So you want to plan a Veg Fest? It’s a lot of work, but we hope that this site can help you get started! Compassionate Action for Animals, the group behind this site, hosts Twin Cities Veg Fest in Minneapolis, Minnesota, USA, which started in 2012. We’ve received assistance for writing this site from:
- Gina Stuessy, former organizer of Mad City Vegan Fest
- Drew Wilson of New England VegFest
The first things you need to do are form a committee and create a budget. Realistically, you need to start at least nine months before the festival. For your first festival, twelve months might be even better.
- Why plan a Veg Fest?
- Form a committee and have a meeting.
- Decide on your festival’s programming.
- Create a budget.
- Gather your tools and resources
Once you have a committee and a budget, it’s time to start planning the event details. The first thing you need to do is find a venue and set a date. Then you need to start recruiting sponsors, planning for exhibitors, and planning your advertising.
- Find a venue and pick a date.
- Start recruiting sponsors and planning for exhibitors.
- Run an individual sponsorship campaign.
- Start planning your advertising.
- It’s never too early to start working on your social media presence.
Three Months Out
Once you’re about three months out, it’s time to start recruiting exhibitors and planning for volunteers.
- Start recruiting exhibitors.
- Start planning your volunteer positions and recruiting volunteer leaders.
- Start advertising.
- Start ramping up your social media presence.
The Last Month
There’s a lot to do in the month before the festival!
- Start recruiting volunteers.
- Finalize exhibitor details.
- Plan your venue layout, including your own exhibits.
- Keep advertising.
- Even more social media.
- Optional: create swag bags
- Create programs.
- Plan venue signage.
- Create surveys for attendees, exhibitors, and sponsors.
Today is the Day
Wow, that was sure quick. The event is here:
You’re Not Done Yet
Just because the event is over doesn’t mean your work is done.
- Send out exhibitor and sponsor surveys.
- Thank sponsors, speakers, exhibitors, and volunteers.
- Do an internal evaluation.
Return to Step One
After a short break it’s time to start planning the next festival.
We’ve made a folder on Google Drive with a number of useful sample documents, including a budget, exhibitor and sponsor prospectuses, and spreadsheets for tracking volunteer, exhibitors, etc.
Help Us Improve This Guide
Have you planned a festival of your own? Do you think there’s something we missed or could have down a better job of describing? Maybe you’re just starting to plan your event and you want to know about something we haven’t covered here.
Either way, we welcome your feedback! Please email us and tell us how we can improve this guide!