clear roles, establish deadlines, and encourage accountability. Regular communication and progress updates will help keep everyone on track and provide opportunities for feedback and adjustments as needed.
Establishing effective communication channels ensures seamless coordination and collaboration among stakeholders. Utilizing technology, such as project management tools, email lists, and shared online platforms, enables streamlined information sharing, task assignment, and progress tracking. Regular meetings, workshops, and feedback sessions provide opportunities for open dialogue, brainstorming, and resolving challenges collectively.
5. Find & Foster Creative Synergies:
6. Empower Your Partners for Marketing Success:
Effective marketing is crucial to generating buzz and attracting a wide audience to downtown events. Provide cohesive marketing materials to empower your partners, sponsors, and vendors to effectively promote the event on their respective social media channels. Develop a comprehensive media kit with well-crafted copy, high-quality images, and engaging videos. The materials should align with the event’s branding and capture its essence. By offering ready-to-use content, you make it easier for participants to spread the word, increasing the event’s visibility and potential for going viral.
7. Volunteer Engagement & Recognition:
Volunteers play a pivotal role in the success of downtown events. By recruiting and engaging a diverse group of volunteers, event organizers can tap into a wide range of skills, perspectives, and experiences. Providing comprehensive training, clear roles and responsibilities, and meaningful recognition for volunteers’ contributions foster a sense of ownership, loyalty, and long-term commitment. Recognizing volunteers publicly through social media and event platforms showcases their dedication and encourages others to get involved.
8. Continuous Evaluation & Improvement:
Post-event evaluation is
Quality downtown event programming requires a collaborative and inclusive approach. Embracing the concept that “many hands make light work,” involving stakeholders in the decision-making process, and empowering partners to leverage their social media channels for viral marketing leads to more vibrant and successful events. By establishing clear objectives, building strong partnerships, and fostering effective communication, event organizers can create memorable experiences that contribute to the growth and vitality of main streets. Emphasizing volunteer engagement, recognition, and continuous evaluation ensures that future events build upon past successes and fulfill the evolving needs and expectations of the community. With these best practices in place, downtown events will continue to thrive and create lasting positive impacts for all involved.
After serving on the Board of Directors of the Montclair Center BID from January 2016 to July 2019, including a short stint as President, Jason took over as Executive Director, where he proudly serves the organization. In his tenure as Director, Jason steadfastly helped guide the district through the COVID-19 pandemic in which the Montclair Center BID emerged as one of the few downtowns in NJ to have a significant net positive business and job growth all three years. In his tenure, he has also secured over $1M in grants for the organization, overseen a major downtown strategic planning initiative, and implemented new programs such as the ArtConnects mural program, Fresh Air Montclair with Studio Montclair, and the award-winning Pop Goes the Plaza with DesignShed. Jason also helped transform the BID’s event programming by building partnerships with Jazz House Kids and Out Montclair to bring the Montclair Jazz Festival and Montclair Pride Festival to Montclair Center, among others.
Find more information about the Montclair Center BID on their website, or follow them on Facebook, Instagram, and Twitter.