Planning a Powwow..HELP!

[nwwork]

I am hoping that the people here can help. I am the member of a non-profit Native American educational group. Our group has been approached about planning a powwow for our area which hasn't had one for about 5 years. We have some knowledge about what to do but were wondering if anyone has or knows of a list of dos and don'ts for planning and proceeding. Any help would be greatly appreciated. We want to be sure things are done in a good way. :worthy:

[uw_n8iv]

cool -

DON'T - make promises to dancers, singers, participants about things that aren't 100%:(
DO - talk to "Powwow People" in your area....ask them about their suggestions for head staff....'cuz there are things that only "Powwow People" know....about MC's and Arena Directors and Singers....so get the low down on prospective head staff before you ask them to respresent your powwow;)
ALWAYS - try to raise money....like non-stop...you should be thinking about ways to raise money
SUGGESTION - don't charge admission....you want people to come to the powwow and enjoy themselves....it's an easy way to raise money...but try to get around it.

If you're the powwow chair - find out who the positive, reliable people in your group are and put them in the key positions
KEY POSITIONS:
REGISTRATION- in charge of registering dancers, tallying points (if ur a contest powwow), takes numbers at grand entry . . . you need somebody here who is organized, independent, that u trust....there is a lot of little details that go on w/ registration......u don't want somebody who will be chasing u around come powwow time w/ a million questions about how to run registration:)

MONEY ROOM - there should be a room (or something apart from the powwow) set up for money drops, you really need a trusworthy person here...that will be able to stick it out through the WHOLE powwow....he/she pretty much has to be in the money room the whole time.......'cuz it's a terrible thing when you need $200 in one dollar bills for tiny tot day pay and the Money Room person is nowhere to be found (happened to me:(.......it's funny now that i think about it.......i had the arena director pulling out his wallet....geeeee...lol)

VENDORS - Whoever is in charge of vendors should be the kind of person that can stick to his/her guns but who is also patient & kind. Powwow vendors can be demanding.....so your vendor chairperson should be able to say "NO"...but should also be the kind of person that can handle a hundred questions coming at them at once......you don't want a person that gets stressed out easily....because this is one of the most stressful positions...before, during, and after the powwow.

CONCESSIONS - i don't know if you're going to have only your groups concessions or let vendors take care of bringing the food....if you choose to run your own concession this will be one of the most stressful positions but also one of your best fund raisers (if it's handled right). Whoever is in this position should know how to run a kitchen (keep track of how much food goes out in one night, make shopping lists..) & should also be able to be NICE to volunteers that help you guys out in concessions and your customers....I ran concessions for a few years.....ummmmmm......it's fun but stressful....:D

hmmm.....let's see.....this is a long ole' post.......n' i gotta go to class...but ummm...there's still a couple more positions..but maybe somebody else will continue.

I guess i think about it in these terms: get your powwow date set, get the facility rented, get your host drums confirmed, get your head staff confirmed, figure out who will be in the key positions, be able to advertise your powwow AT LEAST 2 months in advance......alll this time be thinking about specials that you will have....categories and pay outs.....

get a good arena director that you trust...and work on a powwow schedule w/ him
other things to think about: dinner break activties (feeds vs. specials vs. aztec dancing:), grand entry times......and on and on and on.

[Tsiniti]

Research,Research, and more Research, go to other Pow Wows and ask Vendors questions, get their business cards, ask them if they would be interested in your Pow Wow, when and where it is!

I agree with Yakama, don't charge admission, but do have a donation bucket (or even trash can) there!

Sell advertising, lots of ads, and get with a printer to put together a program for you, with all the ads in it, plus some pictures of the main dancers if you can get them, and permission to use them. Then sell the booklets!

Be prepared to apply for grants, but that can take time! Also check into some of the legalities of what you can, and can't do in your state or area, some places can have auctions to help with extra monies.

Go to other Pow Wows and talk, get some fliers of your Pow Wow and spread them all around, plus get with the local papers, and radio stations! Advertise, Advertise, and more Advertise!

Make sure the people you have working with you have the proper etiquett to be around the Pow Wow, watch your language's attitudes, and actions, sometimes that will undermine your Pow Wow before it even gets started.

Get with people who know how to put on a Pow Wow and ask for their help! Maybe sit in on some business meetings to learn what is going on, and how to handle it.

Good Luck

oh yeah, don't forget to get some good cooks! Gotta feed the Drum! Talk to the local Hotels, and see about discounts!

[xTekno]

Make sure you get a good sound system with a good sound technican who will be supporting the event throught the entire powwow. He or she should have wired and wireless microphones, microphone stands, and all necessary cables to provide adequete sound coverage throughout the arena.

Along this line, make sure you provide him or her with a good compensation package including travel expenses, lodging, meals, and passes.

The audio at any event is something we tend to take for granted, never really paying close attention to it unless it's less than perfect or gone entirely. No one really understands how important a role the audio technician, and the quality of the audio equipment really plays in the enjoyment of the event. The sound system and sound equipment need to be top quality, and the equipment rigging needs to be handled by the utmost professional.

Check out my services under Powwow Resources.

[rachelg196]

GREAT posts!!!


But how do you start fund raising? who to ask? How much etc?

[WocusWoman]

Set a budget; then start asking for donations, show potential donors a packet with this budget and other things such as; the reason for putting on this powwow, and stressing the importance of your event. Hit up anyone and everyone for money. For every 10 people or businesses you ask, you'll get about one donation. Remember to let them know; if they cannot donate money, such things as bottled water would really come in handy. I agree with setting up a powwow committee first; make sure you surround yourself with a lot of good-hard working people.

[Leslie Stonechild]

Have FUN

When our non-profit group of PW dancers decided we wanted to have their own mini-pow-wow this is a place that I came to ask for help among others.

Since the last time anyone had a pow-wow here they kinda screwed up the name of our City for PW's. So we decided we needed to pay back the PW ppl and held a Traditional Pow-wow.

This will be our third year but since I am on the sidelines for now, I hope there will be one this year!

There was nothing greater then the feeling I had once everything was over and when we did our first Grand Entry and Giveaway and closing.

Looking back I see alot more improvements we could do, definetly fundraisig is very important. Work on Corporate donations if you want.

Remember the most important thing about PW is to Dance, Sing and Have a Good Time!

[powwow_twinkle]

Would anyone please help me with some information on sponsoring a special? especially if it's in honor of someone who has past away?

[Wojapi4Me]

1. Decide what sort of pow wow you wish to host (contest, non-contest, small community dance).
2. Set a budget
3. Raise money and have your funds in place before any commitments are made!! DO NOT DEPEND ON ANY FUNDS GENERATED AT THE POW WOW ITSELF TO PAY FOR HEAD STAFF OR CONTEST PRIZE MONEY!!!!!!!!!!!!!!!!!!!!!!! In other words, don't advertise or commit to what you don't already have in the bank.
4. Don't charge an admission fee. I'm very adamant about this. Anyone should be able to attend.
5. Feed everyone in attendance.
6. Take care of your dancers and drums. Get people on your committee or head staff who really know what this means and entails.
7. Treat everyone with the same respect and go out of your way to make everyone (spectators too) feel welcome at your gathering.
8. Advertise your event well.
9. Get a knowledgeable head staff that fits with your committee and its objectives for the dance.
10. Have a committee giveaway...not many have this anymore, but I feel it's important.
11. Have lots of dancing and singing. Make your dance about the singers and dancers and not about entertainers (storytellers, flint knappers, and all that).
12. Try to come up with unique fundraising ideas for sustainability for your dance. Grants might be a decent idea to get it going, but those won't be around every year so it's a good idea to have other avenues of funding.
13. Thank everyone after your dance for their help.
14. Have fun!

[badmaninc]

1. Decide what sort of pow wow you wish to host (contest, non-contest, small community dance).
2. Set a budget
3. Raise money and have your funds in place before any commitments are made!! DO NOT DEPEND ON ANY FUNDS GENERATED AT THE POW WOW ITSELF TO PAY FOR HEAD STAFF OR CONTEST PRIZE MONEY!!!!!!!!!!!!!!!!!!!!!!! In other words, don't advertise or commit to what you don't already have in the bank.
4. Don't charge an admission fee. I'm very adamant about this. Anyone should be able to attend.
5. Feed everyone in attendance.
6. Take care of your dancers and drums. Get people on your committee or head staff who really know what this means and entails.
7. Treat everyone with the same respect and go out of your way to make everyone (spectators too) feel welcome at your gathering.
8. Advertise your event well.
9. Get a knowledgeable head staff that fits with your committee and its objectives for the dance.
10. Have a committee giveaway...not many have this anymore, but I feel it's important.
11. Have lots of dancing and singing. Make your dance about the singers and dancers and not about entertainers (storytellers, flint knappers, and all that).
12. Try to come up with unique fundraising ideas for sustainability for your dance. Grants might be a decent idea to get it going, but those won't be around every year so it's a good idea to have other avenues of funding.
13. Thank everyone after your dance for their help.
14. Have fun!

Good list there dude. Another really good thing to include that is really helpful and appreciated is somebody who is just a gopher for the headstaff. The MC, arena director, whipman, head dance, drum judge. Basically all this person or people are responsible for is looking after the staff. If they need coffee, paper, pens, food, whatever within reason. The staff really feel special and they appreciate it. It gives your powwow that little extra class. They won't get mad if there isn't somebody who does this but the staff really feel special when they have this done for them. This person also acts as a buffer between the various other committee members: security, concession, tabulators, etc.

[Wihey1]

?????? Good advice. Sounds like an expert to me.

[Joe's Dad]

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