“The following is a continuation of my Event Development Series. The last Blog started describing the “Commitment” section, now I want to move to the “Direction” section. This week’s Blog is the beginning of this section. As suggested previously, any thoughts and idea are more then welcome!”
Direction (Continued)
9.
Committee selection
It’s
time to select your committee. You just take anyone who volunteers and put them
wherever they want to go… right? I wouldn’t recommend it. Your reputation
depends on the outcome of this event. Are you going to put your reputation in the
hands of just anyone? You wouldn’t do it in business, why would you do it as a
volunteer. If you are going to lead the event, you have the right and
obligation to choose the best people for the job. You might even have to go
outside your group to find the right person. Take a look at each task,
determine who in your group has the best qualifications to complete the job and
then ask them to do it. If some you have chosen does not or cannot do the job,
replace them immediately. I don’t mean that you should be cavalier or uncaring,
but you have been asked to a job and it’s your obligation to complete it
successfully. The person you are replacing will thank you in the long run
because they will know themselves that can’t or won’t complete the job asked of
them and will be fretting over it. Be kind but firm. As you are asking people
to accept a task, make sure they know what you expect (written reports) and the
timetable for completing the job.
10.
Organization and record
keeping
A
well run event is organized and has excellent records. Why… it’s just good
business. Managing an event is just like running a small (and sometimes not so
small) business. To be successful you need to be organized so that you keep the
development and management of the event flowing smoothly. When problems arise,
and they will, you will be able to handle them with ease. Keeping good record
is also a must. It makes sense. Your group and the government need complete and
accurate financial records. Your volunteers need to know what has been completed
and what has to be done next. Next year’s committee doesn’t want to have to
re-invent the wheel, plus they will want to learn by your mistakes… and yes,
you will have made some mistakes! Finally, you will want to keep your group
informed about your progress and the decisions you have made. Keeping records
as events happen makes reporting a whole lot easier both for you and your
committee. Trying to remember facts and details down the road is not fun and
can lead to a lot of embarrassing moments.
11.
Group Approval
The
moment of truth has arrived! You have the basics of your event. You know what
you are holding. Why you are holding it. Who you are holding it for? When and
where it is to be held and how you are going to get the job done. Now you have to
sell it to your group and get their approval. (To be continued)
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