We get it. Dealing with a complicated or unclear event permitting process can quickly turn into a logistical headache. That's why we spoke with seasoned special event experts from across the country and uncovered 5 ways to streamline and simplify your event permitting. Get ready to ditch the dread and embrace efficiency!
Maximize Data-Driven Sponsorship Opportunities
One special event expert revealed a brilliant method for gathering and managing event sponsorships. They leverage data tools like Placer AI to understand where event attendees go after events and then take that data directly to local businesses. This isn't just cool tech; it's a game-changer for securing funding. As they put it:
If you have data in-hand afterwards to…sell them the sponsorship, that helps a lot. And then also just kind of knowing what sponsors sponsor other events [in the area], because usually the sponsors that sponsor other events, they're more open to sponsorship ideas.
Imagine walking into sponsorship meetings with concrete data showing local businesses the value of sponsoring your events. This kind of streamlined data analysis empowers staff to secure valuable partnerships!
Proactively Share Application Requirements
Event applications can be notoriously unruly. A single event might require processing dozens of individual vendor permits – turning your workload into a two-for-one special you definitely didn't sign up for.
To combat this chaos, our experts stressed the value of proactively educating applicants on the approval requirements (some experts went so far as to put potential applicants directly in contact with the state tax commission to ensure sales tax numbers were received and confirmed before application submission). Why is this important? Because encouraging applicants to gather this information before the application is submitted dramatically speeds up the review process and cuts down on frustrating back-and-forth questions.
So don't wait for the applications to land in your inbox. Post a comprehensive event requirement guidebook on your website, include a clear checklist at the start of your application, or, if needed, launch a flock of carrier pigeons to disperse permitting requirements! Trust us, a little extra effort on the front end will reduce headaches and wait times once applications start rolling in.
Stick with Simple, High-Impact Marketing
The phrase “duties as assigned” warrants a chuckle (or knowing sigh) from many public servants. Special events are no exception. Especially when it comes to city/county sponsored events, a single individual may be required to plan, market, and pull it off. We fully realize that you’re wearing a lot of hats.
Where possible, our experts highly recommend collaborating with your Parks Department or Public Information Officer to amplify your message. But even without dedicated marketing staff, there are simple, high-impact techniques that can get your message out to your citizens. One expert described their approach:
...as far as community outreach, social media is a big thing right now (and I imagine it will continue to be for a long time), email marketing, we do a little bit of paper advertising as well
The takeaway? Utilize the communication channels your city already has established and that citizens are accustomed to seeing. Don't make your life more difficult than necessary – pull in other departments and staff to help if possible, and embrace technology to lighten your load.
Strive for Over-Communication
After analyzing the interview transcripts, one overarching theme emerged with striking clarity: communication, and even over-communication, is truly the secret to success when it comes to special events.
When asked for their top tip to improve special event permitting in other municipalities, our experts responded with resounding agreement.
I would say the most important thing is communication. Events fall apart if there's no communication. So over-communicating, sometimes even borderline being obnoxious and annoying, I just think is so important.
The sentiment was echoed by another expert, who agreed that “”. However, effective communication isn't just about sharing information; it's about building relationships with event organizers. This often means anticipating needs and providing clear guidance from the outset. One special event expert explained just how important this relationship is.
Just helping to assist them through the first time if they are regular users, so that they can fill things out completely for future applicants…so by walking them through it the first time, this saves you a lot of time and headaches on the back end.
Notice a pattern? It's all about consistent engagement and strong working relationships between staff and event organizers.
Streamline and Simplify Permitting and Communication Methods
Ultimately, simplifying special event permitting boils down to smart communication and streamlined processes. You don't need to reinvent the wheel for every application or interaction. Embrace tools like template emails, letters, and notices – they'll become your new best friends, freeing up precious time from your already packed schedule.
If you're looking for a system to help automate your unique permitting process and improve applicant communication, we can help! Our platform, Civic Review, is designed to streamline these efforts. As one expert put it, "Civic Review has helped streamline things for everyone involved actually, so that is my tip, to use it."
