How to Work With an Event Planning Committee

A committee can be very crucial to the success of an event. Once you have formed an event planning committee, you have the correct people sitting around the table prepared to help you, now you need to figure out the best way to work with them. Check out my article on forming an event planning committee, I will list it in the resource section. The key to your success and their success is to know how to work together. Remember, you will only get back from the committee what you put in. That means, you as the event planner are the leader of the committee and it is up to you to set the example that you want your committee to follow. Here are some tips to successfully work with your committee.

Difficulty: Moderately Challenging

Instructions

1. Use clear and concise communication techniques. Communication is very important when working with a committee. To start with, most committee members serve on committees as a volunteer. Communicating with them on a regular basis throughout the event planning process keeps them engaged in the committee and the event. Proper communication also keeps them working on their action steps and keeps everyone on the same page, that being said; try not to overburden your committee with communication. A clear and concise weekly update is plenty of communication for the committee as a whole. While you may have to communicate more often with key committee members on specific topics, weekly updates should consist of progress being made towards action steps, deadlines and important upcoming dates.

2. Schedule and conduct meetings on a regular basis. If you have sub-committees set up, meetings give your sub-committee chairs a chance to update the committee as a whole on where they are with their goals and what they may need help with. Meetings also give you the opportunity to guide the group in making key decisions for the event.

3. Create a meeting agenda and stick to it. Committee members will get burnout if they are attending meetings that are scheduled to last only an hour but drag on for two hours. It is also helpful when creating the meeting agenda to touch base with your sub-committee chairs to see what they plan to speak to the group about and to give them the proper time they need in the agenda.

4. Assign someone to take notes at each meeting. Follow up after every meeting by sending the meeting minutes to each committee member. It may also be helpful to follow up individually with some committee members to make sure they understand their action steps.

5. Make sure that you are filling your committee in on the good things that are coming out of their efforts. Sometimes it is easy to focus on what still needs to be done and committee leaders fail to share all the good news with their committee. If you got a new sponsor, share it with the group. If you have more attendees signed up than you planned on, share it with the committee. It will motivate them to keep working hard for the event.

Resources

• How to Form an Event Planning Committee