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‘The
devil is in the details’, goes the old idiom – indeed the
backbone of a strong event, lies it in
administrative strength. A clear sense of roles and work helps
the group function as a well-oiled machine, leading to events
that go with a BANG!
Here
are a few tips to how you can ensure an effective administrative
setup:
- Making Moderators- It is always
important for a team to have one or two volunteers perform
the task of moderating the overall functioning of your
group. This gives them greater sense of ownership and most
importantly your team would be more acquainted and easy
going with fellow volunteers.
- Having tasks at
hand- All becomes easy when everyone has a role
to perform. If everyone is looking after their own
department or duty and in turn if that is done by all
members, the entire project at hand is looked after on its
own.
- Ensuring
Pre-planning- For any group to
have an effective impact is how well their campaigns, events
or outreach is organized. This should be managed by someone
who for example works good under pressure, can multi task
and handle more than 2 or 3 things at a time. Pre planning
involves a lot of things like
- Invitations- Inviting people,
for which you need to make constant calls and ensure a
regular follow up based on their response.
- Venue- Once you know the
number of people coming, the next step will be to finalize
the venue.
- Promotion- Marketing of the
event on social media platforms is very important from the
point of view that most of our communications happens
through them and also in order to let more and more people
know, if they want to join as well.
- Logistics- All of your
resources, like leaflets, presentation, registration sheets,
pledge sheets, VEGAN refreshments need to be in place at
least 2 days before the event.
- Photographer- A photographer
for your event should be acquired, to be updated on the
website/ fb group later.
- Leaflets Ready- This is the most
important task at hand for any Living Free leader and group,
but since it is an obvious necessity, it is often forgotten
or neglected till the very end. So one person should be
handling everything related to leaflets.
- Number-
This involves making sure you have the appropriate amount as
much you would need, this in turn would depend on the number
of people coming (if it’s an event) or on the place you’re
going (if it’s an outreach) since for example a park or a
college main have more approachable crowd than at a shopping
complex.
- Count after
outreach- of the leaflets distributed is
extremely crucial as it helps in analysing by the end of the
month or week that how many people were reached out.
- Language- Another thing to
be kept in mind is the language. How many Hindi or English
leaflets you will need, which again depends on the place
where you’re going for distribution.
- Photographer- A photographer is
important not just to create memories but adds a lot of
legitimacy to any event. Any campaign or outreach that is
being organized needs to be captured for a number of
reasons. Uploading the pictures on social networking sites
for eg the Living Free fb group, brings you under the attention
of other similar groups and individual who might want to
join your cause and team. Therefore one thing that needs to
be kept in mind is that the photos you chose aptly reflect
the whole idea of your cause and the event.
- Calling the
volunteers- Just like someone
is made in charge of leaflets, there should be a person only
meant to make calls to volunteers and making sure they turn
up for your events and on time. This is not an easy task and
requires great conviction, especially when you have to
follow up right before the day of the event!
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