From the Ground Up: How to Plan a Festival That Feeds the City — My Blueprint from Taste of Kansas City

Let me take you back.
I’m standing in downtown Chicago at the Taste of Chicago. The smell of jerk chicken is dancing with the scent of funnel cakes. Gospel singers on one stage, a salsa band on another. Black, brown, white, everybody in the same space, smiling, eating, living.

And I thought to myself:

"Kansas City needs this energy. Not just a food festival — a movement."

That day planted the seed for Taste of Kansas City. What started as an idea became a plan, and what became a plan turned into one of the most anticipated cultural events in our city. But here’s the thing — it didn’t happen because I wished it into existence. It happened because I built it from ground zero, with a clear blueprint, and a team ready to execute.

This is your step-by-step playbook — the same strategy I used, inspired directly by Chicago, to create a festival that’s still growing today. Whether you’re planning a block party, a gospel concert, or a multi-day city festival, this guide will give you the bones to build something powerful.

1. Dream Before You Do: The Vision Stage

Before you start calling vendors or posting on Instagram, you need clarity.
Ask yourself:

• Why does this event exist?

• Who is it for?

• What problem does it solve or joy does it bring?

The Taste of Chicago wasn’t just about food — it was about bringing the city together. For Taste of Kansas City, I knew I wanted to highlight our Black and Latino culinary talent, showcase local entertainers, and create an economic boost for small businesses. That was the mission before the first flyer ever dropped.

Your mission becomes the filter for every decision. If it doesn’t align with the “why,” it doesn’t make the cut.

2. Location Is Half the Battle

In Chicago, the festival takes over Grant Park. That taught me something — the venue sets the tone.

For Taste of Kansas City, Harris Park became our home base. It was central, accessible, and could handle the crowd. When you’re picking a location:

• Consider accessibility for walking, driving, and public transit.

• Think about parking — lack of parking kills good events.

• Look at layout — can you separate stages from food areas? Is there room for VIP zones?

Pro tip: Visit the location at the exact time of day your event will happen. You’ll notice sun glare, wind patterns, traffic, and noise issues you won’t catch in a morning walkthrough.

3. Build the Budget Before You Build the Stage

Money isn’t the only thing that makes an event work, but if you run out of it — your event won’t work. I use a 3-Bucket Budget:

• Must-Haves: Permits, insurance, security, basic infrastructure, talent deposits.

• Nice-to-Haves: LED screens, extra decor, premium seating, additional stages.

• Future Upgrades: Drone footage, high-end catering for VIP, merch booths.

For my first Taste of Kansas City, I kept the “nice-to-haves” small but invested heavily in safety and sound — two things that will ruin your festival fast if they’re lacking.

4. Paperwork Is the Boring Hero of Your Event

Permits, licenses, and insurance aren’t sexy, but they are non-negotiable. One of the first lessons from Chicago was that large-scale events are regulated like big concerts — health department permits for food vendors, fire marshal inspections for tents, city event permits for street closures.

Here’s my checklist:

• City event application

• Health department inspection for food vendors

• General liability insurance (and food vendors must show proof)

• Security contracts

• Stage and equipment rental agreements

• Artist contracts

Skip this step, and you’re playing Russian roulette with your event.

5. Vendor Strategy: Your Event’s Lifeline

Vendors are the heart of food and culture festivals. But you can’t just “let them in” — you need a system.

In Chicago, vendors have deadlines, clear pricing tiers, and layout maps. I copied that model for Kansas City:

• Early bird vendor pricing to encourage early commitments.

• Detailed vendor packets with setup times, rules, and contact info.

• A balanced mix — no event should be 90% BBQ or 100% funnel cakes.

• Spotlighting vendors on social media ahead of time to drive traffic to their booths.

6. Sponsorships: Selling Value Over Vanity

Corporate partners are the gas in your festival tank. I learned early: don’t just ask for money, offer partnership.

From the Taste of Chicago playbook, I developed packages that included:

• Logo placement on banners, flyers, and ads

• VIP booth naming rights

• Access to vendor and attendee email lists

• Social media features before, during, and after the event

• Stage shout-outs and emcee mentions

If your sponsor doesn’t see ROI, they won’t be back. So make sure you deliver on every promise.

📌 10 Quick Tips for First-Time Festival Planners

(Straight from the Taste of Kansas City playbook)

1. Start with the “Why.” If you can’t explain the mission in one sentence, you’re not ready to launch.

2. Pick the right date. Avoid competing with other major events in your city.

3. Lock in your location early. The best venues get booked 6–12 months ahead.

4. Budget for the boring stuff. Permits, insurance, and security should be top priorities.

5. Diversify your vendors. Keep food, retail, and experience vendors balanced for variety.

6. Secure at least one anchor sponsor. It helps cover fixed costs before ticket sales.

7. Build marketing momentum in waves. Tease early, push heavy near the end.

8. Over-communicate with your team. Everyone should know their role and backup plan.

9. Plan for problems. Weather, no-shows, power outages — expect the unexpected.

10. Follow up fast. Thank sponsors, vendors, and attendees within 48 hours to lock in loyalty for next time.

7. Building the Buzz: Marketing with Momentum

Chicago taught me that hype is built in waves. Here’s how I structure it for Taste of Kansas City:

• Wave 1 (Save the Date): 6 months out — teaser posts, early sponsor announcements.

• Wave 2 (Vendor Drive): 4 months out — heavy vendor recruitment, early bird discounts.

• Wave 3 (Talent & Entertainment Announce): 2 months out — reveal performers, contests, and special guests.

• Wave 4 (Final Push): 3 weeks out — daily content, ticket giveaways, media interviews.

Partnerships matter. We collaborate with local radio, TV stations, influencers, and community groups. I’ve had DJs live on location the day before just to push walk-up traffic.

8. The Execution Game Plan

On event day, you need to think like a coach: everybody plays their position.

Here’s how we run Taste of Kansas City:

• 7 AM: Crew arrival, vendor check-in, security briefing.

• 9 AM: Stage and sound check.

• 11 AM: VIP zone prep, bar stocking, final food inspections.

• Noon: Gates open — emcee keeps energy high, first act starts.

• Throughout the Day: Rotate acts, push crowd to different zones, manage flow.

• Post-Close: Breakdown crew, vendor exit, trash sweep, security sign-off.

And always, always have a rain plan — tents, indoor backup location, or reschedule policy.

9. Post-Event Power Moves

Too many people drop the ball after the last song. That’s when you build momentum for the next one.

Our post-event system:

• Send thank-you emails to vendors, sponsors, and volunteers within 48 hours.

• Post highlight videos and photo albums.

• Collect feedback via surveys.

• Announce next year’s date within one week.

The goal is to keep your festival in their minds while they’re still riding the high from this year.

10. The Chicago Connection: Finding Your “Taste”

I didn’t invent food festivals. But I saw something great, I studied it, and I adapted it for my city. That’s the lesson here — you don’t have to reinvent the wheel, but you do have to roll it your way.

Taste of Chicago gave me the vision. Kansas City gave me the heart. Now I’m encouraging you — find your version. Study those who’ve done it at the highest level, then bring it home to your community with your own flavor.

Final Word: Your Turn to Build

If you’ve got a vision for an event, stop waiting. You’ll never have “enough” money, time, or connections to feel 100% ready. But if you start smart, start organized, and start now, you can build something that outlives you.

Festivals aren’t just about food and fun — they’re about economics, culture, and connection. They give small businesses a stage, they give neighborhoods a reason to gather, and they give cities a reason to be proud.

So take this blueprint. Adapt it. Improve it. And when your event is up and running, invite me — I’ll be there, plate in hand.