AN EVENT IS: A program with a specific goal such as fundraising, a social gathering for the promotion of something in particular or just a time to have FUN!!! Every event is a Guiding PR opportunity.
Step 1 – Decision
Usually a “need ” for an event arises from a discussion. Decide why you want to have this event, eg fundraising, running a competition, etc. WHAT, WHERE, WHO, WHEN, HOW, Size of the event , (your sub committee size will depend on this decision).
Step 2 – Committee
Executive Committee: a Chairperson, Treasurer, Secretary (they are the executive of the event).
Their Role: Commitment to the event. Hold regular meetings. Keep a record of meetings. Provide an ACTION SHEET with dates for completion of tasks given. A budget (if required) will need approval. Establish the aim, goals and objectives for the event.
THE IDEAL COMMITTEE NUMBER IS 7
Step 3 – Planning and Regular Reporting
1st Meeting: Establish and allocate specific roles to committee members. Draw up a broad Event outline. Make an Event, monthly timeline. DON’T GET BOGGED DOWN IN DETAIL.
Subsequent Meetings: The committee members should report back on tasks in hand or problems discovered. As the weeks progress “tightening up” of the event will be occurring and you won’t even notice! “Tightening Up” is checking and rechecking all those “bogged down details” to see that everything is in place.
Step 4 – Closer to the Event
Draw up a volunteer roster for the event day (this will change as you move forward), show numbers needed to help in specific task areas. Draw up a volunteer roster for the event day (this will change as you move forward), show numbers needed to help in specific task areas. Establish a Weekly timeline, I MONTH out from the event date. Publicity for the event should be in hand. All specific tasks within allotted areas should be in hand. All hiring of equipment should be confirmed. Notices to all concerned in the event should be out. Your last meeting should be 2 weeks prior to the event. This allows time for any last minute glitches to be worked through.
Step 5 – Last Minute Details
Have an informal meeting 2 nights before the event to check that everything is organised. Go through each task area one at a time. be patient with each other. We know that everyone’s task area is important to them and success of the whole event.
Step 6 – Event Day
Arrive on time. Set up crew to arrive. Have all your area tasks in hand. Know your role in the event. Have FUN ! Packup crew to arrive. Go home.
NOTE: set up and pack up should NOT be left to the same people who have spent a very busy day /night. Roster a crew on for these two specific tasks only.
Step 7 – Evaluation
Post Event Debrief and Evaluation. A meeting is held to “debrief” the committee. At this meeting all sub committee members should file a report containing an evaluation of their specific area and whether the event achieved the aims and objectives set at the first meeting. Post Post Event, have a party, You deserve it!