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You’ve got your idea.
So what are the first things you need to get clear?
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When, where, who and what for - who is your event for and what do you want them to experience on the day?
• How long have you got?
• How do you get people along?
Invitations, press releases, publicity. See the marketing section below or download our Resource Kit
• What’s it going to cost?
• Permissions and Safeguards: Do you need a licence? What are the safety risks for your event? Do you need insurance? What will you do if it rains?
• Will you need products or supplies (to sell or use)? If so, WFTO (WORLD FAIR TRADE ORGANIZATION) members can help:
Planning Your Event: Some examples of issues to consider from WFTO – World Fair Trade Organisation members
A Performance or Concert
Once you have your basics sorted – who’s performing, where, when and for how long? – you will need to consider all or some of the following questions:
Do you need a special performance licence or permissions to hold the event? Do you need Public Liability Insurance – i.e. if someone fell down at the event and wanted to sue, who would cover the cost of that? Do you need staging or set or special costumes? Do you have a sound system? Will there be sufficient power to run the lights and the sound system? Do you need to hire a PA and speakers? Who will run the technical side of the event? Are you going to charge an entrance fee? If so, how are you going to sell the tickets, look after the cash on the night and account for it later?
A Fair Trade Market
The most important thing to consider here is what you are going to sell and how you are going to source the goods. WFTO (WORLD FAIR TRADE ORGANIZATION) members can help.
You should give extra thought to delivery dates and storage, especially if your products are perishable goods (like food which might go off before you sell it!). Some orders can take a long time to process so always check turnaround times with producers directly.
Where can you hold the fair? If it’s outdoors, make backup plans for bad weather and also consider security – and make sure you have any permissions required to sell goods – in or outdoors! Do you need to let the police or traffic authorities know about your event? Will people be able to park their cars to set up the stalls? Are you going to provide the tables or stalls, or do sellers bring their own? Will they be able drive into the market area to set up their stalls, and where can they park their cars once they have finished setting up? Will you need electric, water, toilets, or any kind of extra infrastructure? Try to think of everything you might need to ensure the buyers and sellers are comfortable, safe and active on the day.
A Coffee Morning
The issues here depend on how many people will attend your coffee morning (or afternoon!). If it’s a small family and friends occasion, you should be able to hold it at home (yours or someone else’s), and run the event from a standard-size kitchen. If you’re expecting lots of people, consider if you have enough cups, plates, spoons, chairs and space to accommodate everyone. Where will you get your Fair Trade Coffee and Tea? (Make sure the products you use are 100% Fair Trade – check out the WFTO (WORLD FAIR TRADE ORGANIZATION) supplies list here. Will you need food as well as coffee, what are your Fair Trade options? The FTRN in the US held the world’s largest coffee break last year – have a look at their experience! http://www.fairtraderesource.org/wftd-08/worlds-largest-coffee-break/
A Tree Planting
The world needs more trees in it – we need to get planting them! Think about where you want to plant a tree or trees – one tree will go in your garden or village, but maybe there’s a nearby wood or field where you might be able to plant 100 trees? Do you need permission to plant there? (Do make sure you’ve asked the landowner if the land is not yours). Then you need to find the trees – perhaps a local garden shop or plant nursery can help? Please make sure that all the plants and seedlings are from sustainable growers who practice sustainable forest management. Will the people attending the event need to buy the plants, or can you give the seedlings away? What type of tree suits your local environment? Do you need to organise other events or activities such as refreshments or catering at the Tree Planting? Can you ask a local celebrity or VIP to make a short speech at the event to mark the occasion? Would it be possible to put up a small plaque or name-board which notes the event and explains to future generations why the tree was planted on that day? Invite the press as well as the public so you have a record of your input into World Fair Trade Day!
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WFTD 2012 
2009 IFAT |