“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!”
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)