In this episode of Festival Soup, host Mike Baxter chats with Joe Vera, Assistant City Manager of McAllen, Texas, about the inspiring story and behind-the-scenes magic of the McAllen Holiday Parade. Celebrating over a decade of tradition, this parade has grown to become one of the largest in Texas, drawing in hundreds of thousands of attendees. They discuss the logistics, community impact, and the four pillars behind McAllen’s success in transforming a local event into a celebrated holiday destination.

Key Points:

- [0:30] - The Parade's Impact on Community

Joe shares how parades unite the community, especially children, through tradition and celebration.

- [2:12] - From Vision to Spectacular Reality

The McAllen Holiday Parade began as a simple vision from a 2013 city retreat, evolving into a nationally recognized event.

- [6:38] - Handling Unexpected Growth

The inaugural parade’s massive turnout of over 200,000 guests taught the team crucial lessons in event logistics.

- [10:15] - Maximizing Parade Profits

Joe explains the strategic use of a local stadium to host spectators, sell tickets, and integrate sponsor visibility.

- [15:48] - Adding Star Power

Celebrities like Dallas Cowboys players and popular TV stars attract spectators, blending entertainment for diverse demographics.

- [20:04] - A Broadcast Extravaganza

The parade's TV broadcast reaches over 30 major U.S. markets, reinforcing McAllen’s brand and regional impact.

- [24:33] - McAllen Parade’s Fourfold Mission

Joe explains the event’s guiding goals: enhancing quality of life, promoting safety, creating a tourism destination, and boosting economic impact.

Quotable Moments:

[1:19] “A parade is all about celebration… the joy and wonder of bringing the community together.” – Joe Vera

[17:02] “We found the right mix with Dallas Cowboys’ players—suddenly the sea of blue lined the parade route.” – Joe Vera

[27:04] “This parade was our way of showcasing McAllen’s safe, vibrant, and welcoming environment.” – Joe Vera

Links Mentioned:

• McAllen Holiday Parade: http://McAllenHolidayParade.com
• Texas Festivals and Events Association: http://texasfea.org
• Festival Soup Website: http://festival-soup.com

The McAllen Holiday Parade illustrates the power of festivals to foster community spirit and drive economic growth. Joe Vera’s insights reveal how thoughtful planning and strategic partnerships have transformed a city tradition into a major cultural draw. Subscribe to Festival Soup for more insights on crafting memorable festivals and join us next time as we explore more stories from the world of festivals and events.

In this episode of Festival Soup, host Mike Baxter dives into the art of hosting large-scale, open-air events with Will Blackstock, Director of Parks and Rec for Clute, Texas, home of the Texas Mosquito Festival. Will shares unique aspects of organizing an outdoor event, from the advantages of expansive, flexible spaces to the unexpected challenges of weather, security, and safety. With lively traditions like the mosquito calling contest and a popular BBQ cookoff, the Texas Mosquito Festival offers valuable lessons on adaptability, community involvement, and the complexities of large venue logistics.

Key Points:

- [0:00] - Welcome to the Texas Mosquito Festival

Introduction to Will Blackstock and the 45-year legacy of the Texas Mosquito Festival.

- [3:42] - Event Activities and BBQ Cookoff

Will explains the logistics of hosting a BBQ cookoff within the larger festival, and how it enhances the attendee experience.

- [6:59] - Benefits of an Open-Air Venue

Using open spaces for sponsor visibility and convenience, including ample parking and flexible setups for vendors and events.

- [12:15] - Unique Competitions: Mosquito Calling & Leg Contests

A look at the quirky and beloved contests, like mosquito calling and "mosquito legs," that give the festival its distinct character.

- [17:12] - Weather-Related Challenges

How Will and his team manage adverse weather conditions, cancellations, and the importance of weather insurance.

- [24:45] - Security & Safety Measures

With a large, open area to cover, Will discusses essential security and safety protocols, from volunteer involvement to public safety in the summer heat.

- [27:40] - Community Support and Volunteers: The ‘Swat Squad’

The Swat Squad volunteer team’s role in event operations and community support.

Quotable Moments:

- [6:12] “It's just a great way to get the community involved—going from team to team in the BBQ cookoff is always a highlight.” - Mike Baxter

- [17:15] “Weather insurance is essential; it’s saved us from total loss more than once!” - Will Blackstock

- [24:55] “Our Swat Squad volunteers keep everything running smoothly, rain or shine.” - Will Blackstock

Links Mentioned:

• Festival Soup: http://FestivalSoup.com
• Texas Festival and Tourism Consulting: https://texasfestivalandtourismconsulting.com/
• Texas Mosquito Fest: https://www.mosquitofestival.com/

Join us as we wrap up a fascinating exploration of the Texas Mosquito Festival’s successes and challenges. If you’re inspired by the unique blend of tradition, community involvement, and strategic planning that makes this festival a success, be sure to subscribe to Festival Soup. Share your thoughts in a review, and visit our website for more industry insights and consulting services.

In this episode of Festival Soup, host Mike Baxter interviews Glenda Black from TSE Entertainment. Glenda shares her journey from a high school teacher to managing a successful talent booking agency and offers insider advice on booking top talent for fairs, festivals, and rodeos. They dive into the decision-making process, the role of an agency, contract nuances, and the rising popularity of tribute bands. This episode is a must-listen for event organizers looking to elevate their talent booking game and ensure smooth, successful shows.

Key Points:

- [0:42] Glenda Black’s Journey from Teaching to Entertainment

Glenda discusses her background and how she took over her father’s business, rebranding it as TSE Entertainment in 2018.

- [3:01] Why Hire a Booking Agency?

Glenda explains the benefits of working with a professional agency like TSE to save time, leverage industry relationships, and secure better pricing.

- [6:15] Budgeting and Audience Considerations

A key part of booking talent is understanding your audience and working within a budget, considering the type of event and target demographic.

- [8:05] The Offer Process and Booking National Acts

Glenda breaks down the official offer process, emphasizing the importance of booking headliners first and using an expiration date for offers.

- [9:45] Navigating Contracts and Riders

Contracts often come with non-negotiable clauses like bad weather policies and stage requirements, but many other elements of the rider can be discussed or modified.

- [16:15] Advancing the Show: Essential Communication

Glenda explains the importance of clear communication between event organizers and artists to ensure logistics like ground transportation, meal plans, and meet-and-greets run smoothly.

- [22:12] The Growing Popularity of Tribute Bands

Tribute bands are a budget-friendly and popular option for events, allowing attendees to enjoy familiar songs and iconic performances from acts like The Beatles and Taylor Swift.

Quotable Moments:

- [2:36] "I left teaching and didn’t know the first thing about booking, but I grew up in the music world. It was a great fit, and I haven’t looked back." – Glenda Black

- [9:03] "Always put an expiration date on offers; it keeps the process moving and avoids limbo." – Glenda Black

- [21:23] "If the artists are fed well, they will remember that more than anything else." – Glenda Black

Links Mentioned:

• TSE Entertainment: https://tseentertainment.com/
• Texas Festival and Tourism Consulting: https://texasfestivalandtourismconsulting.com/

Thanks for listening to Festival Soup! If you're new to booking or looking for ways to streamline the process, make sure to visit TSE Entertainment's website for more tips and insights. Don’t forget to subscribe to the podcast for more expert interviews, and leave us a review on your favorite platform!

In this episode of Festival Soup, host Mike Baxter sits down with Jessica Bybee-Dziedzec of S Saffire, a leading player in the event ticketing tech space. They discuss how online ticketing, reserved seating, and cashless payments have revolutionized the festival and event industry. From small-town fairs to major state festivals, Jessica shares insights on overcoming resistance to new technologies, the growing importance of cashless transactions, and how presale tickets can boost event profitability.

Key Points:

- [0:40] - Introduction to Online Ticketing

Mike welcomes Jessica Bybee-Dziedzec from Saffire. They dive into how her company grew from a small team to an industry leader by focusing on event websites and online ticketing.

- [3:43] - Serving All Sizes of Events

Jessica highlights the variety of festivals they work with, from the small Mosquito Festival in Clute, Texas, to the large San Diego County Fair.

- [5:33] - Shifting to Online Ticketing

Discussion on how even smaller festivals are embracing online ticketing, with many customers now expecting to purchase tickets in advance.

- [6:11] - Benefits of Presale Tickets

Jessica explains the advantages of selling tickets in advance, including year-round revenue and reduced day-of logistics.

- [10:53] - The Return of QR Codes

QR codes have made a comeback, and Jessica recommends using them everywhere—from parking lots to grocery stores—to drive ticket sales.

- [15:06] - Real-Time Ticket Payments

Unlike many third-party platforms, Saffire ensures ticket payments go directly into clients' accounts the same day.

- [17:16] - Going Cashless at Events

Jessica discusses the move towards kiosks and cashless gates, highlighting the benefits in terms of security, staffing, and reduced fraud.

- [26:58] - New Trends and Future Innovations

Fraud mitigation and real-time tracking of attendee behavior are the next big things for event ticketing, including geo-targeted marketing messages for event-goers.

Quotable Moments:

- [5:33] "Even smaller fairs are now seeing that people welcome online ticketing with open arms." – Jessica Bybee-Dziedzec

- [6:33] "Presales are great because they give your event cash flow year-round, not just in the event month." – Jessica Bybee-Dziedzec

- [10:53] "I love QR codes back as a tool! People know how to use them, which makes me so happy." – Jessica Bybee-Dziedzec

Links Mentioned:

• Texas Festivals and Events Association: https://www.tfea.org
• International Festivals and Events Association: https://www.ifea.com
• Saffire Event Solutions: https://www.Saffire.com
• Texas Festival and Tourism Consulting: https://texasfestivalandtourismconsulting.com/

Thank you for tuning into this episode of Festival Soup. If you’re planning a festival or event, now’s the time to embrace online ticketing and new technologies like QR codes and cashless systems. Want more festival insights? Be sure to subscribe to Festival Soup on your favorite podcast platform and leave a review. See you next time for more industry tips and tricks!

In this episode of Festival Soup, host Mike Baxter sits down with Kelly Augustine from the Nacogdoches Chamber of Commerce to dive deep into the unique aspects of hosting festivals in historic downtown settings. They explore the Texas Blueberry Festival, its roots, growth, and the benefits of organizing a large-scale event in a small town. From community involvement to the challenges of brick streets and balancing modern amenities with historical preservation, this episode provides a rich discussion on creating a successful, culturally connected festival.

Key Points:

[0:00] – Introduction

Mike Baxter introduces the podcast and the episode's focus on the Texas Blueberry Festival, featuring guest Kelly Augustine from the Nacogdoches Chamber of Commerce.

[1:29] – The Roots of the Blueberry Festival

Kelly shares the origins of the Texas Blueberry Festival, founded by Drs. Patsy and Leon Hallman in the late 1980s to celebrate Nacogdoches’ rich blueberry production and historic downtown.

[3:16] – Festival Highlights

Kelly gives an overview of the festival, which features blueberry pancakes, pie-eating contests, a pet parade, and various family-friendly activities, all while emphasizing the involvement of local businesses and community partnerships.

[5:06] – Challenges and Benefits of a Downtown Festival

The discussion shifts to the logistical hurdles, such as shutting down streets and managing vendor spaces, and how the historic charm of the area makes it all worthwhile.

[12:33] – Managing Power and Noise

Kelly talks about the importance of sound management during the event, balancing generators and electrical hookups to ensure the festival maintains its lively, welcoming atmosphere.

[21:53] – Festival Park Activities

A breakdown of the additional activities held in Festival Park, including petting zoos, car shows, and carnivals, making it a hub for kids and families during the event.

[28:15] – Economic Impact

Kelly highlights the positive economic impact of the festival on the local community, from job creation to increased lodging, dining, and shopping revenues.

Quotable Moments:

[0:01] – "The Blueberry Festival is a true example of a community coming together to celebrate its unique heritage." – Kelly Augustine

[5:35] – "Even the downtown shops have come to embrace this festival because of the traffic it pulls in." – Kelly Augustine

[28:15] – "This festival brought in over $1 million in total business sales for our community—it's supporting local businesses and jobs." – Kelly Augustine

Links Mentioned:

• Texas Blueberry Festival Facebook Page: https://www.facebook.com/TexasBlueberryFestival
• Nacogdoches Chamber of Commerce: https://www.nacogdoches.org/
• Keep Nacogdoches Beautiful: https://www.keepnacogdochesbeautiful.org/

This episode provides a fascinating look at the benefits and challenges of hosting a festival in a historic downtown setting. Kelly Augustine’s insights offer invaluable lessons for anyone planning a community event, especially in small towns with rich histories. Be sure to follow Festival Soup for more festival planning tips and insights, and don’t forget to visit Nacogdoches next June for the Texas Blueberry Festival!

In this episode of Festival Soup, host Mike Baxter interviews David Olivares, festival insurance expert. They explore the often-overlooked topic of insurance for festivals and fairs, breaking down the essential types of coverage event organizers need. From general liability to the intricacies of weather insurance, David provides expert advice on protecting your event from unexpected disasters.

Key Points:

- [0:41] - Introduction to David Olivares and Cliff Insurance

David explains Cliff Insurance's history and their specialization in outdoor amusement and entertainment coverage, offering both retail and wholesale insurance services.

- [3:15] - Why Work with a Specialist?

Mike and David discuss the challenges of working with local agents unfamiliar with the festival industry, and the importance of partnering with an experienced festival insurance agent.

- [6:59] - Essential Insurance Policies for Festivals

David outlines the most critical insurance policies for festivals, including general liability, liquor liability, workers' compensation, and event cancellation.

- [9:19] - Weather and Event Cancellation Insurance

David highlights the benefits of weather insurance, using real-life examples of how festivals avoided financial disaster.

- [13:22] - Additional Coverages to Consider

Discussion on less common but vital coverages like E. coli coverage for petting zoos, volunteer accident policies, and drone insurance.

- [18:16] - Golf Cart Hazards and Coverage

Golf carts present significant liability risks, and David shares how proper coverage is crucial to mitigate potential accidents.

- [19:45] - Determining the Right Level of Coverage

Advice on assessing your event’s exposure based on size and activities, emphasizing that insurance requirements can be similar regardless of event scale.

- [25:19] - Emerging Risks: Active Shooter Coverage

The growing need for coverage related to active shooter incidents, including firearm exclusions in some general liability policies.

Quotable Moments:

- [4:24] “Insurance is hard enough to comprehend by the layperson. Now imagine doing that in a hard market with shrinking options." - David Olivares

- [9:19] “You can save for a rainy day or buy an insurance policy that helps recoup some money when your event can’t happen." - David Olivares

- [18:40] "Golf carts are one of our largest exposures for claims in the industry. It's crucial to have the right coverage in place." - David Olivares

Links Mentioned:

• Kaliff Insurance: https://www.kaliff.com/
• Texas Festival and Tourism Consulting: https://texasfestivalandtourismconsulting.com/
• Texas Festivals and Events Association: https://www.texasfestivals.org
• International Festivals & Events Association: https://www.ifea.com/

If you’re planning a festival or event, insurance is a critical part of your preparations. Don’t leave your event exposed to potential risks. Reach out to experts like David Olivares or attend workshops at events like the Texas Festivals and Events Association conference. For more insights and tips, be sure to subscribe to Festival Soup on your favorite podcast platform and leave us a review!

In this episode of Festival Soup, host Mike Baxter gets into the world of AI with special guest David Ramirez, founder of SDM Ramirez Event Marketing. They explore how AI can revolutionize festival and event planning by saving time, improving creativity, and streamlining operations. From using ChatGPT for quick content generation to advanced AI tools for managing traffic patterns and lost children, this episode is packed with practical tips for festival organizers. Learn how to harness AI’s potential to enhance efficiency, boost engagement, and make your events unforgettable.

Key Points:

[0:00] - Introducing AI in Event Planning

Mike and David discuss the growing role of AI in festivals and how it can simplify various tasks, from marketing to operations.

[1:42] - ChatGPT as a Gateway to AI

David highlights ChatGPT as an entry-level tool for festival professionals to get started with AI, from writing press releases to drafting safety plans.

[3:06] - Using AI for Visual Planning

Discover how AI tools like Midjourney can help you visualize event layouts, even placing tents and attractions on digital maps.

[6:15] - Automating Tedious Tasks with AI

From generating parade lineups to analyzing post-event surveys, AI helps eliminate the most time-consuming parts of event planning.

[12:54] - Enhancing Event Security with AI

The conversation touches on how AI technologies like Venus can boost security by tracking lost children and monitoring crowd patterns.

[22:13] - Predictive AI for Ticket Sales

David discusses how AI can predict ticket sales and help event organizers plan their budget based on historical data and market trends.

Quotable Moments:

[0:55] "You can't put AI into a single bucket. It’s like Baskin-Robbins with its many flavors—there’s a version of AI for everyone." — David Ramirez

[6:34] "AI isn't going to take your job—someone using AI is going to take your job." — David Ramirez

[24:45] "Predictive AI is the dark horse that’s really going to make waves in our industry." — David Ramirez

Links Mentioned:

• MidJourney AI: https://www.midjourney.com
• Canva: https://www.canva.com
• Constant Contact: https://www.constantcontact.com
• Mailchimp: https://mailchimp.com
• Zenus AI: https://www.zenus.ai/

AI is already transforming the way events are organized, and it's only going to become more accessible. Whether you're a small festival or a major event, now is the time to start experimenting with AI to improve efficiency and creativity. Subscribe to Festival Soup on your favorite podcast platform and leave a review to stay ahead in the festival world!

In this episode of Festival Soup, host Mike Baxter sits down with Jeff Krebs of Mesmeric Entertainment to discuss the intricate details of planning successful music festivals, fairs, and rodeos. Jeff shares insights from his 38 years of experience, touching on everything from the importance of infrastructure and strategic planning to booking talent and maximizing sponsorship opportunities. Whether you're organizing a small-town festival or a major city event, this episode provides valuable lessons for creating memorable experiences.

Key Points:

[0:00] Introduction to Festival Soup

Mike Baxter introduces the podcast and his guest, Jeff Krebs, who shares his journey in the festival industry.

[0:55] The Scope of Mesmeric Entertainment

Jeff discusses his wide-ranging experience, working on over 500 events annually, from small local festivals to large, prestigious events.

[3:10] Transforming the Bluebonnet Festival

Jeff explains how he helped revitalize the Bluebonnet Festival in Ennis, Texas, growing it from a small event into a major draw for the Dallas-Fort Worth area.

[8:25] The Importance of Strategic Planning Before Booking Talent

Jeff emphasizes the need to define your event's goals and value proposition before securing musical acts, especially for festivals combining multiple elements like arts and food.

[13:32] The Role of Talent Agents

Jeff advocates for using agents when booking talent, outlining the benefits of professional relationships and the potential pitfalls of going it alone.

[16:17] Maximizing Sponsorships Through Stage Design

Jeff highlights the importance of leveraging stage design and technology, such as LED video walls, to maximize sponsor visibility and engagement.

[20:05] Enhancing Events with Close Proximity Fireworks

Jeff shares innovative ideas like using close proximity fireworks to elevate the audience's experience at the end of each night.

[25:53] The Importance of Vendor Placement

Discussing the strategic placement of vendors to avoid the acoustic impact zone and ensure a better business environment for them.

Quotable Moments:

[3:45] "It’s been interesting to see how the community has found its identity and differentiated itself from the other little rural towns surrounding DFW through their festivals and events." - Jeff Krebs

[13:20] "Sometimes you have to buck the system a little bit and try some different things if you think it's going to bring the audience that you're trying to bring." - Jeff Krebs

[27:17] "Approach it with a fresh set of eyes every single year and say, 'What can we implement that's new, that makes it better for our guests?'" - Jeff Krebs

Links Mentioned:

• Texas Festival and Tourism Consulting: https://texasfestivalandtourismconsulting.com/

This episode provides a wealth of knowledge for anyone involved in festival planning. Be sure to apply Jeff’s insights on infrastructure, talent booking, and sponsorships to elevate your own events. Stay tuned for future episodes where we’ll dive into topics like new technologies in sound, the art of hosting downtown festivals, and the rising trend of tribute bands.