Post on 06-Aug-2020
Ingredients for a SuccessfulTall Ship Event
Presented by:Patti LockGreat Lakes Marketing GroupAnd the American Sail Training Association
And
Krista SlackKrista Slack+Aylett And theRedpath Toronto Waterfront Festival
With special thanks toKaren ScherbergerNorfolk Festevents Ltd.
1. Fundamental Considerations
Purpose of Event Historical
Anniversary Tourism Economic
Development Stand Alone
opportunity
1. Fundamental ConsiderationsSanctioning Organization/Scope of Event Endorsements
Local State National International
1. Fundamental Considerations
Experience/Background of Organization Promoter Non-profit Government Body (including Military Volunteer
Financial Stability/Funding Sources Planning Schedule Experience with tall ship relationships
2. Planning Ingredients
3 or more years Invitation Process – Scope of Participation Initial call to confirm point of contact Confirm ship’s availability Official letter of invitation Endorsement letters Office visits Communications: phone/email/office Social opportunities: at least 1x/year
2. Planning ingredients (cont.)
Working Maritime Team Port U.S. Coast Guard/Transport Canada Customs/INS/Border Protection Pilots depending on size of ship Navy if applicable Protocol Police: local/state/federal (if appropriate)
2. Planning Ingredients (cont.)
Budget Preparation Expenses Cost of hosting an attraction vessel vs. an
international Class A or Navy ship Appearance fees Trade opportunities: fuel, provisioning
Revenue Gate vs. free admission Fundraising/sponsorships/grants
2. Planning Ingredients (cont.)
Establish strategy for US/CAN or International ships INS regulations USCG/Transport Canada regs Marine Event of National Significance
(through USCG applied for by ASTA) Private use of ship – manage
expectations for both ship and port Contract/Letter of confirmation Prior and Post port schedules
2. Planning Ingredients (cont.)
Ship fees Fee vs. no
fee or exchange of services
Cash + trade
Services only –pre-determine in writing
2. Planning Ingredients
Plan Public/Private events that incorporate ships as central feature Parade of Sail Crew Parade Crew games Corporate Hospitality Public Dockside
Events
2. Planning Ingredients (cont.)
On Board Hospitality
3. Operations
Access to the Port Bridges, Depth, Tides, Traffic
Appropriate docking facilities Shoreside facilities – water, sewage,
communication, fueling Power options – generator, ship’s
power Comprehensive radio communication
with all key people
3. Operations
Public Communication Signage Signage Signage Consistency of
message Strong Website
3. Operations (cont.)
Insurance requirements Location for event coordination within
event site Unified Crisis Plan with all partners
and stakeholders
3. Operations: Staff/Personnel
Maritime Operations Director (Waterside) Docking plan/dockmaster/line handlers Parade of Sail Commander USCG/Transport Canada Ships manuals Shoreside Deliveries Host ship coordination
3. Operations: Staff & Personnel
Ships Liaison Coordinator Liaison Officer for each ship Crew center management Tours/city guides/local transportation Ship transportation coordination
3. Operations: Staff & Personnel
Protocol Manager Development/Spo
nsorship Manager Special events –
to produce events within the event
Marketing Public Relations
Finance Security Weather – to
Monitor for impact on operations, Parade of Sail, docking, tugs, fueling, arrival & departure, etc.
4. Ship Support
Advance information: port manual, charts Liaison: host ship (local vessel or military) Liaison officer
Crew Center, daily briefings Transportation & supplies “runner” Daily schedule of events Ship obligations vs. free time
Internet access
4. Ship Support (continued)
Local information (CVB, tourism) Contact information 24/7 Entertainment discounts or comps Understand cultural preferences Flexibility to accommodate changing
needs and issues “NO SURPRISES”
5. Public/Private Interactions
Tours School groups Charters, VIPs,
Sponsors Public boarding
Staffing Ship’s crew for tours
vs. local docents or volunteers
5. Public and Private Interaction
Gun Battles Programming Re-enactors Knot tying Boat building Mattress races Duck races Eco-
entertainment
5. Public/Private Interaction
Parade of Sail or Daysails Viewing landside or from a ship or
pleasure craft
5. Public/Private interaction
Youth sail training/Adventure sailing Adopt a ship’s crew – take them home for
dinner Crew parades Athletic contests with public, other crew
members Official/Private receptions Officers Crew party Understand cultural differences within ranks
5. Public/Private Interaction
Official courtesy calls (military)
Local cultural associations
Press/media & feature story opportunities
ADA or Special Needs
6. Measures of Success –Have you met your goals?
Operational success Financial management Planning team satisfaction evaluation Conflict resolution performance Industry recognition Tall Ship Event Tourism
Marketing
Do you want to do it again?
Special thanks to Karen Scherberger, Norfolk Festevents