From Fragmented Tools to One Platform:

How Mount Vernon Downtown Association Ran their Signature Tulip Festival

The Mount Vernon Downtown Association manages one of Western Washington’s largest outdoor events, the Tulip Festival Street Fair, bringing together 200+ vendors, 100+ volunteers, and a growing base of sponsors. Before SeeMyLegacy, these efforts were spread across multiple tools, forms, and manual workflows, creating fragmentation, confusion, and added work. They needed a better way to bring everything together.

Organization Type

Downtown Association

Location

Mount Vernon, Washington

Key Use Cases

Vendor Applications, Volunteer Management, Sponsorships, Event Operations

Managing Multiple Participation Types Across Fragmented Systems

Running the Tulip Festival Street Fair means managing several distinct groups — each with their own requirements, processes, and communication needs.

Vendors applying and paying for booth space
Sponsors financially supporting the event
Volunteers signing up for roles and shifts

Previously, these were handled across different tools, including Event Hub, manual spreadsheets, and countless forms — requiring manual coordination, workarounds, and constant follow-up.

As the event grew, this fragmented approach made it harder to stay organized and created friction for both staff and participants.

“We had vendors calling us asking how to log into Event Hub, how to pay — we were even creating our own instructional guides just to help people get through it.”
— Martha GanMount Vernon Downtown Association

Streamlining Volunteer Management at Scale

Volunteers are critical to the success of the event — and managing them had been one of the biggest challenges.

With over 100 volunteers across multiple roles and shifts, tracking signups, assignments, and availability required significant coordination.

With SeeMyLegacy, all volunteer data lives in one place, allowing the team to easily manage signups, organize roles, and export structured data when needed.

Instead of juggling multiple forms and spreadsheets, the team now has a clear system for managing volunteers at scale.

“To have all of our volunteer information in one place and be able to organize it — it was a life changer.”
— Emma OatesMount Vernon Downtown Association

Creating a More Professional Sponsorship Experience

Sponsorships play an important role in supporting the event — but the experience for sponsors needed to match the quality of the event itself.

With SeeMyLegacy, sponsors can complete their participation quickly and clearly, without needing to create accounts or navigate complicated steps.

Payments are collected seamlessly, and expectations are clearly communicated upfront.

This creates a more professional experience while making it easier for sponsors to follow through.

“We could see payments coming in right away, and sponsors didn’t have to jump through hoops to get there.”
— Martha GanMount Vernon Downtown Association

Simplifying Vendor Applications and Participation

With over 200 vendors and a competitive application process, managing vendor participation is one of the most complex parts of the event.

Previously, limitations in their system created confusion for vendors and added manual work for staff — from handling applications to guiding users through the process.

With SeeMyLegacy, the team was able to structure applications more clearly, guide vendors step-by-step, and ensure requirements were understood before submission.

This reduced confusion, minimized back-and-forth, and created a smoother experience for both sides.

“We were building our own workarounds before. Now it just works the way it should.”
— Martha GanMount Vernon Downtown Association

Built for Real-World Event Complexity

Beyond individual workflows, SeeMyLegacy gave the team a way to manage the full scope of the event with more control.

From applications to waivers and payments, every step is structured to ensure participants understand what’s expected — reducing miscommunication and protecting the integrity of the event.

Instead of relying on scattered tools and manual processes, the team now operates within a system designed to handle real-world complexity.

Dedicated Support that Keeps Things Moving

Running an event of this scale requires more than just software — it requires a team you can rely on.

Throughout the process, the Mount Vernon Downtown Association had direct access to the SeeMyLegacy team to build, refine, and enhance their campaigns. Whether making updates, structuring applications, or improving how information was presented, the team was always available to support their efforts.

This level of responsiveness gave the team confidence as they prepared and executed the event, knowing they had the right support behind them.

"It's like having an extra staff person."

Martha Gan

Mount Vernon Downtown Association

How Mount Vernon Downtown Association Is Winning with SeeMyLegacy

✅ Unified Vendor, Sponsor, and Volunteer Management: All participation types are managed in one system, reducing fragmentation and manual work.

✅ Improved Experience for Participants: Vendors, sponsors, and volunteers can easily complete their participation without confusion or extra steps.

✅ More Control Over a Complex Event: The team can organize, track, and execute every part of the event with confidence.

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