One of the most difficult parts of leadership is knowing when to say “no,” step back or pull the plug. I don’t want this column to be negative — it’s actually a great learning experience — but as mature leaders or any good chef knows, you can’t present a dish until it’s ready.   

The haunted hayrides event that I’ve been in deep planning for with Big Brothers Big Sisters of Bath/Brunswick over the past six weeks, and planned for happening later this month, is something I know can be hugely successful for our region. It was going to bring a whole bunch of people from different backgrounds to come and have fun scaring people and being scared. We all need some more fun these days, and in-person fun even more so. Steadily, the word was getting out and a buzz was growing daily, with Facebook post shares, questions on ticket prices and people telling me they were excited to attend.

However, to do this event, we need 10–12 groups of five to eight people each to create scenes and scare those who are eagerly anticipating a fright fest at the fairgrounds in Topsham. Getting 50–84 volunteers just as scarers, plus the ticketing, concessions and security volunteers on top of that is no small feat. We hoped enough businesses, student groups and volunteers would be early adopters of the idea and sign up quickly. 

Currently, I have one group of six that has officially registered to do a scene, one individual who is willing to lead a scene, one make-up artist and a half-dozen other groups considering but not able to commit. We can’t go ahead with an event that is three weeks away with eight volunteers committed and that much uncertainty. I cannot promise riders the unforgettable experience that I know this will be if I don’t have the scenes lined up. Thus, we have no choice but to announce that the haunted hayrides will be postponed until 2026. 

We’re working already with the Topsham Fairgrounds to secure a date for the inaugural hayrides in 2026, as they are the premier location for this. We want to thank the fairgrounds and the  following businesses who had committed to being a part of the initial hayrides: Reform Physical Therapy, Washville, GoNetSpeed, Cook’s Lobster & Ale House, Balaboosta Catering, Bath Savings Institution and SportsClips of Topsham. Thank you as well to the half-dozen organizations that were trying to pull something together last-minute, from our local theater groups to local businesses.

As disappointing as it can be to cancel a community event, this is a good teachable moment, too. Recognizing the better practices we can do over the next year to ensure that in 2026 is a huge success is vital. For any group looking to launch a new event, I’d encourage you to look at this. Here are two things I could have done better, and two things we can build on. 

Start early

No matter how good an idea is, in order to get it in businesses’ and organizations’ calendars and budgets, they need to know about it as early as possible. Because of the nature of the chamber calendar, I got started in earnest on this event in July after four other back-to-back projects I couldn’t overlook. For a known event, three months lead time is fine — but not for a new event. We didn’t decide on the hayrides until March. There is an argument to be made that October 2026 should have always been the target launch, but I wanted to push and try for it this year.

Time is more precious than money

Our sponsor levels were enticing, and the return on investment businesses would have been getting with their level of sponsorship was good. In fact, we had two or three other businesses on the verge of committing to sponsor. Yet, the thing we couldn’t secure was people’s time to do this. Again, starting earlier helps; however, some groups who were interested have just too much else going on. This actually leads right into the first of my two points we can build on.

Stepping in (engaging) is the most important thing you can do

I’m speaking less about the hayrides here and more about the other annual events that happen throughout the year in our region. The events you think will always be there only happen because volunteers give of their time to produce them along with hardworking staffs of our local organizations. As much as we look forward to attending events with our families, there won’t be as many events if we don’t get engagement on that volunteer side. 

Which is to say, if time is more precious than money and time is something you can give to make a community event thrive, then please, by all means — even if you’re an introvert — contact your favorite nonprofit. Tell them you’d love to help, even if you don’t know how you’ll help, and they will find a role for you. 

Make it fun

Haunted hayrides are stupendously fun — and that matters. When I speak to other organization leaders about how to increase attendance at their annual meetings or networking events, the first question I ask is, “Is it fun?” People are being bombarded with things they can be a part of, and making it fun can sometimes be the deciding factor on what they attend or what they support with sponsor dollars. Fun matters — and next year, this will be more fun than you’re ready for.

In closing, thanks to Big Brothers Big Sisters of Bath/Brunswick for being such great partners on this event, and I know how excited you are to start planning the 2026 haunted hayrides, too.  With a year to plan and get scene commitments and sponsorship support, I think we will create a pivotal, fun event that will be a staple of the Halloween season for years to come.

Cory King is executive director of the Bath-Brunswick Regional Chamber of Commerce.