Events – Part 5: Develop An Event Team

You can’t plan and execute events alone. I’ve tried in the past and ended up sick, exhausted, burned out and in need of therapy. Build a team around you and lift the burden of getting it all done yourself.

First, recruit a volunteer event coordinator who is the point person on each event. The event coordinator oversees a core team and manages all aspects of the event. His/her responsibility is to delegate to others and manage them effectively. Empower the event coordinator to own the event. You act as his/her go to person.

Second, develop a core event team. The team consists of a small group of 3-5 volunteers who each oversee one or more major aspect of each event and report to the event coordinator. Some major aspects of events are registration, food preparation, transportation, recruiting other leaders to be present (I recommend a 1-5 ratio during events), and logistics. The group also meets with the event coordinator to brainstorm event ideas and talk about the necessary details that will be required. Parents are great resource for the team. Allow them to commit to just this one role and give them a simple opportunity to get involved. Over time, they may move out of this role and want to help out at a weekend service or serve in some other capacity. It is a great doorway to getting parents involved.

Recruiting an event coordinator and developing a core event team can save you a lot of time and energy. Don’t be tempted to do it all yourself!