Have markers, scissors, duct-tape, pens, paper, posterboard, towels and other misc.  stuff around the registration area, for impromptu sign-making, and because you will invariably find that you need 'em. A roll of tickets is a nice thing to have handy, just because; also, issuing a ticket is easier than crossing names off of a list to keep track of who paid for what. A whistle, stop-watch, and change-bank are also often useful to have, as are those orange cones/witch-hat thingies, and tape for marking off areas and courses. Set up a board for posting notices, announcements, schedules and schedule changes.

 

Conspicuously post the daily schedule of events, so people can plan their food breaks around stuff they don't want to miss.

 

As safety officer I am required by law or custom to state that a first-aid kit is mandatory in case of boo-boos, and I am totally serious when I add that you might want to have some nailglue and an emery board for fingernail repair, and ice for sprains (a chilled can of pop works ok, too). It is a good idea to know who on-site has medical training, in case someone decides to slam their thumb into a chair or something.

 

Make a copy of a good local map for all participants, with all fest-related locations clearly designated (gyms, theatres, etc., including times events will occur). Including the locations of hotels/crash space, restaurants, taverns, organic/veggie food sources, 24-hour and grocery options is helpful. It's nice to be able to provide food and drink on location (don't forget the vegetarians!), but if you can't, be sure it is nearby, and that everyone knows where it is. At the very least, point people towards

the nearest strip where the megacorp fastfood establishments have sprouted.

 

A sound-system is mandatory for background music, which is nice to have for juggling (have lots of options available in music selection, so the house / rap / disco / deadheads don't monopolize it), but more importantly for making important announcements, like winning raffle numbers, or that the car with the Jugglebug bumper sticker left its lights on (nothing empties the riff-raff out of a gym quicker!). "So quiet you could hear a pin drop" takes on new meaning at a jugglefest; if you have to talk to a gym-full of jugglers, you will want a microphone. And the aforementioned whistle. Designate a sound/lighting technician, and let them worry about all of that. An electrical extension cord is handy to have, and hopefully your technical person will know this.

Stuff, Shirts

We all love trinketry. Lure people to your fest by giving away lots of stuff. Raffle off fabulous prizes, give prizes for participants who traveled the greatest distance, have contests with prizes awarded, whatever. Give away stuff profusely, even if it is only PEZ dispensers and pokerchips. Clearly good stuff is better than junky stuff. To generate good prizes, become adept at rephrasing "for promotional consideration" in a myriad of creative and appealing ways.

 

Raffles are one way of off-setting festival expenses and it doesn't bother people nearly as much as paying a registration fee. If you sell tickets, do give everyone at least one complimentary ticket with registration.

 

It's nice to get a memento or token of a fest that rocked, so having a t-shirt for sale or using a take-home toy/gizmo as a gym­pass is a cool thing to do. However, tissue­thin 50/50 single-color shirts with unfinished hems and amateurish designs are generally not hotly desired. Jugglers are poor, but proud of their t-shirts, and we like to have them around to cherish for years afterwards, to remind us of our first fest, where we learned mill's mess, qualified five balls, and fondled a gold medal. Few thrills equal that of walking into a national or international fest, and seeing your festival t­shirt! Perhaps I exaggerate, but only slightly.

 

Jugglers are inordinately fond of good cartooning, so if you have someone talented in that regard, or doing nice design-work, go for it. But be warned: investing in shirts is a risky proposition that requires a great deal of front-money. It can pay-off big time and make everyone happy, or it can leave the club bust, carting around junky shirts from fest to fest for years after, desperate to trade. A good t-shirt is currency in trade, and the promise of a shirt can open many doors. T-shirts also make a thoughtful and appropriate thank-you gift to those who were involved with the festival.  Large and XLarge are the only sizes you really need, and there is some question about the Larges ­ those Mediums you are stuck with will just end up in the raffle, unless you are having a kiddie event. If you do make a shirt, be sure to include the place, date and year on it, and the festival number. The Madison club jumped right in and began with the 47th annual Madfest 4 years ago; I have that shirt, it was my birthday, and I will wear it to MadFest in January, you betcha.

 

Keep It Clean

Trash breeds, and effective control begins with providing places for throwing stuff away and keeping things neat. This little garbage tip will save you work later. If you are serving drinks in bottles or cans, keep a bin right there for recycling empties. Put an amusing sign over it, to differentiate it from the trashcan.

 

Do a last-minute scout of all spaces you vacate, to be sure you left them tidy, be it a gym, crashspace or restaurant. Own up to all damage and breakage, and try like heck to make it good. This will help ensure your welcome return.

 

Final Words 0' Wisdom

Get advance clearance for all of your events, equipment and space. But if you are caught errant, apologize graciously and profusely for all sins of commission or omission. And please do send nice thank­you notes promiscuously, to everyone who helped out or donated something, because everyone likes to be appreciated.

 

It's your fest, but please let the power you have wrested lightly rest. Smile (though your head is aching), and give yourself some of the pampering you so richly deserve, because you will need it. Be sure you have someone sweet near at hand to lay your head upon, to rub it and pet you and say nice things to you when you need it most.

 

And do get some sleep!