8.4. Event Documents
It is important to be organized when supporting a group that is planning an event – your tasks list is only one of the very many important documents you will need to keep. You may choose to use a binder or file-share (such as OneNote) for the purpose of storing all your documents. Using dividers, sections and appropriate file names and folders can help ensure you are able to find important documents when you need them.
Some common documents to keep in your binder/file-share are:
Timeline forms to stay on track
- 6 months prior
- 3 months prior
- 1 month prior
- 2 weeks prior
- 1 week prior
- Day of event
- Post-event
Contacts
- Name
- Affiliation
- Contact details
Contingency Plans
- Emergency Situation
- Contact
- Action
Budget
- Item
- Estimated total
- Actual total
- Difference
Assignments
- Task
- Responsible team member
- Deadline
- Date completed
Program Details
- Time
- Activity
- Speaker
- Location
- Responsible team member
When you see it all spelled out like this it seems like a LOT of work, doesn’t it? The volume of work is exactly why we have event committees – to disperse the work evenly among folks using their strengths and weaknesses as a determining factor in who gets to do what. It’s also why having a “Responsible Team Member” field in your task list is critical. Who to call on for questions and concerns? The Responsible Team Member.
