Sponsoring a local foodie event in your community can not only show your commitment to local farmers and food producers, it can also be a cost-effective way to bring the public together and provide needed publicity for your business, charity or municipality. Now that summer is turning into fall, there are many opportunities for planning events such as harvest dinners, farmers’ markets, and late-summer festivals. Seasonal events like these offer many ideas for marketing local foods.
A well-planned local gastronomic event has 3 key elements for success:
- Know the theme of your event and stick to it!
- Fully promote your event
- Stay within your budget
Know the theme of your event and stick to it!
A consistent presentation of your event theme is the key to success. Your theme should be represented by the food served, the décor, the music, and the atmosphere. For example, a Fall Harvest celebration might showcase local pumpkins, pears, and apples in traditional pies and butters. Remember that your purpose is to sell local foods, locally grown potatoes, sweet potatoes, squash and onions should be on display as key ingredients in traditional fall harvest dinners. Having recipes on hand for customers will encourage them to shop for ingredients and prepare dishes at home. Visually entice your customers with traditional harvest-themed décor featuring cornstalks, gourds, and gourds. Upbeat music will complete the event and provide a fun and lively atmosphere.
While this example may seem simple, I have been to several events where the presentation was inconsistent and the theme was lost. For example, a hoedown event should not feature music from the local church choir. While the chorus may be excellent and the lead singer may be his wife, the tone set by the music is inconsistent with the theme. Your message will get lost in the inconsistent presentation and customers may lose interest. By comparison, a well-themed event will get your customers talking positively! Word will spread about your event and your local food retail business.
Fully promote your event
A well-attended event is a properly promoted event. While a local food event focuses on your community, a properly promoted local food event can attract new customers from neighboring communities. You must promote your event early and promote it often!
The first promotional decisions to make are the name of your local foodie event, the date, and the theme. Once you’ve made these decisions, stick with them and don’t look back! Use this information in every piece of printed promotional literature, on your website, and in your press releases. Also consider selling event merchandise, such as t-shirts and bags, and contact your supplier.
Four to six weeks before the event, start your in-store promotions. Have attractive banners or posters made and prominently displayed in key locations in your neighborhood, business district and community centers. If you own a retail business, printing flyers can be an inexpensive promotional tool that you can slip into each customer’s shopping bag. Clearly state your event information on your flyers or invitations! Here are some avoidable pitfalls that can be fixed with good planning and review:
- Your invitation should represent the event. If it’s a party, make sure your invitation or flyer is fun, inviting, and eye-catching. An invitation to an event was sent to more than 200 potential guests in a business envelope. Our guess is that to many, it seemed like just another spam and was ignored. Only more than 30 people attended.
- Make it easy for guests to locate your event! An attractive brochure advertising your event is great, but ineffective if it doesn’t include the address where your event will be held. Including a map on the front of the flyer is an added bonus for your guests. An event they recently attended had below average attendance because, although the many sponsors signed up on the event flyer, the host location was not!
- If you are sponsoring a charity event, please clearly indicate the charity or recipient organization in your promotional materials. Even unintentionally misleading your guests can lead to bad press and a bad reputation in your community. At a harvest dinner hosted by an organic farm, a banner clearly read, “Support your local farmers in [this dinner]“However, the proceeds actually went to an international food movement.
- If you’re going to be selling products at your event, make sure that information is included in promotional flyers and press releases too! Some harvest dinners have a hefty price of admission just to attend. Not realizing there would be merchandise to purchase, many guests did not bring extra money or credit cards and sales were lost.
Ask neighboring local businesses to put up signs advertising your event. Remember that the businesses your event brings to the community also benefit them! They will be happy to accommodate your request.
Two to three weeks before the event, send a press release to your local newspaper and surrounding communities. Ask the newspaper to run this ad two weeks and one week before the event date. Newspapers often have a special section for Thursdays that highlights upcoming weekend events. This is the best tool to reach those people who may have never been to your retail store or in your community!
Stay within your budget
Always remember that the purpose of sponsoring a local food event is to earn money and promote your business or organization. While the secondary benefits of fostering goodwill and encouraging community spirit definitely exist, those elements alone won’t keep your doors open!
Costs: The first financial decision to make is your budget. Your budget should be as detailed as possible, considering the cost of food, entertainment, decorations, promotional materials and municipal licenses. Brainstorm with your co-workers to capture as many costs as possible related to your event, then commit to them in writing.
Sales: Next, determine the immediate sales resulting from your event. Will you charge a fee for entertainment? Do you sell prepared food? Will T-shirts, tote bags, or note cards be sold? Count the expected sales for each resale item and compare them to your costs. Be realistic with your projections: An easy way to forecast sales is to calculate the number of hours the event will take place multiplied by an average number of products you expect to sell in an hour. For example, a four-hour event x one t-shirt sold every 10 minutes = 24 t-shirts sold. If your gross margin (selling price minus cost of shirt) is $4.00 per shirt, you’ll get $96.00 from shirt sales to cover other event expenses.
Are your sales covering your costs? If not, don’t start cutting out essential elements of your event. Get creative and consider financing options. Reach out to other local businesses and offer them promotional space at your event in exchange for helping them supplement entertainment costs. Ask your local print shop for free event flyers in exchange for a free ad in their store newsletter. Promote a local restaurant in exchange for a free on-site chef demo. Cross-selling is a great way to stay within your budget and still offer a well-sponsored, fully themed event.
Managing these three elements will provide a proven and successful framework for planning your event. Once the day arrives, have fun and enjoy your own local gastronomic event. You worked hard for it!