I belong to Toastmasters International, as the name implies, an international organization, which trains speakers, but also carried the strapline - Where Leaders Are Made.
The leader of an organization or event is often called upon to give a speech. A speaker often has to organize an event to promote a cuase of business, or to be sure that he can be heard and seen at an event organized by others.
I started my jorney through the toastmasters speaking programme and up the hierarchy, first as nervous speaker, then as a confident speaker, then as a club committe member, then as a club president, then as an area director in charge of reporting on six clubs and orgnaizing a paid for Pathways Workshop.
Organizing a major event consists of seven stages.
Behind the scenes, somebody decides the event id needed and somebody decides you are the one to organize it.
As a club member, I had seen Area Directors make their club visits to do the twice a year report. I thought that was all they had to do. If they organized workshops, and cub officer training, that was because they were bossy, or efficient and liked doing that. I was in for a nasty surprise at the first area directors meeting, organized by the division governor. The events are scheduled, and the area dirctor hands out the tasks and says, you have to organize this event.
LEADERS & FOLLOWERS, ACTION TYPES & PASSIVE TYPES
I had often heard that a survey on fears found that most Americans are more afraid of public speaking than dying. I love speaking. I am an only child so I love attention and I can waffle on for hours.
If you are also afraid, it might help you to understand youserlf if you observe me. If you are not afraid, you might understand how to motivate and lead others if you observe what I went through.
Fear Of Organizing
I hate orgnizing, whether it is a small speech, or a big event. I would rather die than orgnaize event. I no longer worry about plane crashes. I actually sit on a plane fastening the seatbelt, thinking, if the plane crashes at least I won't have to organize the end of year party. I'm thinking, please God, let the plane crash so I don't have to organize. If the plane crashes, it is my fault. Luckily, for everybody, on most planes, several other hundred people are praying let this plane land safely - incluidng the pilot.
Once you are pushed into action, here are the stages needed to organize the event:
Here are the
1 Decide you can do it. (Motivation.)
2 Agree to do it. (Commitment.)
3 List what needs to be done by who and how many people. (Prepare/Plan: Date. Venue. Performers. Printing of posters, tickets and certificates. PR. Ticket Sales.Catering. Buy audience prizes and rewards for performers. Gatekeepers/security. Venue equipment. Clear-up. Feedback. Storage or return of decorations and eqquipment. Handover to successors.
4 Get somebody else to do it. (Delegate.) Eric tan assured me, the others will help you.
5 Get the credt for having done it. (Self-promotion.)
6 Be happy that you know how to do it next time. (Enjoy Learning experience.)
7 Repeat (better next time) or Escape! (Never Again).
1 Motivation - Are You A Keen Organizer?
Pleasures
Some people love organizing birthday parties, seasonal celebrations, weddings and funerals. Some people hate it. Most people can see how other people should have done it better. I wanted to be area director because it is one of the requirments to bing a dsitnguished toastmaster. After you have done forty speaeches, been a member of Toastmasters, wenty years, then what. After all your friends have achieved DTM and you haven't, yet, then what.
Motivation - Personalities
Should you focus on the problems or the solutions. Glass half full or empty?
My husband is the oppiste type. He is a judger. He likes to be in charge and organize an event all on his own. When he has made a decision he feels better.
Whilst I have indecidion before, buyers joy at the point of buying, but buyers remorse after when I review the empty purse and the onlookers' feedback.
Eventually, if you stay within Toastmasters, if you don't decide to do it, somebody will ask you, 'When are you going to do it?' Then, if you don't volunteer, they will push you.
Why do they push you? Because they need more hands on deck.You've been sitting around lazily doing nothing for six months, it's time you got up and helped!
Problems
But discover the difficulties and the pleasures when they try to organize it themselves.
2 Starting Action
Problem - where to start?
Solutions
As Nike said, feel the fear but do it it anyway. Just do it. Get started. Rush in.
Procrastinator - Couch Potato
My first problem was, I didn't want to do it. I hate orgnaizing.
I love organizing a birthday party, choosing the food if the budgt is unlimited. I am a shopper, a buyer.
However, I hate budgeting. I hate orgnaizing events. They take an enoumous amount of time. They cause lots of stress.
Stop wait.
Really, you cannot rush in. Most tasks consist of three steps, no, four, no, five, no, six, no seven.
Start with the end in mind.
Focus on the Satisying Goal. Focus on the End time or time limit. This tine next year it will be done and dusted, over and forgotten.
I shall now contradict what I just told you. Nike was right. Just do it.
Unfortunately, I am a procrastinator. On the Myers briggs personality scale I am an ENFP. P is a mystery word, preceiver. I use a more easily understood word, procrastinator.
The first taks for the even orgnazer is to fix a date. Venue must be available.
Gaterhing information - submitting information to those who take decisions.
Anand told me: As the President or orgnaixer, you have to take the decision. If the roup is divided, you are the tie-breaker If you disagree, you have the veto. If they are volunteers, you have to be tactful. You just tell them, I listened to all your opinions, then I decided to do ...(whatever you decided to do). You could have a vote, if you don't feel strongly either way, or if you don't want to lose valued members. But a deciion has to be made and you have to make it.
Sometimes you can say, 'Let's try the new plan. If it doesn't work better, we'll go back to the old plan.'
1 You have no choice. You have to do it, organizing a wedding, funeral, birthday party.
My husband, Trevor, said, "It's not a problem. It's a task."
PLANNING
DATES
The first consideration is seasonal dates. Yeear, Month, weekend or midweek, which day, which time, second choice Is the weather, climate, time of day suitable for your event? Any seasonal dates?
You might not want your event to take place on Easter because people are away on holiday or busy with children in the holidays. Do you need a creche for parents?
Easter is Christian. What about other races, religions and nationalities? In Asia your venue or restaurant will be closed for Chinese New Year and your perfomers and audience could be away travelling or unable to get flights. Check your diary for national days. check if the msueum or restaurant or library is closed on Sunday and Monday. Will the orgnaizers or audience want to attend during working hours only, or only after work and at weekends?
We had one autumn speech contest which was organized over the Jewish New Year and Yom Kippur. The other members did not think we could move it or change it just because of one member. When we discovered that our club representative at the contest, as well as the Chief judge, were both doing to be absent, the club quickly changed its mind and changed the date.
A royal wedding in the UK coincided with an important football match. Result, some TV channels busy with cameras and events scheduled during the day for football. Audeinces watching football instead of the wedding. The groom himself had to miss seeing his team play.
At a recent committee meeting, we found that families with small children at home during Covid19 were busy 24/7 especially at meal times.
Challenges
I did not know the dates for the following year. I did not have a diary for the following year.
Children
Can they bring children? Is there a risk to children or adults. Is it legal? Is the venue safe for children? Are the parents or guardians present? Can the childminders and give attention to protecting children from stairs and cbalconies, falling off the stage, not electrocuting themsleves, interrupting by crying and rnning around, and running into the street, Without parents or guardians present, you might need to spend time and money on a criminal background check on the teachers, performers and audience. Some adults might decline to have the check. They might not be able to pass the check, might object on pirnciple, might not want to spend the money or time, might not want the stress and hassle. You might not have the time to get the clearance.
On the other hand it might be simple. Just get the parents to sign a form saying the children will be accompanied at all times. Or be sure your school or entertainment venue's visitor is accompnaied at all times - including met at the entrance door, given security clearance forms and a visitor's bade, escorted to toilets and cafeterieas, around the building, handed to another member of staff if you have to leave, and taken back to the venue exit.
If children are to be present, you might need to inform adults. For example, at one speech contest, the speaker was talking about trying to have children, had antics on stage and language which was not suitable for children. He did not want to change his speech to protect the children. He wanted to exclude the children in order to be free to give his planned speech.
Cost And Time Of Venue
You might have a two hour meeting but need the venue for four hours. Can you arrive early and leave late without clashing with another event or paying exra.
What could go wrong? At one meeting in a health centre, adults wearing towels walked across the back of the hall during the speeches, disracting the speakers and compere.
At another meeting, our speakers ran over time. We didn't know, but a ballet class was booked at the same venue half an hour later. Our speakers meeting ran twenty minutes late. The ballet class particupants charged into the room early. We had seven year olds taking off their clothes and changing into leotards, blocking the aisles with ballet shoes and writhing bodies changing clothes and kis practising ehir pirouettes and ballet movements. Then the ballet teacher interrupting the speaker to apologiese and shout at the girls to wait outside and ask when we were booked into the room and when we would be leaving. Followed by an angry parent, then the building manager demanding we leave.
Setting Up
Allow time for setting up the venue - up to an hour becuase some visitors will arrive early. You might need to fetch cables and equipment from the venue's office. You need to check sound and wifi connections. You need to set up the doorkeeper with table, put signs on doors, signs on the building, get permission to put up direction signs in the building, print them, print extra handouts for latecomers. Move broken chairs and tables, Check toilets have toilet paper and soap and report shortcomings to management. take photos to prove any damage and litter was there when you arrived and not caused by your event. (Or to pass on claims to the insurance of the performers.)
Check fire exits are marked and not locked or obstructed.
DELEGATING
Your first choice is those who want to help. They have done it before, find it easy and enjoy doing it.
Or they like new challenges. One woman I approached smiled and said, "No, I haven't done it before. But I shall find out what needs to be done and I shall do it."
Unfortunately she had a responsible job and travelled a lot and could not commit to a date several months ahead. She would only know the month beforehand, her schedule for the entire following month.
ONLINE
You might think that when meeting go online that solves many of these problems. It does solve the problem of the venue. The challenges are different.
As is often said at weddings, may all your troubles be little ones.
Checklists
Equipment:
chairs
tables
doorkeeper chair and tables
Chair person chair and talbes
table for props, presents
Bag or wrapping paper for gifts, gift tags, thank you notes
catering tables
bin bags for clearup
Tote bags and secruely sealed stage containers for leftover food
Personnel
Food, including kosher, halal, vegetarian, vegan, sugar free, child portions, snacks for break or early arrivals or those staying late
Fresh drinking water
Cleaning
tps for building staff
Thank you letter to building management, unexpectedly needed volunteers and troubleshooters
transport for the elderly, sick and those living at a distance
traurer or accountant's report on profits, loss, money owed to you or by you
Check on last bus and train times and taxi nubers to be sure latecomers or after-party people get home safely and without undue costs
Printing
Posters
Tickets
Certificates
Useful Websites
About The Author
Angela Lansbury, travel writer and photographer, organizer and speaker.
Toastmasters International Find a Club
https://www.toastmasters.org/find-a-club
https://books.google.com.sg/books?id=upSEBwAAQBAJ&pg=PA21&lpg=PA21&dq=quick+quotations
lulu.com/shop/angela-lansbury/who-said-what-when/paperback/product-21713991
learncool.sg
Please share links to your favourite posts
The leader of an organization or event is often called upon to give a speech. A speaker often has to organize an event to promote a cuase of business, or to be sure that he can be heard and seen at an event organized by others.
I started my jorney through the toastmasters speaking programme and up the hierarchy, first as nervous speaker, then as a confident speaker, then as a club committe member, then as a club president, then as an area director in charge of reporting on six clubs and orgnaizing a paid for Pathways Workshop.
Organizing a major event consists of seven stages.
Behind the scenes, somebody decides the event id needed and somebody decides you are the one to organize it.
As a club member, I had seen Area Directors make their club visits to do the twice a year report. I thought that was all they had to do. If they organized workshops, and cub officer training, that was because they were bossy, or efficient and liked doing that. I was in for a nasty surprise at the first area directors meeting, organized by the division governor. The events are scheduled, and the area dirctor hands out the tasks and says, you have to organize this event.
LEADERS & FOLLOWERS, ACTION TYPES & PASSIVE TYPES
I had often heard that a survey on fears found that most Americans are more afraid of public speaking than dying. I love speaking. I am an only child so I love attention and I can waffle on for hours.
If you are also afraid, it might help you to understand youserlf if you observe me. If you are not afraid, you might understand how to motivate and lead others if you observe what I went through.
Fear Of Organizing
I hate orgnizing, whether it is a small speech, or a big event. I would rather die than orgnaize event. I no longer worry about plane crashes. I actually sit on a plane fastening the seatbelt, thinking, if the plane crashes at least I won't have to organize the end of year party. I'm thinking, please God, let the plane crash so I don't have to organize. If the plane crashes, it is my fault. Luckily, for everybody, on most planes, several other hundred people are praying let this plane land safely - incluidng the pilot.
Once you are pushed into action, here are the stages needed to organize the event:
Here are the
1 Decide you can do it. (Motivation.)
2 Agree to do it. (Commitment.)
3 List what needs to be done by who and how many people. (Prepare/Plan: Date. Venue. Performers. Printing of posters, tickets and certificates. PR. Ticket Sales.Catering. Buy audience prizes and rewards for performers. Gatekeepers/security. Venue equipment. Clear-up. Feedback. Storage or return of decorations and eqquipment. Handover to successors.
4 Get somebody else to do it. (Delegate.) Eric tan assured me, the others will help you.
5 Get the credt for having done it. (Self-promotion.)
6 Be happy that you know how to do it next time. (Enjoy Learning experience.)
7 Repeat (better next time) or Escape! (Never Again).
1 Motivation - Are You A Keen Organizer?
Pleasures
Some people love organizing birthday parties, seasonal celebrations, weddings and funerals. Some people hate it. Most people can see how other people should have done it better. I wanted to be area director because it is one of the requirments to bing a dsitnguished toastmaster. After you have done forty speaeches, been a member of Toastmasters, wenty years, then what. After all your friends have achieved DTM and you haven't, yet, then what.
Motivation - Personalities
Should you focus on the problems or the solutions. Glass half full or empty?
My husband is the oppiste type. He is a judger. He likes to be in charge and organize an event all on his own. When he has made a decision he feels better.
Whilst I have indecidion before, buyers joy at the point of buying, but buyers remorse after when I review the empty purse and the onlookers' feedback.
Eventually, if you stay within Toastmasters, if you don't decide to do it, somebody will ask you, 'When are you going to do it?' Then, if you don't volunteer, they will push you.
Why do they push you? Because they need more hands on deck.You've been sitting around lazily doing nothing for six months, it's time you got up and helped!
Problems
But discover the difficulties and the pleasures when they try to organize it themselves.
2 Starting Action
Problem - where to start?
Solutions
As Nike said, feel the fear but do it it anyway. Just do it. Get started. Rush in.
Procrastinator - Couch Potato
My first problem was, I didn't want to do it. I hate orgnaizing.
I love organizing a birthday party, choosing the food if the budgt is unlimited. I am a shopper, a buyer.
However, I hate budgeting. I hate orgnaizing events. They take an enoumous amount of time. They cause lots of stress.
Stop wait.
Really, you cannot rush in. Most tasks consist of three steps, no, four, no, five, no, six, no seven.
Start with the end in mind.
Focus on the Satisying Goal. Focus on the End time or time limit. This tine next year it will be done and dusted, over and forgotten.
I shall now contradict what I just told you. Nike was right. Just do it.
Unfortunately, I am a procrastinator. On the Myers briggs personality scale I am an ENFP. P is a mystery word, preceiver. I use a more easily understood word, procrastinator.
The first taks for the even orgnazer is to fix a date. Venue must be available.
Gaterhing information - submitting information to those who take decisions.
Anand told me: As the President or orgnaixer, you have to take the decision. If the roup is divided, you are the tie-breaker If you disagree, you have the veto. If they are volunteers, you have to be tactful. You just tell them, I listened to all your opinions, then I decided to do ...(whatever you decided to do). You could have a vote, if you don't feel strongly either way, or if you don't want to lose valued members. But a deciion has to be made and you have to make it.
Sometimes you can say, 'Let's try the new plan. If it doesn't work better, we'll go back to the old plan.'
1 You have no choice. You have to do it, organizing a wedding, funeral, birthday party.
My husband, Trevor, said, "It's not a problem. It's a task."
PLANNING
DATES
The first consideration is seasonal dates. Yeear, Month, weekend or midweek, which day, which time, second choice Is the weather, climate, time of day suitable for your event? Any seasonal dates?
You might not want your event to take place on Easter because people are away on holiday or busy with children in the holidays. Do you need a creche for parents?
Easter is Christian. What about other races, religions and nationalities? In Asia your venue or restaurant will be closed for Chinese New Year and your perfomers and audience could be away travelling or unable to get flights. Check your diary for national days. check if the msueum or restaurant or library is closed on Sunday and Monday. Will the orgnaizers or audience want to attend during working hours only, or only after work and at weekends?
We had one autumn speech contest which was organized over the Jewish New Year and Yom Kippur. The other members did not think we could move it or change it just because of one member. When we discovered that our club representative at the contest, as well as the Chief judge, were both doing to be absent, the club quickly changed its mind and changed the date.
A royal wedding in the UK coincided with an important football match. Result, some TV channels busy with cameras and events scheduled during the day for football. Audeinces watching football instead of the wedding. The groom himself had to miss seeing his team play.
At a recent committee meeting, we found that families with small children at home during Covid19 were busy 24/7 especially at meal times.
Challenges
I did not know the dates for the following year. I did not have a diary for the following year.
Children
Can they bring children? Is there a risk to children or adults. Is it legal? Is the venue safe for children? Are the parents or guardians present? Can the childminders and give attention to protecting children from stairs and cbalconies, falling off the stage, not electrocuting themsleves, interrupting by crying and rnning around, and running into the street, Without parents or guardians present, you might need to spend time and money on a criminal background check on the teachers, performers and audience. Some adults might decline to have the check. They might not be able to pass the check, might object on pirnciple, might not want to spend the money or time, might not want the stress and hassle. You might not have the time to get the clearance.
On the other hand it might be simple. Just get the parents to sign a form saying the children will be accompanied at all times. Or be sure your school or entertainment venue's visitor is accompnaied at all times - including met at the entrance door, given security clearance forms and a visitor's bade, escorted to toilets and cafeterieas, around the building, handed to another member of staff if you have to leave, and taken back to the venue exit.
If children are to be present, you might need to inform adults. For example, at one speech contest, the speaker was talking about trying to have children, had antics on stage and language which was not suitable for children. He did not want to change his speech to protect the children. He wanted to exclude the children in order to be free to give his planned speech.
Cost And Time Of Venue
You might have a two hour meeting but need the venue for four hours. Can you arrive early and leave late without clashing with another event or paying exra.
What could go wrong? At one meeting in a health centre, adults wearing towels walked across the back of the hall during the speeches, disracting the speakers and compere.
At another meeting, our speakers ran over time. We didn't know, but a ballet class was booked at the same venue half an hour later. Our speakers meeting ran twenty minutes late. The ballet class particupants charged into the room early. We had seven year olds taking off their clothes and changing into leotards, blocking the aisles with ballet shoes and writhing bodies changing clothes and kis practising ehir pirouettes and ballet movements. Then the ballet teacher interrupting the speaker to apologiese and shout at the girls to wait outside and ask when we were booked into the room and when we would be leaving. Followed by an angry parent, then the building manager demanding we leave.
Setting Up
Allow time for setting up the venue - up to an hour becuase some visitors will arrive early. You might need to fetch cables and equipment from the venue's office. You need to check sound and wifi connections. You need to set up the doorkeeper with table, put signs on doors, signs on the building, get permission to put up direction signs in the building, print them, print extra handouts for latecomers. Move broken chairs and tables, Check toilets have toilet paper and soap and report shortcomings to management. take photos to prove any damage and litter was there when you arrived and not caused by your event. (Or to pass on claims to the insurance of the performers.)
Check fire exits are marked and not locked or obstructed.
DELEGATING
Your first choice is those who want to help. They have done it before, find it easy and enjoy doing it.
Or they like new challenges. One woman I approached smiled and said, "No, I haven't done it before. But I shall find out what needs to be done and I shall do it."
Unfortunately she had a responsible job and travelled a lot and could not commit to a date several months ahead. She would only know the month beforehand, her schedule for the entire following month.
ONLINE
You might think that when meeting go online that solves many of these problems. It does solve the problem of the venue. The challenges are different.
As is often said at weddings, may all your troubles be little ones.
Checklists
Equipment:
chairs
tables
doorkeeper chair and tables
Chair person chair and talbes
table for props, presents
Bag or wrapping paper for gifts, gift tags, thank you notes
catering tables
bin bags for clearup
Tote bags and secruely sealed stage containers for leftover food
Personnel
Food, including kosher, halal, vegetarian, vegan, sugar free, child portions, snacks for break or early arrivals or those staying late
Fresh drinking water
Cleaning
tps for building staff
Thank you letter to building management, unexpectedly needed volunteers and troubleshooters
transport for the elderly, sick and those living at a distance
traurer or accountant's report on profits, loss, money owed to you or by you
Check on last bus and train times and taxi nubers to be sure latecomers or after-party people get home safely and without undue costs
Printing
Posters
Tickets
Certificates
Useful Websites
About The Author
Angela Lansbury, travel writer and photographer, organizer and speaker.
Toastmasters International Find a Club
https://www.toastmasters.org/find-a-club
https://books.google.com.sg/books?id=upSEBwAAQBAJ&pg=PA21&lpg=PA21&dq=quick+quotations
lulu.com/shop/angela-lansbury/who-said-what-when/paperback/product-21713991
learncool.sg
Please share links to your favourite posts
