Sag Harbor Whaling & Historical Museum
How To Plan
Your Own Event
The Customs House Museum

The Sag Harbor Chamber of Commerce is committed to helping the many charitable and non-profit organizations of our community, as well as our own Members, organize and host events that can bring them exposure and revenue.

Following is an outline of steps to be considered when planning your special event.

Special Event Outline

Objective/Purpose
 

1. Community Identification or Location
2. Name Recognition
3. Fund Raiser
4. Promotion of a Local Product or Attraction
5. Enhance Existing Tourism Destinations


Scope
 

1. Local, Regional, National, International
2. Part of an Existing Event


Location
 

1. Self-contained
2. Village/Town Streets


Funding
 

1. Start-up Money
2. Sponsorships
3. Donations
4. Entrance Fees and Admissions
5. Vendor Rentals
6. Merchandise and Souvenirs
7. Raffles
8. Service or Merchandise Trade


Organization
 

1. Who's in Charge
2. Committees
3. Volunteers
4. Paid or Subcontracted Services


Types of Events
 

1. Arts and Crafts
2. Athletic
3. Entertainment:  Musical, Dance, Theater, Comedy
4. Water related
5. Gastronomic (Food & Beverage)
6. Let Your Imagination Run Wild!


Marketing
 

1. Public Relations
     a. Press Releases
     b. Publications, Posters, Fliers
     c. Marketing
2. Advertising
     a. Print
     b. Radio
     c. TV
     d. Internet / Electronic
3. Community Support
4. Merchant Support
     a. Coordinated Effort, Coupons, Sales


Costs/Expenses
 

1. Permits and Fees
2. Municipal Services – Police, Highway Dept.
3. Private Security
4. Sanitation / Trash Removal
5. Porti-Johns
6. Equipment Rentals
     a. Tents, Chairs, Tables, Bleachers
7. Electric/Gas/Water
8. Telephone
9. Sound Systems/Master of Ceremonies (M.C.s)
10. Photographer
11. Postage
12. Secretarial
13. Signage
14. General Supplies


Miscellaneous
 

1. Parking
2. Traffic Control
3. Media Support
4. Insurance


Types of Events

The following list of possible events is just a sample of the many ways that you can hold a fundraiser or simply to bring attention to your business or group.  If you have any suggestions, we'd love to hear them!  Just e-mail us at sagchamber@peconic.net