Recently, an enterprising and gifted member of our staff decided that she was going to write down all the issues that she needed to address when producing a major ministry event. She diligently identified the primary contributions of each department and what was needed from her. She also included many “optional” decisions that are often forgotten in the negotiation process.
When she was finished, she discovered that we have 9 unique departments (or areas of responsibility)…and each has 3 to 6 major tasks to produce the event. All totaled, there were over 30 different items that required her attention and coordination to deliver any event. Here are just a few of the major “blocks” in her flow chart:
- Using the facility scheduling tools
- Communicating with affected departments when specific rooms are used
- Booking the technical support teams
- Registering the participants
- Understanding methods of payment
- Determining hospitality needs
- Event Communication (bulletin, web, etc)
- Notifying staff (don’t forget your receptionist)
- Recruiting Volunteers (parking, greeting, ushers)
- Organizing childcare
- Tracking and Submitting expenses
- Preparing for check-in
- Cleaning up after the event
If anyone tells you that Event Management is easy…you know they are either inexperienced or they are trying to sell you something.
Just laugh at them and show them this list.
Thanks for listening.