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International Festivals & Events Association. A New Day. ALOHA FESTIVALS. Why are we here?. Invited by the Hawaii Tourism Authority (HTA) to conduct an unbiased and independent evaluation of Aloha Festivals Final product will be written report detailing the following summary of findings.
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International Festivals & Events Association A New Day ALOHA FESTIVALS
Why are we here? • Invited by the Hawaii Tourism Authority (HTA) to conduct an unbiased and independent evaluation of Aloha Festivals • Final product will be written report detailing the following summary of findings
Introductions • Who is the IFEA? • Your Evaluation Team • Combined 85 years of experience • Backgrounds in event creation, production, management and funding; tourism marketing and management
Methodologies • Email Survey • 50+ distributed by email • 15 responses • Review of Historical Data • HTA Reports • Documents provided by Aloha Festivals
Methodologies • 48 On-Site Interviews • Aloha Festival Board: 11 • HTA Board: 4 • HTA Staff: 5 • Staff: 4 • Island Managers: 3 • Event participants: 5 • PR/Marketing: 2 • Other Events: 3 • Neighbor Island Counties/CVBs: 6 • Sponsors: 6 • Government Officials: 3
Governance • Mission Statement • Core Values • Bylaws • Policies & Compliance • Terms • Conflict of Interest • Staff/Board Relations • Systems • Fiscal Management and Responsibility • Board Size & Structure • Island Relations
Staffing • President • Office Positions • Island Managers • Role of Volunteers and Board • Definition of Volunteers • Intern Program • Committee Structure/Succession • Professional Training
Finance • Debt Awareness/Service • Systems/Lack of Internal Controls • Embezzlement • Reporting • Financial Sustainability
(Lack of) Product PERCEPTION VS. REALITY • On the island of Oahu, there are roughly 15 events for a total of 30-40 hours of festival activity spread over a five week period of time. Source: Aloha Festivals 2007 HTA Report
Outreach Reality • The total attendance of all Oahu-based events is 124,000 (70,000 residents and 54,000 visitors), of which 106,000 are attributed to the Parade and Waikiki Ho’olaule’a (60,000 residents and 46,000 visitors). Source: Aloha Festivals 2007 HTA Report
Outreach Reality • The 70,000 local attendees represent 7.7 percent of Honolulu County’s population. • Events other than the parade and block party attract only 10,000 residents, which represents only one percent of the county’s population. Source: Aloha Festivals 2007 HTA Report
Financial Reality • Using the 2007 total Oahu attendance and budget numbers provided, cost to reach each attendee was roughly $6 and the cost of event production was approximately $23,000 per hour. Source: Aloha Festivals 2007 HTA Report
Product • Length of Run • Need for Product Research • Aloha Spirit vs. “Preserve and Protect”
Sponsorship • Non-Existent • Sponsor Alienation • Lack of Media Sponsors • Sales Staff (sales, service and follow-up) • Inventory of Assets • Definition of Benefits • Solicitation Materials • Missed Opportunities/ In-Kind Sponsorships
Operations • Systems • Communications • Volunteers - Volunteer Manager - Database • Island Managers • Training and Support
Marketing • Program • No Need for Outsourcing • Late Design and Complexity of Theme • Website • Marketing Staff • Other Partners - CVB - Media Co-Sponsors - Private Sector • Lack of Collaterals
Non-Sponsorship Revenue • Merchandising & Sales Partnerships • Ribbons • Tickets • Memberships • Food and Beverage • Hospitality Opportunities
Our Recommendations • Take Two-Year Hiatus • Reduce and Reconstitute Board • Hire Professional Staff • Define Core Values • Recreate the Product • Shorten Length of Run • Build Partnerships to Share the New Vision
Next Steps • Obtain Full Board Buy-In • Define Short-Term Financial Options • Pick a Hero • Craft Your Message • Determine Process and Timeline • Dream Big and Make It Happen!