When it comes to event planning and fundraising, having an active and engaged committee is like assembling your dream team. Not only does it lighten your load, allowing you to focus on the big-picture tasks of running your organization and soliciting sponsors, but it also creates a sense of ownership among your team. However, there’s a catch: an ineffective committee can quickly morph from a dream team into a nightmare. When only a few members pull their weight, you’ll find yourself juggling more responsibilities than a circus performer. So how do you create a committee that doesn’t just exist, but thrives? Let’s break it down.
Why is an Active Committee Your Secret Weapon?
Your event planning committee isn’t just a formality; it’s a key ingredient for success. Here’s why:
- Shared Ownership: When the committee is actively involved, the event feels like a collective effort rather than a solo act. Members are now ambassadors for your mission!
- Workload Distribution: Instead of burning the midnight oil alone, you have teammates to divide up tasks, so you can prioritize the high-value actions like securing sponsorships, soliciting donors, or perfecting the messaging for your big event.
But let’s not kid ourselves; if your committee isn’t functional, it’s like running a three-egged race with only one leg doing the work. That’s where strategic engagement and management come into play.
Building Buy-In: Get the Right People on Board
- Availability: Do they have the time and capacity to consistently contribute? Regular attendance at meetings is non-negotiable.
- Connection to the Cause: What’s their stake in your mission or organization? Members with a personal connection are more likely to go the extra mile.
- Community Influence: Do they have the social clout to tap into networks for donations, sponsorships or event promotion?
- Fundraising Spirit: Will they actively ask for donations and advocate for your event within their sphere of influence?
- Financial Contribution: Are they able to support the event themselves? Either by purchasing a sponsorship, hosting a table, or inviting financially supportive guests who can contribute to the cause?
- Team Player Mentality: Collaboration is crucial. Can they adhere to committee guidelines, support the event’s mission, and play nice with others?
Getting the right people in the room isn’t just about filling seats; it’s about creating a team that’s motivated, accountable, and effective!
Mastering Committee Management:
Congratulations, you’ve handpicked your committee! But the work doesn’t stop there, now you have to manage this eclectic group of individuals like a pro. Here are some tips for keeping everything on track:
- Specific Roles, Clear Expectations: Make sure every member has a defined task or role. This keeps them accountable and ensures no one becomes a “backseat planner”, who shows up with ideas but vanishes when it is time to execute. Examples of possible roles include:
- Ticket sales
- Auction item/donation procurement
- Decor
- Guest list & table assignments
- Event setup & teardown
- Building auction baskets
- Design work(program, signs, etc.)
- Separate Meetings for Laser Focus: Committee meetings should have one clear objective: event planning. Keep the committee’s focus sharp by holding separate, regular meetings tailored specifically to their tasks. Avoid merging these sessions with higher-level strategic discussions. Instead, use committee meetings as the platform to share updates, communicate decisions, and coordinate efforts effectively.
- Appoint a Committee Chair: Think of this person as the captain of the ship. Their role is to manage the committee’s efforts, delegate tasks, and report back to you. They’re your eyes, ears, and collaboration captain all rolled into one.
The Bottom Line
Managing a committee doesn’t have to feel like herding cats, although there will inevitably be those moments. With the right members in place, a strategy for engagement and accountability, your committee can go from a potential burden to your event’s not-so-secret weapon! Remember, the goal is not just to survive the planning process, but to thrive, fostering a sense of community and ownership along the way!
So go ahead, assemble your dream team, and let the magic happen!
Written By Michelle Anamier Director Of Operations Premier Events By Melissa
