In many organizations, the announcement of a future event moves staff to wave their hands and raise their voices, saying that, “I want to help, I love events.”
The theme and the goals and objectives of an event are (often) determined by the organization’s development team – the event being part of their annual fundraising plan. Those determinations, and most of the planning, frequently include the E.D. and a consultant who specializes in event design, management and production.
The planning process takes months of discussion and decision-making before any public announcement that an event is planned and scheduled for a particular date.
During the planning period, a wise development team confers/collaborates with their colleagues in other departments within the organization, especially with the folks in communications/media … who will most likely be asked to help draft copy for an event program, and plan a media strategy to help promote the event.
Additionally, it helps to get early buy-in by all staff, so they feel they have been heard, and to include the valuable insights they might have. Someone in the organization’s program department may have some creative thoughts on who to involve in the event; and, the simple task of reviewing lists should be on everyone’s to-do list, regardless of their department.
There is always a chance that a staff member could know someone who would be interested in attending the event … or even sponsoring it. This information can be important, not only to the development team, but to the success of the event.
Do not minimize the contribution of some of the support staff … who should not be viewed as envelope stuffers but as part of the team. Turn the stuffing into an office party, supply lunch or snacks and get everyone together in the conference room … including the development team. The stuffing will go much faster if no one feels like “they had to do all the grunt work,” while the development team sits around eating bonbons !!
Many of our client organizations invite the staff to attend the event and “help out.” A list of tasks is passed around to the staff asking if they would like to volunteer for a particular role.
Everyone knows that the “work” takes place before the event begins (for a 6 pm reception, staff helpers should arrive at 4:30pm). And, once they’ve helped get things ready, those volunteers are able to relax and enjoy the event.
No staff person should be forced to attend and participate, but with the right environment/motivation, most staff members will want to participate. When they do, they benefit, the organization benefits, and attendees benefit by getting to meet staff members in a social setting.
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Have a comment or a question about creating or expanding your special event? Email me at Info@NatalieShear.com. With over 30 years in conference and event planning, we can help you turn your vision into reality.
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Have you seen Natalie’s ebook on Special Events ??