As the excitement of summer harvests begins to wind down, farmers can capitalize on the fall season by hosting events that generate revenue and bring the community together. Many local farms opt for tours tailored to school groups and host farm-to-table dinners as a way to thank their loyal customers one last time before the winter slowdown. To make the most of these opportunities, it’s essential to have a solid plan in place.
Let’s dive into some valuable tips for hosting a successful fall event that drives profitability.
Offer a Tour
When hosting events on your farm, consider incorporating activities that showcase your daily operations or current projects. A tour of your farm can be a great way to give attendees a behind-the-scenes look at what goes into producing the food they’re about to enjoy. Don’t worry too much about maintaining a sterile environment – visitors will likely understand and appreciate the imperfections that come with running a working farm.
Instead, focus on striking a balance between cleanliness and functionality, ensuring your business appears presentable without compromising its authenticity.
Add Signage
Enhancing the user experience by providing clear wayfinding cues is crucial. Strategically placing signs not only simplifies navigation but also creates an inviting atmosphere that encourages visitors to pause and capture memories. By doing so, it’s possible to cater to a broader audience, including individuals like yourself who appreciate thoughtful design.
Furthermore, this consideration can also benefit the host by reducing the likelihood of requests for directions, ultimately streamlining the overall experience.
Understand the weather is fickle during the fall
While it’s possible to plan the perfect date according to the calendar and even the weather forecast, there’s always a chance that the weather itself will defy expectations. I’ve had my fair share of experiences where the changing seasons bring with them unpredictable weather conditions – think tornado warnings in the fall or spring. When faced with an unexpected turn of events, it’s essential to remain calm and think creatively.
For instance, if the temperature drops unexpectedly during your event, consider starting a bonfire and roasting marshmallows (it’s always a good idea to have marshmallows on hand) or ask your guests to help you relocate the party to a more indoor setting, such as a barn. This might mean they stay longer than planned, but being prepared for the unexpected can actually enhance the overall experience.
Have a fun area for the kids
Incorporating kid-friendly activities into farm-related events is crucial for ensuring everyone has an enjoyable experience. A designated area where children can have fun and be creative is a great way to do so. Furthermore, providing a take-home treat or activity at the end of the event is always appreciated by parents and kids alike. We had the opportunity to visit a local farm in Kentucky that offered a hay ride, farm tour, and corn maze, followed by a paint-a-pumpkin station.
This unique combination kept us engaged for a significant amount of time before departing. Moreover, it’s not uncommon for events or tours to wrap up earlier than anticipated, making the inclusion of a take-home activity all the more valuable in ensuring that attendees feel they’ve received their money’s worth.
Set a Date Early and Advertise
As the new school year kicks off, my plate gets filled to the brim with culinary competition practice for my students, theater performances by my oldest daughter, and dance classes for my younger one. Add to that football games on Friday nights, car shows on Saturday, and a never-ending stream of lesson plans, homework, and family activities. Amidst all this chaos, it’s easy to forget the importance of promoting events in advance.
I mean, take the Chicago Food Festival, which starts planning a year ahead! It got me thinking – if you want your event to be the talk of the town, give people ample notice. With so many ways to spread the word nowadays, there’s no excuse not to let people know about your event. From sending out weekly updates with customers who pick up their Community Supported Agricultural products to posting flyers at schools or ads in newspapers, the possibilities are endless.
You could even create a Facebook invitation or send out snail mail cards. The key is to get excited and share that enthusiasm with others, so the energy spreads like wildfire!
Decide How You Are Going to Charge
When planning an event, I suggest assembling a team to collaborate on determining the pricing strategy. Gather input from team members on the key aspects they’d like to see at the event and then discuss how these elements will be incorporated into the overall pricing structure.
This might involve implementing a flat rate that includes access to specific activities at the door, or adopting a ‘free’ entry model with optional add-ons, such as face painting or pony rides, that attendees can pay for à la carte.
Decide Where You Are Going to Host It
Hosting an outdoor party in the fall can be a breeze, especially if you live in a region with mild temperatures like Texas. However, others may not be so lucky. My sister, who resides in northern Michigan, recently learned this the hard way when she forgot to shut her windows on a chilly August evening and woke up to find her downstairs at a frigid 47 degrees Fahrenheit. The cold was certainly a shock!
As you plan your farm event, it’s crucial to choose a spot that meets your needs and those of your guests. Perhaps your property features a charming barn or a scenic location beside a lake where attendees can gather during the day. Whatever the case, be sure to prioritize ample space for your gathering. If you’re planning activities like hay rides, consider how many people can fit on each wagon and how long others will have to wait in line.
Additionally, don’t overlook the importance of parking arrangements. With proper planning, you’ll be well on your way to hosting a successful and enjoyable event.
Decide How Long You Want the Event to Be
When it comes to planning a successful event, there are two approaches: setting a strict schedule or embracing flexibility. The choice ultimately depends on the type of event you’re hosting and its duration. For instance, farm tours and hay rides typically span several hours, from 10 am to 4 pm, while dinner events might have more defined start and end times, such as 7:30 pm to 10 pm.
Given my earlier mention of a hectic schedule, I think an open house format could be an excellent option, allowing guests to drop in and out at their convenience. In this case, a flat rate fee would likely be the most practical choice.
Create a Checklist
Having a to-do list or checklist is essential for me, and I’m not alone. When planning an event, it’s crucial to have a comprehensive list of tasks to ensure everything runs smoothly. Writing down your tasks is the first step in making sure you remember what needs to be done. This simple act of putting pen to paper helps stimulate your memory and provides a visual reminder of your responsibilities.
Additionally, preparing your list well in advance allows you to revisit it regularly and make adjustments as needed, ultimately helping you stay organized and focused.
See if Other Farms or Craft People Want to Join Up for the Event
Instead of pitting ourselves against one another in the business world, we can actually create a powerful alliance by working together. When we collaborate with others, not only do we share the workload, but we also build a community that fosters excitement and growth. By doing so, we can achieve far more than we could have ever imagined on our own. For instance, if you’re organizing a farm-to-table dinner, consider partnering with a chef who can bring new ideas to the table – literally!
If budget is a concern, look for a culinary student or chef-in-training who may be willing to volunteer in exchange for valuable experience and mentorship. This not only benefits your event but also provides an opportunity for them to develop their skills and gain exposure.
Lighting and Decor
To create an immersive atmosphere at your fall event, consider the mood you want to set. Daytime events typically don’t require elaborate lighting arrangements, so let’s focus on decor instead. As a farm dweller, you already have a unique setting that can be leveraged to evoke the autumnal spirit. Why not utilize pumpkins and bales of hay to create a cozy atmosphere perfect for family portraits?
Partner with an emerging photographer to offer affordable or even free photo sessions while attendees are at the event, promoting the photographer’s services in the process. When it comes to nighttime lighting, get creative! Candles and string lights arranged in a V-shape or stretching across the space can add a touch of elegance. As Halloween approaches, consider using lights covered with witch hats for an eerie ambiance.
For Thanksgiving- or Friends-giving-themed events, pumpkins on the table surrounded by soft lighting will create a warm and inviting setting.
Ask for Volunteers and treat them like Royalty
When hosting a large event, don’t underestimate the power of volunteers. In my experience with the CSA I volunteered for several years ago, we brought in notable figures like Joel Salatin and other prominent sustainable farming advocates. The volunteers who helped set up the event, worked at the entrance, or took on various roles during the conference got to enjoy the rest of the event after their designated hours. It was a fantastic perk that kept them coming back for more.
To ensure volunteers remain motivated and enthusiastic, make sure their contributions are rewarded in a meaningful way. This could be as simple as granting them free access to the event or providing essential refreshments like water. If you want to take it a step further, consider offering commemorative items such as t-shirts. When volunteers feel valued and appreciated, they’ll not only return for future events but also spread positivity and enthusiasm among attendees.
Make Sure to Have Enough Bathrooms
When it comes to hosting events, bathrooms are often an afterthought – but they shouldn’t be. With guests coming and going throughout the evening, a clean and accessible bathroom is essential. If you’re planning on hosting multiple events per year, investing in an outdoor bathroom can be a worthwhile consideration. This not only provides a convenient option for your guests, but also helps to alleviate any concerns about cleanliness or availability.
On the other hand, if you’re only hosting the occasional dinner party, keeping your home bathroom clean and tidy should suffice. Either way, it’s crucial to prioritize the bathroom experience to ensure your events run smoothly and leave a lasting impression on your guests.
Start Small and Think Big
While it’s tempting to aim big for your event, it’s crucial not to get too ahead of yourself. This can lead to undue stress and potentially compromise the success of your initial event. A better approach is to start small and create a spectacular experience that will leave attendees buzzing with excitement. As you build momentum, you can gradually scale up to achieve the size and scope you desire. By doing so, you’ll foster a loyal following that will eagerly anticipate your next event.
So, take a deep breath and enjoy the journey. Don’t stress over the financial gains; focus on creating an unforgettable experience that will leave a lasting impression.
Conclusion
As the fall season unfolds across the United States and globally, it’s an opportune moment for farmers to capitalize on their operation’s momentum by sharing the exciting developments with those who already support them. This is also a prime time for these enthusiasts to showcase their farm of choice to friends and family, highlighting the value they receive from a trusted provider like yours.
By implementing some of these strategies, you’re likely to host an exceptional event that propels your farm business forward.
