simple strategies for managing event committees
TRANSCRIPT
Simple Strategies for Managing Event
Committees
1/5/17 1pm Eastern
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Before we get started »
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Our guest presenter »A.J. Steinberg @QueenBeeMalibu
• founder of Queen Bee Fundraising • designed special events since 1999 • guided volunteer committees in the
successful production of nonprofit galas, fashion shows, concerts and street festival for a broad spectrum of nonprofits including The Jane Goodall Institute, Cystic Fibrosis, BreatheLA and Union Rescue Mission.
Simple Strategies for Managing
Event Committees
Presenter:
A.J. Steinberg, Queen Bee Fundraising
About the Topic Expert
We will be discussing:
I. The Queen Bee Theory
II. How to identify and recruit effective committees
III. Effective committee leadership
IV. Finding the hidden assets within your committee
V. Guidelines for managing committee problems and personal issues
In This Webinar
About the Topic Expert
I. Committee Task Outline
II. Sample Meeting Agenda
III. Simple Strategies for Managing Committees presentation slides
plus
• 20-minute committee brainstorm session phone call
Bonus Material
How to Plan a Super Successful Special Event
EVENT COMMITTEES
How to Plan a Super Successful Special Event
Love them…or hate them?
Why we hate them:
• Takes work to find
committee members
• Lots of personalities
and opinions to deal
with
• Often easier just to do
the planning on your
own
Why we love them:
• They help do the heavy
lifting
• They help solicit
donations &
sponsorships
• They sell tickets and
bring in new supporters
About the Topic Expert
Bee Hive Basics:
Queen Bee: The influencer, brings the worker bees to the hive
Worker Bee: Works hard for the benefit of entire hive and Queen Bee
Drone Bee: Does no work, but is important for fertilization
YOU NEED ALL THREE TYPES OF BEES!
I. The Queen Bee Theory
About the Topic Expert
How to identify and recruit event chairs and committee members
First, the Queen Bees!
Queen Bee Traits: Influencers, strong personalities, organized,
responsible, well connected both socially and in business
Where To Find Queen Bees: Past committees, spouses of board
members, loyal and generous donors
II. How to identify and recruit effective committees
About the Topic Expert
How to recruit your Queen Bees
First, a phone call: Let them know you are planning an event and would like
their input. Get a feel if they are interested in working on the event
committee
Next, meet in person: Spend time brainstorming, then ask if they would like
to Chair the event committee. Don’t oversell and don’t scare them!
Follow up with a phone call: Thank them and let them know you will be
arranging a meeting to discuss who to bring on board as worker bees.
II. How to identify and recruit effective committees
About the Topic Expert
How to recruit your Worker Bees
Let the Queen Bees help choose them: The Queen Bees will be working
closely with the committee so let them choose worker bees with whom they
feel comfortable and confident
Contact via email: Have the Queen Bees send email requests to their friends
and contacts that they would like to serve on the committee. If you are
bringing in your own contacts, then you will generate the email
Follow up with real information: Send an email to thank the new
committee members and outline clearly your timeline for producing the
event
II. How to identify and recruit effective committees
About the Topic Expert
3 important words:
Organization
Communication
Appreciationand recruit effective committees
III. Effective committee leadership
About the Topic Expert
Organization
Give them what they need at the very start
Timelines & Committee Task Outline
Auction Wish List
Donation Request Letter
Auction Intake Sheet
Thank You Letter
and recruit effective committees
III. Effective committee leadership
About the Topic Expert
CommunicationNever assume your committee knows everything that is happening
Email and text reminders about meetings and deadlines
USE AGENDAS FOR ALL MEETINGS
Follow up meetings and walk-throughs with recap emails
Note any changes in meetings or event game plan in emails
III. Effective committee leadership
About the Topic Expert
Appreciation
You can never show your appreciation enough!
Respecting the committee’s time
Thanking the group, as well as thanking individuals
Be clear about their efforts being integral to your organization’s mission
Thank them before, during and after the event
and recruit effective committees
III. Effective committee leadership
About the Topic Expert
Leading the meetings
Be organized – be in control!
Use an agenda
Let the committee Chairs lead the meeting
Step in when the conversation veers off-course
Use the RIGHT WORDS when the WRONG IDEAS are being considered
and recruit effective committees
III. Effective committee leadership
About the Topic Expert
Wrong ideas need the RIGHT WORDS
Praise – Delay - Distract
PRAISE – That’s a great/interesting idea
DELAY – Let me discuss that with the Board/the staff
DISTRACT – In the meantime, let’s focus on….
and recruit effective committees
III. Effective committee leadership
About the Topic Expert
Remember…
You are in control and they look to you for leadership
and recruit effective committees
III. Effective committee leadership
About the Topic Expert
Your committee brings ASSETS to your event
They bring talents and expertise to your planning
They bring in donations and sponsorships
They bring their contacts to your mailing list
V. Finding the hidden assets in your committee
About the Topic Expert
Help them recognize their ASSETS
Bring a Wish List to the first meeting
Brainstorm about potential assets at the first meeting
Help them with outreach and follow up
V. Finding the hidden assets in your committee
About the Topic Expert
Teach them the right mindset to ASK
They are not asking for money…they are OFFERING AN
OPPORTUNITY TO PARTICIPATE IN SOMETHING MEANINGFUL
V. Finding the hidden assets in your committee
About the Topic Expert
COMMITTEE SURVIVAL GUIDE
and recruit effective committees
VI. Guidelines for managing committee problems and personal issues
About the Topic Expert
Personality types to watch out for
The Chatterbox – talks about anything, any time
Debby Downer – brings a world of woe to the meetings
The Mean Girl(s) – put downs and gang ups
The Selfie – it’s all about her and she wants her way
and recruit effective committees
VI. Guidelines for managing committee problems and personal issues
About the Topic Expert
Situations to watch out for
The Bad Mouth– talks negatively about committee/event
The Over-Promiser– be skeptical and prepared
The Disappeared– be aware if someone has slipped away
The Thief– handle in private, handle immediately
Death or Illness – handle in private, rally the troops
and recruit effective committees
VI. Guidelines for managing committee problems and personal issue
About the Topic Expert
If you remember 3 things from today…
Organization – Communication – Appreciations
Praise – Delay - Distract
You are in control and they look to you for leadership
and recruit effective committees
III. Effective committee leadership
About the Topic Expert
Join us at Queen Bee Fundraising for workshops, webinars and programs that help nonprofit organizations create professional-quality events
that generate greater revenue and engagement.
www.QueenBeeFundraising.com
Looking for more strategies to succeed with your events?
Questions?
https://bloomerang.co/resources
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7 Steps to a Simple, Successful Fundraising Plan
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Sandy Rees
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