One of the major factors associated with organizing a boy's pageant is determining the cost of the event. Until the cost is determined, you don't know how much to charge participants and advertisers in order to cover those costs. The major costs include the location of the event, personnel such as security, hair and make-up staff, lighting and music crew, the cost of the judges and the total cost of the prizes you're giving away. Depending on the size of the pageant, you may need to purchase event insurance to protect your organization from any liability in the event of an unfortunate incident. If you don't have experience in planning such an event, hire a consultant who has the experience to approximate the cost.
Define who is eligible to participate in the boy's pageant. For example, you need to know if you will gear the pageant toward toddlers, young adults or teenagers. Or, you may decide to have multiple age categories for the event. Whatever your determination, clearly define the rules in terms of age or group. If separating by age, ensure you underscore the cut-off date within each birth year.
Boy's pageants often include different events. For example, start with an eveningwear section where boys dress up in suits or tuxes, followed by a performance where they exhibit a talent, and close with a question and answer portion. Whatever the structure of the event, you must define the rules within each section clearly on the materials distributed to contestants. For example, if you have a talent section, inform contestants how much time each has to perform.
Every contestant should fill out an entry form that contains basic information such as name, address, telephone and email contact information. Additional information should include the entry fee cost and the return mail address. Request any information specifically needed for the pageant such as age verification. If the pageant is going to be televised or recorded, you may wish to have each contestant sign a release form acknowledging that fact and giving you the right to use the material. Consult with an event attorney for more information and the language of a release form in your state.
Provide each contestant with a "Welcome Packet" once each has officially entered the pageant. Include items such the location, date and time of the event. Include a copy of the rules, contact information to a representative at the pageant and any other helpful information such as listings for hotels and restaurants in the area.
When you approximated the cost of your event, it may have included several quotes from vendors such as a sound system package. As you make your final determination on each vendor, ask for referrals from others who have used that vendor in the past. Additionally, ensure to go over each contract with each individual vendor. If there's any special requests that you or the vendor have, add it to the contract so there is no confusion on the services or compensation expected by either party.
One final aspect to the organization of the pageant is to advertise the event. This draws more contestants to the event needed to cover the cost, but it also invites members of the community to attend as well. If the pageant is large enough, you'll need the turnout to help cover pageant costs. Advertise on community websites and social media pages attributed to your organization. Encourage participants or their parents to spread the word and help make the event a success.