Have a big event coming up?Most organizations plan many events throughout the year.And we all have our horror stories about the sound system that didn't work, the caterer who was late or the hotel under construction.I've discovered (the hard way) that having an Event Toolkit, packed and with me, is the way to go.In case I've brought up some bad memories, I'll tell you one of my horror stories so you can get a laugh.We had the opportunity, Two Way Walkie Talkie Products, to create a gallery of large, professional, black and white photos of children.
I arrived early with the photos and a supply of removable picture hangers (the sticky kind that hold up the pictures but leave the wall intact).Great.The volunteers arrived and we carefully hung the photos but by the time we got to the 10th photo the first one had fallen down, and then the 2nd ...We quickly found the solution - four little sticky squares on each picture instead of two.Perfect, except by the time we got to the last wall we ran out.A volunteer offered to go to the local photo shop to get more.
He returned with several more packages and we proceeded.Now we had extra so the volunteers put 5 or 6 on each picture, Two Way Walkie Talkie Products, just to be safe.
The gallery was a hit.Late at night, the event was over and I proceed to carefully remove each photo from the wall.I got to the final wall and I couldn't get the pictures off the wall!Turns out the new batch of stickies were the permanent kind.They held so well they took the paint and a layer of wallboard down with them!
What did this disaster teach me?
Buy more, much more than you think you need, put the receipt in the toolkit with the supplies and you can always return the extra.
Here's what's in my toolkit, in addition to picture hangers:· Wire, twist ties and wire cutters
· Tape, scotch, masking, duct and packing
· Scissors, 2 sizes
· Glue, fabric, paper and something powerful
· Money, you never know
· Pens, pencils and chalk
· Note cards (sometimes you need your last minute appeals to look nice)
· Ruler
· Rubber bands
· Pins, needles and thread
· Phone list with every name and number remotely connected to the event
· Walkie talkies
· Batteries of all sizes
· Small hammer, screwdriver, nails and screws
· Copy of agenda and speaking notes (my red tool box is easy to spot when I am in a panic)
· Envelope for receipts
Your toolkit won't solve every problem.
Here's another example of how I goofed that might help you avoid an embarrassing mistake.I was managing a large event in a church building for an organization.The church offered to supply the tablecloths so I told the caterer we didn't need her to rent any.Two hours before the event began, the caterer asked for the tablecloths, which prompted me to go to the church office and ask where they were stored.Imagine my surprise when I was told that Millie always takes them home, launders and presses them and stores them in her attic!
And Millie did not live next door.
Fortunately, even though I had not done all I should have to ensure the tablecloths would be there I did have extra volunteers and one went off to Millie's to get the tablecloths.
How can you avoid these glitches?Most disasters can be avoided by:
1. Asking questions
2. Taking possessions of borrowed or rented items a day or two in advance of the event
3. Having extras of anything possible
4. Paying for services when those services may save the day.This includes paying for on-site audio visual assistance when you are dependent on equipment.
5. Recruiting and training more volunteers than you need
6. Hiring vendors you know and trust
In the weeks leading up to your event keep lists and continually add to them.The official one may be on your computer but also have one on the wall that anyone can add to and one in a small notebook you carry at all times.Your computer list should be a spreadsheet that details each item from catering to decorations to invitations with sources, phone numbers and notes.You can't have too much information but it must be organized so you can access what you need.
Merle Benny is a published author and has recently released The Winner's Circle, a practical, easy-to-use program for nonprofit success and growth. It can be found at http://www.Nonprofit-Champion.com/winnerscircle.html
With over 25 years marketing and management experience, as well as being a lifelong volunteer, Merle now works exclusively with nonprofits to help them grow and succeed. Her creative solutions for nonprofit organizations have included events, websites, videos, branding, annual reports, brochures and development. She provides free ideas, tips and tools for nonprofit leaders at: http://www.Nonprofit-Champion.com
This article may be freely distributed if the author information stays attached.