Case study

Tinique Hay of Hay Events delves into the workings of the recent Cocoa Kids Fest at Epsom Downs Racecourse...

Event: Cocoa Kids Fest celebrates the next generation of leaders while bringing together families to have a joyous day out.

When: On Sunday 14 August 2022, the black children’s magazine Cococa Girl, hosted its second Kids' Fest which attracted more than 3,000 attendees and supported 150 businesses to showcase their products and services.

Where: Cocoa Kids Fest took over Epsom Down Racecourse, which offered a variety of large event spaces both indoor and outdoor to accommodate the variety of activities which took place at the event.

The flexibility of the venue spaces, accessibility and wanting to create a memorable experience for the event attendees, were the reasons Epsom Downs Racecourse was chosen for the event. The Oaks Hall within the Dutches Stand was perfect for the main attraction which hosted the exhibition of 150 businesses showcasing their products and services. The three large adjacent function rooms on the first floor were used for the various creative workshops and the main stage for the talent competitions. Epsom Down Racecourse also has ample green areas where families set up their picnic blankets along with an area where there were two large inflatables for the children.

What: The day consisted of fun children's activities, workshops and discovery zones. Cocoa Girl magazine founder, Serlina Boyd hosted a mini career fair for teenagers aged between 13-18 to gain expert career advice. Serlina also launched a Cocoa journalism workshop at the event where children created their own magazine and a printed copy of their work was sent them after the festival.

Why: Community events like Cocoa Kids Fest are important because they promote sustainable decisions by recognising and communicating the needs and interests of all participants including decision-makers.

This increases acceptance of decisions and community commitment to outcomes as local knowledge from diverse groups shapes and creates inclusive, effective solutions. Furthermore, community events bring people from all walks of life together, strengthening the bonds between them as well as encouraging people to engage with community businesses.

On the day of the event, 150 businesses showcased their products and services and benefited from how powerful community events are to help with increased brand awareness and exposure, which according to recent studies community events are one of the most effective types of events to support the growth of local businesses.

How: Event accessibility and inclusion were at the forefront of the planning process for the event and so it was integral that the chosen venue for the event was committed to actively helping event attendees to use and enjoy the facilities within the premises, which Epsom Downs Racecourse had fantastic accessibility throughout the venue.

The biggest challenge when it came to planning a large-scale event like Cocoa Kids Fest which involved various indoor and outdoor activities was the complexity of restrictions, protocols and procedures which were given to us quite late in the planning. Though, with amazing teamwork, grit and determination we were able to overcome these challenges to push on towards delivering a successful event.