Event resources - Visit Tampere

Event resources

Event organisation should never be embarked upon with insufficient resources. At the planning stage, make sure to carefully figure out your staff, volunteer and financial resources.

Staff

Large events especially require a clear division of labour. The first order of business is to name a project manager, who is responsible for the entire project.

Events consist of many facets, and, accordingly, staff with various know-how is needed. Large event organisations have, for instance, a programme manager, a marketing manager and a financial manager. It is also important to have in-house technical and structural understanding even if structures and technology is outsourced.

Remember that the employer, i.e. the event organiser, is responsible for all employment contracts and insurance.

 

Volunteers

Many events are made possible by volunteers. Most volunteers are interested in the theme of the event and find their motivation in that alone. They can, however, also be enticed and motivated by free entry, event passes, merchandise and services, or other benefits. Work experience and references are also sources of motivation.

Remember to thank the volunteers.

Budget

Your budget largely defines what your event is going to look like, so it must be drafted at the earliest stage possible. The financing of the event is made up of your own capital and outside funding. It is important to note that many expenses must be paid prior to the event, whereas money will often only start coming in once the event is underway.

A carefully drafted budget will help you with the general planning of the event as well. You must list the expenses and sources of income.

Expenses include

  • venue
  • salaries
  • waste disposal
  • safety and security
  • suppliers
  • structures (stage, seating, tables, tents, screens, toilets, water, electricity)
  • performers
  • sound system
  • marketing

Income, meanwhile, typically consists of ticket sales, sponsorships, concession fees (e.g. from food and drink vendors) and public funding.

If you sell tickets to your events, you must estimate an appropriate price (for Tampere and for Finland) and a realistic number of tickets sold.

Questions:

  • How is your event primarily funded?
  • How much is your organisation willing to invest of its own money?
  • Do you need to get a loan or other outside funding?
  • Can your event attract sponsors?
  • Does your event qualify for grants?
  • Are you aiming for profit or for break-even?
  • What if the money runs out?
  • What kind of a financial loss can your organisation handle?

Information about City of Tampere grants is available in Finnish here. Feel free to contact Visit Tampere Event Services for help with the information. Please note that for most city grants, you will need to report on the use of the money.

If you are organising a major event together with the City of Tampere, your city subsidies will be handled through a separate process. Please contact the Visit Tampere Event Services for details.