Effective Planning to Serve Others

1. Effective Planning to Serve Others Victoria Lai, Governor Johansen Pico, Treasurer

2. Event Logistics

3. Event Request Form • Let’s review this… • Why do we use ERFs? • Organization • Managing Logistics • Security • Keeping all involved well informed

4. What are event logistics? • lo·gis·tics (n.): The detailed coordination of a complex operation involving many people, facilities, or supplies. • Includes: • Purpose of event (why?) • Specific details (organization, timeframe, agenda, location, food) • Procedure (what to do in case of ____) • Sometimes events do not go as planned; BEE adaptable!

5. Why are logistics important? • Makes sure that you are prepared • To execute a successful event • To be able to adapt to any changes/situations • Allows all parties to be involved in the planning process • Everyone’s on the same page!

6. Invent It! • Brainstorm possible event ideas • The sky is the limit! • Don’t limit yourself to what has already been done • Envision what it will look like/how it will run • Think of every component to the event: who/what/when/where/why? • Give yourself time to plan • Create a schedule Bee Creative

7. Advertise the Event • Flyers • Easy to read • Easy to reproduce • Cheap to make • Good impression • Not too wordy • It does not have to be complicated: keep things simple. Keep in mind that people will only look for a few seconds. Do not spend so much time on one poster unless it will be seen by many people. Use advertising strategies!

8. Social Media – what is appropriate? Create a private event on Facebook… …AFTER all details have been finalized. Promote  DON’T PLAN Invite people only from the division you serve Provide all event details and information

9. Set the example…you are a LEADER • The eyes are on you, even where you least expect it • Always act appropriately • Abide by the Code of Conduct • Behave so that the members you serve can replicate your actions

10. Do it Right the First Time • Don’t be afraid to ask for help! • Ask your advisors • Fill out the ERF • Research and develop your plan • Ask you peers for help • Announce the event well in advance • Start planning way ahead of time • Do not procrastinate

11. Tips for SUCCESS • Always have adults handle the money • Don’t procrastinate • Appoint task coordinators • Thank everyone who helped in the process • Events for a cause are more successful • Bee personal

12. Questions?

13. BEE-ing a Golden Host

14. Choose a great venue A good venue is crucial for hosting a successful event. Look for places with a good atmosphere quiet enough for conversations large enough for those expected technology capable appropriate for the event purpose

16. Create a good buzz How can we encourage people to interact? How can we make these events fun and enjoyable? How can we get people excited/inspired? How can we stimulate people’s curiosity? How can we encourage people to get involved in a way that suits them?

17. Bee-ing great hosts It’s important to have at least 2 people hosting. It’s easier and more enjoyable to have 3 or more people hosting. The main roles of a host are: creating a hospitable space, welcoming people, encouraging people to get involved, speaking, listening, and keeping the process flowing smoothly. Each host can play to their strengths.

18. Welcome them! Let your guests and attendees KNOW that they are special! Your attendance is APPRECIATED!

19. Bringing the event to a close Saying farewell to people is just as important as welcoming them! It’s useful if you can wrap things up at a set time. This helps people to know that Intersect events finish at the time they were advertised. It also makes it easier to finish with a good group energy, rather than letting the event fade away as people leave bit by bit (which can feel like a bit of a downer). You can also encourage people to linger after the official finishing time if they wish.

20. Thank the team, special guests, and attendees Small tokens of appreciation Thank you cards BEE Creative!

21. Questions?