The Fall Festival event raised $10,000 for our great school! Seeing the end result makes all the money, energy, and time invested in this project worth it. Having addressed this event in the My Upcoming 2011-2012 Events post, I also shared how distracted I became while planning in the Event Planning: Changing my Focus post. After concentrating on the framework, sections, and details, all the miscellaneous items came together for a great event by following a simple plan:
Handpicked Volunteers
With a reliable core group of volunteers, who were knowledgeable and ready to work, we pulled off an almost flawless execution of the plan. These volunteers were well-prepared, arrived on-time, and led by example.
Written Schedule
Having every delivery, payment, and setup location on a written schedule distributed to the core volunteers kept the setup and tear down process timely, accurate, and complete. The process was smooth as there was additional time scheduled in case problems arose or changes needed to be considered.
Relaxed, Controlled Atmosphere
Knowing that the plan was set and all volunteers were apprised of their responsibilities, the execution of the plans for the day were not stressful or ordered around. When all were relaxed and knew the plan, all the volunteers seemed to enjoy helping, chatting, and enjoying the event. Working in an organized framework helps all involved to stay on task while using time wisely.
By preparing in advance with all the details written and all volunteers informed, our event was a great success! Though there were items that I will plan better for next year (more on that to come), I was very pleased with the event and look forward to improving the KidZone for next year’s Fall Festival.
Question: When you volunteer to assist with an event, what can a coordinator do to make your service enjoyable? Please add your answer to the comments.