Pride is about Preparation

BEvery good host knows that the best events require preparation.

When an event is well-organized, attendees can focus on having fun, rather than becoming disappointed, frustrated, or confused.

Event organizers should anticipate needs and challenges, create thorough procedures, and learn from mistakes and successes to improve year over year.

When we say preparation, we mean Planning Happens Year-Round, Plan for the Best & Anticipate the Worst, Community Protects Each Other, and Pride is Evergreen

Planning Happens Year-Round

Whether you are planning a one-day festival or a series of events, for a major city or a small town, Pride planning needs to happen year-round. This ensures that coordinators have time to think through every aspect of event planning, publicize the event proactively, and fundraise.

Many legacy organizations or events in major cities start booking at least a year in advance, especially for popular talent. For smaller, local events, booking start six to nine months in advance, especially if your event is in June when the majority of events occur nationally.

When an entertainer commits to performing at your event or a vendor commits to participating, they are reserving their time and potentially missing out on other income. Be clear about the expectations and compensation. If there are items that are still being confirmed, acknowledge that and provide a clear timeline about decision-making. Be sure to sign an agreement with clear expectations, termination instructions, and cancellation policy.

By communicating your event well in advance, other event organizers can plan accordingly, both limiting conflicts and promoting alignment. This also helps participants make travel plans.

Finally, fundraising is a critical and often-overlooked component of event planning. There are many online resources from nonprofit fundraising professionals about creating effective sponsorship proposals and grant proposals. Consider launching effective crowdfunding campaigns throughout the year as well. Fundraising should be a priority and have a clear plan that is implemented year-round.

Plan for the Best, Anticipate the Worst

Choosing entertainment and activities are by far the most exciting parts of event planning. However, planning for the worst case scenario is also critical to ensuring everyone’s safety.

Make sure you have event insurance that adequately covers the entire scope of your event if there is a cancellation, injury, or other emergency.

Reserve a back-up date or location if weather or safety dictates, which should be communicated to all performers and vendors. If that is not possible, have a clear cancellation policy that compensates preparation for the event. If the event is cancelled the same date, entertainers should be paid in full and refunds issued.

Community Protects Each Other

Safety plans should anticipate our modern world, especially for LGBTQIA+ individuals. Have clear decision-making protocol, staff/volunteer responsibilities, and actions steps in the event of active shooters, protestors, and ICE activity.

As police are not always trained on LGBTQIA+ inclusion and many queer people have trauma associated with law enforcement, consider how and when they will be incorporated into your plan.

All staff and volunteers should be trained on de-escalation, which can be essential when there are protestors, disagreements between event-goers, or calming people down in stressful situations.

Be sure that your plan includes communication protocol, such as contacting staff/volunteers, performers, and vendors. Think about how you can communicate major changes, such as an event cancellation, to the general public through social media channels or local news.

Consult other community festival planners or schools about their emergency plan to incorporate their expertise along with the nuances of your particular event.

Set Clear Expectations

Develop community guidelines for attending that are shared before the event. This communicates what is and isn’t allowed at an event, such as outside alcohol or large bags as well as etiquette, such banned language and personal boundaries.

There should be a clear way to report inappropriate behavior and volunteers should be prepared to intervene, de-escalate, and remove attendees, if necessary.

Consider the photography policy, especially for events involving minors. Participants should always understand the photography policy and have the opportunity to opt-out. If there is a photographer who is not authorized to take photos or a photographer is making participants uncomfortable, they should be removed from the event and ensure that photos are deleted.

Remember: Pride is Evergreen

Pride doesn’t only have to happen in June, nor is this the only year Pride can happen.

If you don’t feel prepared to put on an inclusive, safe, equitable event, consider postponing until another season or next year.

Communicate your challenges to the community and make clear calls to action about where you need to support. Bring the community into the process so they feel informed about the event and promote shared ownership.

Welcome partnership with other event planners and organizations. This helps strengthen community ties in times of celebration and times of struggle. By working together, you have access to more resources and have greater power in advocating for change.

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