Tips, insights, and impact from Open Space Arts’ May Flower Show
By I.E. Lucky
Open Space Arts’ May Flower Show has become a highly anticipated event, drawing visitors from all corners of Prince William County, Va. to experience the vibrant display of floral arrangements, educational workshops, and community involvement. A staple on the gallery’s annual calendar of monthly exhibitions, the May Flower Show allows artists and audiences to celebrate and welcome spring.
As a case study for parks and recreation departments, the show offers valuable insights and practical tips for those aiming to host similar events.
Planning And Preparation
The planning phase of the 2024 May Flower Show began almost a year in advance. Following the success of the inaugural Flower Show, OSA found it worthwhile to meet local demand for mid- to large-scale, spring-themed experiences in Northern Virginia. An important first step involved conducting a post-event analysis to examine who attended and how they were impacted. By doing so, OSA was able to uncover critical demographic information. For example, most attendees at the opening-night reception were exhibiting artists and their friends, family, and colleagues. While this was positive news, OSA leaders wanted to expand marketing efforts to engage a larger audience of attendees and art connoisseurs.
Other steps in the process included a needs analysis of the resources required to bring the organization’s vision to life and a measurable plan to efficiently track project status. In conjunction with regular reviews of the project KPIs, these steps contributed to a solid yet adaptable plan that was easily communicated to the volunteer team.
Tip: When planning an event, start by examining the underserved communities in the area and the ways the agency can provide a high-demand experience or service that is low in supply. From there, draft a vision, analyze the needs, assemble a team, and move forward with an adaptable action plan.
Rallying Community Support
As a nonprofit, OSA’s initiatives are always powered by community support. This year’s May Flower Show saw support through in-kind donations, media sponsorships, special guest appearances, and the collective efforts of Prince William County’s ever-growing artistic community. Regional florists donated beautiful arrangements of rare flowers, creating a more immersive gallery experience. Pageant queens and local celebrities actively spread the show’s marketing messages to their audiences and attended the opening night reception. OSA also actively involved its community of volunteers and artists in marketing and outreach efforts, encouraging them to distribute promotional flyers and in-house magazines at events and locations beyond the gallery. In return, contributors were prominently featured in the exhibition program and thanked publicly at the opening reception.
Tip: Identify willing supporters and encourage them to take active roles in the event’s success by spreading the word or providing a product or service that enhances the event. Make it as convenient as possible for volunteers by providing all promotional materials. This ensures organic promotion of the event while preserving the intended marketing messages. Finally, show thanks to all contributors both publicly and privately.
Photos by Randy Reese
Event Highlights
The May Flower Show featured several attractions that drew large crowds:
- Spring Exhibition: Local artists’ incredible interpretations of spring revival, captured in various mediums and disciplines, formed the core of the exhibit. There was a breathtaking array of floral arrangements, artwork in the modes of acrylic, oil, digital painting, photography, and more. Each piece was meticulously handcrafted by local and regional talent. Sami Trujillo, an active volunteer and exhibiting artist, says the event was “an amazing show that really allowed me to create art that was happy, colorful, and made me feel good.”
- Spring Fashion: Coming off the tail end of OSA’s impactful spring fashion show, designers who showed looks on the runway publicly launched their spring collections at the exhibit. Many sought-after designs were staged in the window and throughout the gallery. “I absolutely enjoyed my time at the Flower Show Grand Opening,” says pageant queen Miss Virginia Zoila Goya.
- Community Involvement: Community participation was encouraged for the duration of the exhibit. During each weekend in May, OSA provided a community canvas on which guests painted alongside featured artists. The result was a beautiful painting from the work of hundreds of Northern Virginia residents, artists, and art enthusiasts.
- Community Impact: OSA dedicated a bay in the gallery to host the Clerk’s 4th Annual Law Day Art Contest. For the duration of the exhibit, a section of the gallery displayed the work of local students in grades 1-12, all of whom had been named contest winners by a panel of judges. Through this opportunity, the talented students lived out the dreams of many aspiring professional artists. “We are always looking for places to take our daughter to develop her artistic abilities. I am so glad I came today to see her work up so professionally!” says one of the artists’ parents.
Tip: Incorporate a variety of attractions to cater to different interests. Interactive elements, visually appealing displays, and community-impact initiatives can significantly enhance attendee engagement.
Costs And Budget Management
The total cost of the May Flower Show was carefully managed. By cutting major expenditures with DIY setups and community support, OSA worked with a small budget without sacrificing the quality of the exhibit.
Tip: Consider ways to satisfy production needs in-house, reducing operational costs.
Challenges And Solutions
OSA encountered several challenges while planning and executing the Flower Show, including:
- Inclement Weather: The opening night reception fell on the same evening as a widespread rainstorm. Still, the event attracted more than 70 attendees.
- Team Size: Dividing a plentiful workload between a small executive team and a team of volunteers required effective communication and constant adaptation. Regular meetings and follow-ups ensured forward momentum.
Tip: Anticipate potential challenges and leave room for adaptation in the agency’s plans.
OSA’s Mission And The May Flower Show
OSA enriches greater Prince William County's quality of life by improving awareness of local artists in Performance, Applied, Visual, Culinary, and Literary Arts, providing access to the space and tools to further their creativity while bringing attention to civic and corporate influences connected to these opportunities. The May Flower Show perfectly aligns with this mission by combining the beauty of floral art with community-driven activities and educational initiatives. The exhibition not only showcases local artistic talent but also encourages the community to appreciate the value of the arts.
Recommendations
For departments preparing similar events, OSA recommends the following:
- Engage The Community: Foster community involvement by inviting local organizations, schools, and residents to participate in the event.
- Promote Early And Often: Utilize multiple marketing channels, including social media, local newspapers, and community bulletin boards, to generate buzz and attract attendees.
- Evaluate And Improve: After the event, gather feedback from attendees, volunteers, and sponsors to identify areas for improvement to enhance future events.
The May Flower Show was a resounding success, thanks to meticulous planning, community involvement, and effective budget management. By incorporating the tips and insights shared above, other departments can host successful events that celebrate arts, culture, and entertainment.
I.E. Luckey is the Director of Talent Acquisition & Administration for Edutainment Productions at Open Space Arts. He can be reached at admin@openspaceartspwc.com.