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EVENTS

How to organize a grassroots tourism fair
by Ron Mader

PLANETA FORUM

Small fairs facilitate positive interaction among tourism stakeholders. Even better -- such events are quite effective without being expensive!


PHOTO GALLERY: 2007 Fair
SLIDESHOW


For the past eight years, Planeta.com has co-hosted an annual fair in Oaxaca, Mexico. Can this event be replicated? Yes! We are happy to consult with communities, local governments and business associations that need assistance.

Planeta events brings together local travel providers, community leaders, media, government officials and inspired travelers for a few magical hours. Here are some lessons learned and suggestions for others interested in developing a similar event.

BENEFITS

Make sure there is ample opportunity for dialogue and information sharing among travelers and locals.

GUIDELINES

Keep it simple.
Make it free.
Make it fun.
Make sure there is plenty to eat and drink!

SUGGESTIONS

You want to organize a fair? Great! Here are some recommendations:

BEFORE THE EVENT

Convene a public meeting (or meetings) to organize conference participants

Select a place for the event

Collect feedback from those interested in the fair but unlikely to attend.

Distribute applications to potential local exhibitors and post the document online.

Prepare promotion -- online and natural world -- including creating a web page, requesting links on other websites, posting news on relevant forums and print ads (volantes) to distribute in town.

Prepare materials for exhibitors including identification materials and diplomas

Conduct an online chat

Prepare a survey to be handed out at the fair

DURING THE EVENT

Provide exhibitors with identification tags (gafettes).

Take pictures of the event and encourage participants to share photos. The best photos can be featured in an online gallery and either printed or distributed via CD.

Survey participants -- ask what interests them. Give visitors a chance for dialogue. This information can be used in developing follow-up projects, including specialized tours, workshops and publications. Planeta.com has updated many of our resource guides with comments made at events we've hosted.

AFTER THE EVENT

Present exhibitors and supporters with a certificate or diploma (constancia). Constancias seem to be more important Latin America than the United States or Europe, where the paper document is not valued as highly. One colleague has decorated his bathroom with the documents.

Prepare a summary of the event and distribute to those you've sent an announcement. This is a simple courtesy and provides needed continuity as many events are announced and not implemented. If you've conducted an event, let people know.

Prepare a slide show documenting the event. You have the pictures. Now you can make the show!

Conduct an online chat.

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FOOD

Memorable events have memorable food and drink, preferably local specialties. Offer foods that can be provided with minimal packaging.

SIGNAGE

It's worth repeating how valuable signage is to an event. It's worth repeating how valuable signage is to an event.

From announcements (posters, flyers, websites, email) to the event itself (posters, eraseable board, badges) to post-event coverage (slide shows, summaries, websites), signage is key to effective communication.


AUTHOR

Ron Mader is the Latin America correspondent for Transitions Abroad and host of the award-winning Planeta.com website.


This Planeta guide is part of our professional 'How2' series featuring practical tips on How to Host a Press Trip, Green Events, How to Write a Media Release, How to Improve Signage and How to Prepare a Media Kit.


PLANETA CONFERENCES

g Food, Health and Building Communities 2008
g Tourism and Climate Change 2008
g Ecotourism Challenges Dialogue 2007
g Urban Ecotourism Conference September 2004
g Environmental Impact of Transportation October 2003
g Sustainable Development of Ecotourism April 2002
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