Organizing A Pride Event
The details make all the difference
By Alyssa Shugayev, Charlie Hoffmann, and David Guida
Photos: Red Bank Pulse
Whether it’s an annual Super Bowl party, Thanksgiving, or even a wedding, special events truly are of monumental importance to us all. Some may look forward all year to hosting an annual New Year’s Eve party.
Professionally speaking, most park and recreation administrators are tasked with managing all types of special events throughout the year, including parades, concerts, festivals, and various ceremonies. Certainly, a great deal of effort, planning, time, and organization go into ensuring that events are a success and enjoyed by many others. So, did you ever stop and think why special events are so special?
The answer is simple and it clearly emphasizes the importance of what we do as professionals. Special events mean so much to the families that attend them. Residents and guests place the same high level of importance on the events that we produce as we, as individuals, place on our special days. In so many cases in every community, the events we work so diligently to implement have become a fabric of family traditions. So, our ability to diligently prepare is critical to the happiness of our community’s members.
Many parks and recreation professionals have organized events that showcase LBGTQ Pride. Some professionals may be truly excited about the opportunity to produce such a new event, while others may have hesitations or concerns. Twenty years ago, Pride events were conducted mainly in major cities or communities with a high number of LBGTQ residents. The trend for “average towns” to add Pride events to their yearly calendar is a new phenomenon—yet a growing one.
For some families, a free movie in the park on a summer night may be a child’s escape from being home all day or free ice skating may be the only access to this event that a child has. This emphasizes the importance that an event is more than for just one day—it is an experience that can shape an individual. Similarly, an event may be the only opportunity when some people feel they can be themselves surrounded by a community that accepts them. In the 2018 LGBTQ Youth Report, The Human Rights Campaign found that only 24 percent of the Youth can “definitively” be themselves as an LGBTQ person at home. For the other 76 percent, a Pride event may be the only place where they can be themselves.
While having concerns is justifiable, proper planning and awareness of the unique challenges will position you for a well-organized, well-implemented, and well-received special event. Here is a blueprint of some elements that worked (and did not work) for us.
Ask The Right Questions
Before you begin planning, ask, “Why should we host a Pride event?”
For many, the answer is fairly simple—to celebrate the LBGTQ members of the community. We want to come together with friends and neighbors in an enjoyable setting and provide a safe, fun, and memorable experience for all our guests.
Then ask, “Why shouldn’t we host a Pride event?”
Each community is different. Having a Pride event in New York or San Francisco seems like a no-brainer. However, it’s important to study your community and realize the event may not be a slam dunk. Perhaps it may be too costly to be practical. Perhaps the community simply is not ready for it. Maybe facilities are not adequate for the number of people you expect. It’s better to pass on an event rather than hold one that would be too costly, poorly received, improperly executed, or even unsafe. Fear of blacklash should not prevent you from holding a Pride event. Perhaps a smaller-scale one will be a better introduction for the community.
Once you decide to go forward, you may ask, “What do I do first?”
All great events start with a goal! What are you trying to accomplish with this (or any) event? Figure out your specific goal(s) and then you will have some direction. Having a measurable goal also helps determine if you were successful in achieving the desired outcomes.
Think Outside The Box
Maybe it’s a stereotype, but when you first hear the phrase “Pride event,” you may automatically think of a parade or march, as is common in bigger cities. But a Pride event certainly does not have to be a parade. It might be a festival (similar to a heritage festival or a township day). It may be a Pride concert, featuring bands related or unrelated to the cause. It might be a 5k race or a color run. Perhaps the event is an afternoon of theatre, music, and dance. There is no right or wrong type of Pride event. A more conservative town may simply pass a resolution to celebrate the month in order to see community reaction.
It’s also important to know what you don’t want. For instance, it may be important for a smaller town not to have anything that is overly sexual. Perhaps it is better if the event is more low-key. On the other hand, you don’t want it to come across as too small-scale or hokey.
Based on preferences and goals, the date, location, and timeframe are likely the next issues to consider. For example, if the community wants a family-friendly event, perhaps it should be held mid-day at a quiet park. Whereas, if it’s a more adult-themed, livelier event, the start time should be closer to 7 p.m. or 8 p.m. Location is important. Pride events are typically held in parks, streets, beaches, indoors at commercial locations, or they may be held at many locations at the same time. Each of these places will dictate the type of event you are going to have.
The Opposition
Even though society has generally become more tolerant and welcoming, there may be individuals or groups whose opinions and viewpoints are anti-LBGTQ. These opponents can present disastrous obstacles for an event. It is important to plan for and recognize how these potential situations can be managed.
It is critical that law enforcement and emergency-management personnel are present and vocal throughout the planning process. They must share their expertise on managing crowds, potential violence, and the appropriate emergency procedures.
For a smaller event, consider having plainclothes officers or uniformed police on standby should a situation arise. Bigger events, like the NYC Pride March, face a far more substantial opposition. Interestingly, NYC Pride actually invites the opposition to all planning meetings and dialogues throughout the year. The organizers even allow the opposition to protest the event using NYC Pride’s permit. While this may not be an option for everyone, try to identify any opposition and communicate with that group as early in the process as possible.
It is possible that, leading up to an event, you may receive criticism and even take calls from individuals who will be protesting at the event. This should not be viewed as a reason to cancel the event, but instead an opportunity to develop an action plan to keep the event as peaceful as possible. Some parks have a designated area for protestors or require specific permitting, which may be helpful, too. The primary goal is to keep everyone safe. As Pride events continue to grow in popularity, it is difficult to forecast how they will be received in every community, but diligence is vital.
Lining Up Entertainment
This is the meat-and-potatoes portion of the event and a perfect time to express your creativity. After all, no group is more creative and fun than park and recreation professionals.
You may (or may not) want LBGTQ-related bands. Many events have a variety of performances, such as drag queens, Rocky Horror Picture Show cast members, costume contests, storytellers, youth choirs, or dance troops. Many Pride events have guests of all ages, so musicians who cater to a wide range of age groups are beneficial.
Other tips:
• Be sure that the facility looks inviting. Some common items at Pride events include rainbow balloons, decorations, Pride flags, art displays, step-and-repeats, or photo booths.
• Tailor the event to all ages with kids’ activities, such as arts and crafts, contests, games, and more.
• Make sure vendors are the correct fit for the audience. In this regard, support groups, local centers and shelters, and medical and testing facilities will all add value for attendees and guests.
• Have dynamic speakers from welcoming institutions. Invite local elected officials to welcome the group to parks and restaurants.
• Keep in mind that your potential audience may have dozens of area Pride events to choose from (especially in June). What are you doing to make the event special? For some of your guests, this event is the Super Bowl, Thanksgiving, and a wedding—all wrapped into one day.
• Add something unique to set your event apart (like a Hawaiian theme) or an interesting attraction.
Your event can also be a catalyst for other establishments in the area. For example, knowing you are going to draw a crowd presents restaurants, bars, and theatres with the opportunity to do specials, discounts, and supplemental activities to build off your successes—both before and after the event.
Questions To Ask During Planning
• Do we have LGBTQ talent and activists at our event?
• Are we supporting all identities?
• Are we honoring LGBTQ heroes?
• Do we recognize this isn't just a party?
Remember that your event might be the first open exposure a questioning individual might have to the LGBTQ community.
After The Event
For annual events, what you do afterwards is arguably the most important thing. The first year is always the most difficult. Obtain feedback from participants as well as any key stakeholders. It’s important to scrutinize what went well and what can be improved upon. Then begin planning next year’s event immediately. Send out surveys. Create an idea file. When you see some fresh and new ideas somewhere else, copy them and add them to the offering. It will allow you to create something bigger and better, year after year.
Pride events present a tremendous opportunity for an organization to celebrate and showcase an integral part of the population. If it is well-planned, hundreds, perhaps thousands, will leave with an upbeat, positive impression. Be conscious of the hurdles, thorough in planning, meticulous in the delivery, and honest in evaluation, and you will create something amazing. What’s more special than that?
Alyssa Shugayev is the Logistics Coordinator for NYC Pride. David Guida is the Program Supervisor for the City of Summit (N.J.). Charlie Hoffmann is the Recreation Director for the Borough of Red Bank (N.J.). All three have organized Pride events of varying sizes. The trio has collaborated through speaking engagements to help others produce quality and meaningful events.