C N H | K E Y C L U B

| Updated by: CNH District Governor Victoria Lai and District Treasurer Johansen PicoCalifornia-Nevada-Hawaii DistrictAugust 2013

Presented by:

CNH

Effective Planning to Serve Others

Victoria Lai, GovernorJohansen Pico, Treasurer

Training Topic: Effective Planning to Serve OthersCNH Key Club DistrictCNH |

Event Logistics

Training Topic: Effective Planning to Serve OthersCNH Key Club DistrictCNH |

Let’s review this…• Why do we use ERFs?

• Organization• Managing Logistics• Security• Keeping all involved well

informed

Event Request Form

Training Topic: Effective Planning to Serve OthersCNH Key Club DistrictCNH |

• lo·gis·tics (n.): The detailed coordination of a complex operation involving many people, facilities, or supplies.• Includes:• Purpose of event (why?)• Specific details (organization, timeframe,

agenda, location, food)• Procedure (what to do in case of ____)

• Sometimes events do not go as planned; BEE adaptable!

What are event logistics?

Training Topic: Effective Planning to Serve OthersCNH Key Club DistrictCNH |

• Makes sure that you are prepared• To execute a successful event• To be able to adapt to any

changes/situations• Allows all parties to be involved in

the planning process• Everyone’s on the same page!

Why are logistics important?

Training Topic: Effective Planning to Serve OthersCNH Key Club DistrictCNH |

• Brainstorm possible event ideas• The sky is the limit!

• Don’t limit yourself to what has already been done

• Envision what it will look like/how it will run• Think of every component to the event:

who/what/when/where/why?• Give yourself time to plan• Create a schedule

Invent It!

Training Topic: Effective Planning to Serve OthersCNH Key Club DistrictCNH |

Flyers• Easy to read• Easy to reproduce• Cheap to make• Good impression• Not too wordy

It does not have to be complicated: keep things simple. Keep in mind that people will only look for a few seconds. Do not spend so much time on one poster unless it will be

seen by many people. Use advertising strategies!

Advertise the Event

Training Topic: Effective Planning to Serve OthersCNH Key Club DistrictCNH |

Social Media – what is appropriate?• Create a private event on Facebook…

…AFTER all details have been finalized.• Promote DON’T PLAN• Invite people only from the division

you serve• Provide all event details and

information

Training Topic: Effective Planning to Serve OthersCNH Key Club DistrictCNH |

• The eyes are on you, even where you least expect it• Always act appropriately• Abide by the Code of Conduct• Behave so that the members you serve

can replicate your actions

Set the example…you are a LEADER

Training Topic: Effective Planning to Serve OthersCNH Key Club DistrictCNH |

Don’t be afraid to ask for help!• Ask your advisors• Fill out the ERF• Research and develop your plan• Ask you peers for help• Announce the event well in advanceStart planning way ahead of timeDo not procrastinate

Do it Right the First Time

Training Topic: Effective Planning to Serve OthersCNH Key Club DistrictCNH |

• Always have adults handle the money

• Don’t procrastinate• Appoint task coordinators• Thank everyone who helped in the

process• Events for a cause are more

successful• Bee personal

Tips for SUCCESS

Training Topic: Effective Planning to Serve OthersCNH Key Club DistrictCNH |

Questions?

Training Topic: Effective Planning to Serve OthersCNH Key Club DistrictCNH |

BEE-ing a

GoldenHost

Training Topic: Effective Planning to Serve OthersCNH Key Club DistrictCNH |

Choose a great venueA good venue is crucial for hosting a

successful event.Look for places with a good

atmosphere quiet enough for conversationslarge enough for those expectedtechnology capableappropriate for the event purpose

Training Topic: Effective Planning to Serve OthersCNH Key Club DistrictCNH |

Training Topic: Effective Planning to Serve OthersCNH Key Club DistrictCNH |

Create a good buzzHow can we encourage people to interact?

How can we make these events fun and enjoyable?

How can we get people excited/inspired?How can we stimulate people’s curiosity?

How can we encourage people to get involved in a way that suits them?

Training Topic: Effective Planning to Serve OthersCNH Key Club DistrictCNH |

Bee-ing great hostsIt’s important to have at least 2 people

hosting.It’s easier and more enjoyable to have 3

or more people hosting.The main roles of a host are: creating a

hospitable space, welcoming people, encouraging people to get involved, speaking, listening, and keeping the process flowing smoothly. Each host can play to their strengths.

Training Topic: Effective Planning to Serve OthersCNH Key Club DistrictCNH |

Welcome them!

Let your guests and attendees KNOW that they are special!

Your attendance is APPRECIATED!

Training Topic: Effective Planning to Serve OthersCNH Key Club DistrictCNH |

Bringing the event to a closeSaying farewell to people is just as important as

welcoming them!It’s useful if you can wrap things up at a set

time. This helps people to know that Intersect events finish at the time they were advertised.

It also makes it easier to finish with a good group energy, rather than letting the event fade away as people leave bit by bit (which can feel like a bit of a downer).

You can also encourage people to linger after the official finishing time if they wish.

Training Topic: Effective Planning to Serve OthersCNH Key Club DistrictCNH |

Thank the team, special guests, and attendees

Small tokens of appreciation

Thank you cards

BEE Creative!

Training Topic: Effective Planning to Serve OthersCNH Key Club DistrictCNH |

Questions?