In our previous article in this series regarding family reunion planning we discussed the need to delegate family reunion task groups by forming subcommittees and departments. In this article we will discuss with more detail the various subcommittee duties and how to follow thru with what each group needs to accomplish in the most time efficient manner possible.
Chairperson of the Family Reunion Committee.
The Chairpersons duties are crucial to the smooth operation of reunion planning, organizing and operations. The Chairperson must make it a point to communicate clearly and effectively. Leaving no one in the dark as to what is to be accomplished, how and why.
Assign one person on each subcommittee as chairperson/head for that department. Department heads have the following duties:
Family Reunion Subcommittees Having the right number of subcommittees is crucial to avoid the overlapping of responsibilities. The following list consists of various reunion subcommittees and their respective duties.
Food Committee
Welcome/Greeting Committee
Finance Committee
Communications Committee
Setup and Cleanup Committee
Fundraising Committee
Photography Committee
News and Media Committee
Supplies Department
Health and Safety Committee
Security Department
Genealogy Research and Presentation Committee
Activities vary according to the reunion itinerary. If the reunion plans involve several days and a large group of attendees it would be best to assign tasks to smaller groups of activities committees.
Decorating and Catering Committee
Outdoor Activities Committee
Indoor Activities Committee
Music and Sound Committee
Travel and Tours Committee
Family Reunion Subcommittee Duties
Hand out the instruction sheets to the appropriate committee chairperson:
This information should detail the steps involved in handling the duties of that particular department and be accompanied by appropriate forms, checklists, books and software.
Family Reunion Planning Software
Along with instructions there should be an associated timeline in which tasks needed to be completed. This kind of information can be found in Family Reunion Planning organizers both in book form and software. I recommend family reunion planner software with editing and printing capability. Any necessary changes can be made on the fly, printed and handed over to the department head.
Write It - Edit It - Print It
Never underestimate the value of clearly printed detailed instructions. Word of mouth is fine. But written instructions will give a busy department head something to refer to when you are not available to direct them.
The following are titles of suggested instruction sheets and associated forms that can be found in a number of family reunion planner organizers.
"Hotel Accomodations Booking and Cost Comparison Sheets" - Travel and Tours Committee
"Music Selection Sheet" - Music and Sound Committee
"Activities Tips Sheet" - Activities Committee
"Maps/Directions Sheet" - Greeting Committee
"Invitations/Flyer/Letters" - Chairperson
"Lunch and Dinner Planner" - Food Committee
"Activities Sheet" - Activities Committee
"Awards/Certificates" - Activities Committee
"Next Reunion Event Planner " - Chairperson
"Genealogy Research and Presentation Documents" - Genealogy Research and Presentation Committee
Family Reunion Planning Timeline Checklist
Most essential at this point is following up with each department regarding completed tasks. To make follow-ups in a timely fashion you will need to consult your calendar/organizer daily. Professional planners put together what is called a timeline checklist well in advance and follow this list daily; checking off completed tasks and making notes of follow thru dates and department needs.
A good reliable reunion planning time line check list enables the chairperson to contact all committee heads several weeks in advance of the time tasks needs to be completed. Giving department heads a reminder when there is still plenty of time to get the job done is what following thru is really all about.
Chairperson of the Family Reunion Committee.
The Chairpersons duties are crucial to the smooth operation of reunion planning, organizing and operations. The Chairperson must make it a point to communicate clearly and effectively. Leaving no one in the dark as to what is to be accomplished, how and why.
Assign one person on each subcommittee as chairperson/head for that department. Department heads have the following duties:
- Organizing and scheduling department meetings and notifying the members of those meetings
- Presiding over meetings and maintaining the peace
- Making a list of volunteers and job assignments
- Keeping a calendar of tasks and checklist of unfinished business
- Motivating people to follow through
Family Reunion Subcommittees Having the right number of subcommittees is crucial to avoid the overlapping of responsibilities. The following list consists of various reunion subcommittees and their respective duties.
Food Committee
Welcome/Greeting Committee
Finance Committee
Communications Committee
Setup and Cleanup Committee
Fundraising Committee
Photography Committee
News and Media Committee
Supplies Department
Health and Safety Committee
Security Department
Genealogy Research and Presentation Committee
Activities vary according to the reunion itinerary. If the reunion plans involve several days and a large group of attendees it would be best to assign tasks to smaller groups of activities committees.
Decorating and Catering Committee
Outdoor Activities Committee
Indoor Activities Committee
Music and Sound Committee
Travel and Tours Committee
Family Reunion Subcommittee Duties
Hand out the instruction sheets to the appropriate committee chairperson:
This information should detail the steps involved in handling the duties of that particular department and be accompanied by appropriate forms, checklists, books and software.
Family Reunion Planning Software
Along with instructions there should be an associated timeline in which tasks needed to be completed. This kind of information can be found in Family Reunion Planning organizers both in book form and software. I recommend family reunion planner software with editing and printing capability. Any necessary changes can be made on the fly, printed and handed over to the department head.
Write It - Edit It - Print It
Never underestimate the value of clearly printed detailed instructions. Word of mouth is fine. But written instructions will give a busy department head something to refer to when you are not available to direct them.
The following are titles of suggested instruction sheets and associated forms that can be found in a number of family reunion planner organizers.
"Hotel Accomodations Booking and Cost Comparison Sheets" - Travel and Tours Committee
"Music Selection Sheet" - Music and Sound Committee
"Activities Tips Sheet" - Activities Committee
"Maps/Directions Sheet" - Greeting Committee
"Invitations/Flyer/Letters" - Chairperson
"Lunch and Dinner Planner" - Food Committee
"Activities Sheet" - Activities Committee
"Awards/Certificates" - Activities Committee
"Next Reunion Event Planner " - Chairperson
"Genealogy Research and Presentation Documents" - Genealogy Research and Presentation Committee
Family Reunion Planning Timeline Checklist
Most essential at this point is following up with each department regarding completed tasks. To make follow-ups in a timely fashion you will need to consult your calendar/organizer daily. Professional planners put together what is called a timeline checklist well in advance and follow this list daily; checking off completed tasks and making notes of follow thru dates and department needs.
A good reliable reunion planning time line check list enables the chairperson to contact all committee heads several weeks in advance of the time tasks needs to be completed. Giving department heads a reminder when there is still plenty of time to get the job done is what following thru is really all about.
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