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Swale - A
Celebration of Cultures
Saturday 31st
October 2009
- Wyvern Hall
Sittingbourne 10-4pm
EVALUATION REPORT
By Sioux Peto -
Event Coordinator
– 1st
December 2009
Outline and
Aims of Event
A one-day
intercultural event to celebrate the diverse cultures here
in Swale. Highlighting and promoting, understanding and
community ‘oneness’ (cohesion).
Swale - A
Celebration of Cultures now in its 3rd
year. The festival was organised in just 4 months due to
funding and commitment restrictions. A coordinator was
appointed to take overall control in July. This has proved
an essential role and must be budgeted for in future
planning.
The festival this
year was “tightening up” to attract people with instant
noise & visual stimulus. A varied and mixed programme was
planned in half hour slots and broken down into sections
music, performance, art etc and age groups then cultural
groups and artists where found to fill the slots providing
something for everyone from all cultures and age groups.
Visually gazebos
(for demos) and information stands (free of charge) - where
placed around the hall this brought the Hall colour and
height, which was to make it more welcoming along with
materials from around the world. It was thought that most
people would simply pop in to look; so drop-in sessions and
short sets and demos where programmed in, this was not the
case and had the opposite effect many wanted to stay for a
couple of hours as the slots where quick and exciting this
actually encouraged people to stay as they did not get bored
as there was plenty to see and do.
The event has been
held in October for the past 3 years to coincide with Black
History month. This is not the best month for weather so
street and outdoor planning was kept to a minimum.
Venue
The Wyvern Hall had
a good central position on 2 levels with all the facilities
in one venue. Management and staff are very helpful. A large
versatile space with stage, sound and lights in place,
toilets on site, changing rooms etc. with loads of tables
and chairs available for our use. Disable lift did not work
on day. Management did supply risk assessment, cleaners and
some manual workers (to help move furniture).
Organisations involved with planning the Event
Funding Partners:
Kent County Council,
Swale Borough Council, Grassroots Grants, Kent Fire and
Rescue Services, Kent Police
Voluntary
Organisation Partners:
V-involved, Swale
Arts Forum, LB Graphics
Paid Partners:
SoundArt, Sheppey
Matters
All partners were
exceptionally helpful in supplying contacts advice and
support.
Feedback
Verbal comments on
the day along with the written feedback forms have been
nothing but constructive and encouraging remarks for the
future. The event had a resounding positive and beneficial
effect on all the people and artists who attended.
The written feedback
forms where deliberately kept short and easy to fill in.
Total amount of
people that attended the indoor event were approximately -
900
(based on rough head counts throughout the day), whilst
quantitative data could not be collated for the street
carnival. However, the filmed carnival could evidence the
spectators of the festival.
Feedback forms
completed =
93
Lesson learnt:
only
1 in 10 completed a form. In future, there
need
to be a dedicated stand to get more people to fill in forms.
The response from
feed back forms attendance figures
Did you enjoy the
event:
ALL
Smiley Faces
Age: under
18 =
21, 18-21 = 7, 26-40=20, 40-50 = 21, 50+ = 24
Postcodes:
ME2
= 3,
ME3
= 3, ME9 = 15 ME10 = 43,
ME12
= 4,
other = CT3, CT4, CT5, CT13, SM4, DA6, DA17
Would you like to
see more events like this in Swale: YES/NO –
ALL
YES.
Has this event
helped you learn about and understand
other cultures
YES/NO
YES
= 83 No = 10
Ethnic origins where
not asked as it was felt that this was too intrusive and the
emphasis should on enjoyment, inclusion and learning within
the whole community
All the negative
feedback (which where very few and mainly from stallholders)
was about the noise levels being too high!!!! And lack of
refreshments.
Best activity:
overall tie between Bloco Fogo and Jugnu Bhangra
Worst activity:
(6
in total - 3 each) overall tie between Storytelling and
Martial Arts
Was the event well
organised YES/NO =
overall yes
was the event well
published YES/NO =
overall could do more
Additional
comments
More, More, More
The performers
infected the audience with joy
All so excellent
Fantastic, seeing
such a wide range of performance
Good 1st
event – would like to see it become established in the
future
Had a feel good
factor
It was fun and happy
– do another
Lively
Wish we could have
stayed longer
Woooooop!!!!!
Attendance
- upstairs - drop in sessions
Mask making Art
Workshop –
125
masks were made on
the day (very successful – sponsored by Kent Libraries)
Films –
50
(changed program on day and attracted the younger children)
Storytelling –
15
(poor response due
to position and 2 storytellers not turning up) but everyone
loved the tent idea.
Outcome of
coordinators job included
1. Creating
cooperation and awareness whilst engaging local business and
voluntary organisations to commit to such events - very
successful - the goodwill this event has created can now be
successfully built on.
2. Branding Event -
Successful
3. Standard Letters
now in place for:
Confirmation of
Attendance, Stand Agreement, Feedback forms. These can be
used for future events.
Lesson learnt: Legal requirements must be
checked early include Public Liability and what is actually
required for us to supply and the artist, CRB checks
4. Up-to-date Excel
Database for all contacts. This can now be expanded upon.
5. Basic Excel
spreadsheet outline for planning the programme. This can be
used again.
Publicity:
Printing
leaflets – 20,000
produced - main advertising tool. Totally successful. As
time and money was very short this was a blitz campaign 4
weeks before the event. Leaving leaflets everywhere – Kent
Libraries are especially helpful. V-Involved volunteers
handed out leaflets in high street 1 week before hand and on
day – this worked well due to the personal contact factor.
100 A3 posters: just right for local promotion.
Websites
– Yes listed event on all major sites: Swale Borough
Council, Swale Arts Forum, Best of Sittingbourne, KM What’s
on, Kent TV, Faversham.org, Diversity House.
Invites
were sent out to all partners to
send out to their contacts along with low resp PDf files of
the programme for uploading to their websites and further
distribution.
Newspapers
– Coordinator wrote press release and promotional pictures
where supplied by many Artists. These were sent out 3 weeks
prior to event to coincide with printing of literature.
Event listed every week prior to 31st
in KM and EKG plus “your swale” and KCC Black History flyer
- good spread. Additional, promotional materials were
uploaded on Diversity House’s partners’ websites,
communities of practices and Govt Direct’s Learning
Revolution website.
Very good after
event coverage. Loads of pictures, which are now available
from newspapers for future use. Should have at least 2 press
releases and more promotional pictures.
V-Involved:
- Brought in this organisation
that provided support on a very practical level and helped
with promoting the event - all for Free. Recommend using
them again. Young people are an integral part of the
community and the V Involved volunteers are there because
they want to be involved as they are targeted before hand,
they are bright confident and easily motivated and give a
positive message out for the festival.
The schools
who where involved in performing at the event: Westland,
Bapchild and Tonge, Sheppey
Academy and Minterne
where partially proactive in promoting this event, this also
brought in parents and friends of families. Recommend
contacting more schools.
All advertising was
centred on the immediate local area – this was due to time
constraints – but it did make sure that local people knew
this year what the festival was about – this can now be
built on and can be advertised further afield.
All
the artists that didn’t turn up - didn’t due to illness.
Changes in the programme where not announced.
Ideas and
comments collected from various sources for next year
More time needed to
plan and get financial provisions in place.
A team of reliable
coordinators “helpers” or “a
task force” are
needed especially on the day to set up and take down stands
etc, meet and greet artists etc. Appoint Kings and Queens to
different areas.
A good backup team
is essential.
Pay a professional
photographer. We have very little promotional material for
next year. This is essential for press releases, websites
etc as the festival is a visually stimulating experience it
is something that should be utilised and promoted.
Refreshments: for
artists and stand holders essential – need someone in charge
of this on day.
Refreshments and
Food for the public: Get in Local catering companies with
their own Risk assessments, public liability insurance,
health and safety certificates
etc.
Seating: This is a
tough one – depends on venue some needed especially for the
disabled and elderly, but can create a stale situation of no
movement.
Needs to be promoted
more. Especially needs to be picked up by local newspapers –
this is an ongoing problem with all events within this area
and needs to be addressed. The publicity was all done for
free except the flyers and an advertising budget and banners
should be included in next years budget.
Budget for a
promotion and marketing person this is a specialised subject
and should to be done by a separate entity who will support
the coordinator.
Suggested change
name: Swale Celebration or Neighbourhood festival Swale
Culture Fest something easier, to say and promote.
Bigger venue and
more outside events.
Get LOCAL people
involved more, they are very willing and able - if
approached in the right manner and offer a small incentive?
Change emphasis from
Black History month this is not just a black festival it is
a festival for all. Diversity House promotes equality and
integration for all.
Change to the summer
months then can also concentrate on street parade and
markets maybe join together with the Town Carnival or other
event – share costs and double the coverage.
More local arts,
crafts and ethnic products - a dedicated selling zone.
Stalls can be a revenue stream for income, but either a
bigger venue is required or move the event to the summer to
encourage this.
Final
Evaluation
Overall the general
feedback has been extremely good and positive. The event
created a buzz, a feeling of community engagement and
interaction with a real feel good factor. It was a lively
and colourful experience. This year’s event was a party, a
celebration of all that is good and joyous amongst our
cultures both locally and worldwide, drawing on all the
beneficial and worthwhile aspects of harmonious lifestyle
living within a diverse and varied area. It worked.
Everyone who
attended both artists and visitors and gave feedback would
like to see more high quality interactive festivals in
Swale. Community based involvement for everyone whatever
cultural or ethnic background they come from. A sense of
belonging and pride was achieved. This year established the
festival and brought it to the attention of the people - it
was a success and now has a solid foundation to build on for
the future.
Phoenix House,
Central Avenue, Sittingbourne, Kent ME10 4BX. Tel: 01795
420455
www.diversityhouse.org.uk
Promoting Community Integration, Inclusion and Cohesion
Charity Reg.
No: 1122960; Company Reg. No: 6188059
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