Last Friday Dec. 4, 2015 I attended District 20, Division J – Debate contest. Around 21 Clubs participated competed and enjoyed. Like every event, this event reflected semblance of tranquility as if event organization was a cake walk. But like any other event it had its ups and down but dexterity of organizer did not show the dark shadows of hardships.
Every event has five Pillars i.e
- Execution and
PLANNING: This Pillar is the foundation of an event that constitutes conceptualizing the event framework. Such as
- What is the event
- who will participate
- where will it be held
- when will it be held
- Defining Roles and responsibilities
- Defining time lines
- Who is the executive team members and back up team members
- Expenses and where to get funds
- Check the legal implication of conducting the event including emergency drill.
- Risk mitigation and backup plan. ( What if Judges drop out, a team drops out, out of the box protest, internal friction and disagreements and so on – Nominate someone who can address risks)
Rather Planning is thinking and putting the plan on paper for litmus test. If planning is right the subsequent steps becomes easier to perform. And if planning has gaps it could result in sinking boat or last minute runs that eventually shoots up your stress level. Hence spend 2 – 4 days on planning and run it through the key stake holder.
TEAMWORK: This is the second Pillar, when you bring together the team heads.
- Give your executive team the overview and share your vision
- Define roles and responsibilities
- Define time lines
- Give them a free hand to organize their team members and achieve results
- Request for their feedback on planning and how it can be executed better in a more efficient manner.
- Invite fresh and young blood into the team to add variety and spice.
- Having said that meet with them periodically to review the progress
- Teamwork is an opportunity for a leader to test out his leadership skills through effective delegation. Rather once planning is done, subsequent activity of a leader should be to give free rein to the team members and to track periodic progress on periodicity.
ORGANIZATION: This involves getting the ball rolling.
- Set up a communication systems among your team members
- Set up a communication system for audience and performers
- Get the team heads and team members under one roof and address them
- Organize and invite participation from audience, performers and executive team.
- Sharing events details
- Creating event awareness
- Organize permissions where required.
- This block ensure that you are equipped to deliver the plan on the event day
EXECUTION: This is WHERE RUBBER MEETS THE ROAD. Execution is about ensuring things happen on time and as per your planned expectations. And if you deliver within time and exceed expectations; you create a wow factor. Be positive
FEEDBACK: Request feedback during the event and after the event from audience, participants and executive team members. The objective is to see what could have been done better, efficient and at less cost/resource.
Good luck for your next event.