Don't Plan Alone! How to Build a Support Team for Any Event

For those planning Relief Society meetings (which likely means you already have a planning committee in place), this article might be more helpful. You know who you are!

Sometimes, an event is small enough that you can plan and pull it off on your own - but sometimes you need help!

Setting Up a Committee

When choosing your support committee, find people who have different perspectives and skills than you do. For example, maybe you aren't enthusiastic about tracking the budget or the RSVPs. You likely have a friend or co-worker that loves background organizing. Maybe you know someone who would be a great designer to create flyers and posters, or a creative person who enjoys DIY projects. The greater variety of help you have on your committee, the more ideas will be generated.

Once you have brainstormed people you feel would be a good fit, ask them to help. This isn't the time to guilt someone into doing something they don't want to do. Explain your goals and see if this is something they support. Be fair and upfront about the time commitments and expectations. 

Important: Don't invite so many helpers that some don't have meaningful ways to contribute. No one wants to be asked to help and then not be needed. Also keep in mind that too many voices actually makes the progress slower.

Your First Meeting

Next, get together and share the ideas you've already come up with. Create enthusiasm! This is a great time to talk about the goals of the event and why you thought these people would be terrific contributors. Be very clear about who is responsible for what (though bouncing ideas off one another can be very helpful). 

Make sure everyone has a purpose and understands the need. I suggest brainstorming as a group but assigning one person to oversee each aspect of the event. For example, you may brainstorm food options together, but one person makes the final decision. If you want veto power, be very clear about that up front. 

Make your meetings a safe place to share ideas - everyone should be heard. If needed, establish some ground rules for discussion. This will depend on your committee and the event you are planning. Planning a bridal shower with friends can be more casual than planning a seminar with coworkers (for example).

It is also vital that you decide at the beginning how you will communicate. The platform you use doesn't matter as much as choosing something that works for everyone. I like to use a shared Google Doc or Pinterest board for ideas and text messaging for general communication. 

Set goals to be accomplished before the next meeting. At the end of each meeting, decide when you will meet again.

Get Moving!

Now it's time to trust your committee. I like to follow up regularly, but there is a delicate balance between staying informed and micromanaging. One way to avoid overstepping is to ask each person to give regular updates on their progress and needs to the whole group.

Continue to be encouraging and remind everyone of the 'why' behind the event.

Thank the Amazing Volunteers

Don't forget to thank them when it's over! If you plan events regularly, it is also a great idea to get their feedback for next time.

You've got this!

Christina
Abean Assist

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