Event Coordination “Nothing can stop people with the right mental attitude from achieving their goals” Thomas Jefferson

Five Step Planning Process STEP 5 Evaluation and Wrap-Up Evaluate the Event STEP 4 Implement the Event STEP 3 Developing the Plan for the Event STEP 2 Goal Setting STEP 1 Needs Assessment Implement the event plan Develop the event plan (including a detailed action plan) Develop goals to meet the needs of the target group Identify and assess the needs of the target group

Following the Process Needs Assessment What do your potential participants want and/or needWhat do your potential participants want and/or need Setting Goals What will your goals be?What will your goals be? Can you state your goals for the project in SMART terms?Can you state your goals for the project in SMART terms? Developing the Plan for the Event Can you develop an idea?Can you develop an idea? Using previous experience Through brainstorming Can you select the best option?Can you select the best option? After assessing possible problems After considering alternatives Can you develop a detailed action planCan you develop a detailed action plan Stating who is responsible for whatStating who is responsible for what Set deadlinesSet deadlines

Following the Process Implementing the Event Can you run the event as planned?Can you run the event as planned? Can you adjust your plan to handle unexpected changes?Can you adjust your plan to handle unexpected changes? Can you enjoy the experience?Can you enjoy the experience? Evaluation and Wrap-up Have you developed criteria to measure the success of the event?Have you developed criteria to measure the success of the event? Leave a report for future referenceLeave a report for future reference Were there any areas that needed improvement? What unexpected things happened? Did you deal with them effectively? Draw up a financial report. Pay bills.Draw up a financial report. Pay bills.

Setting Goals Goals protect us from aimless effort and point us in a positive direction

SMART Goals To reach your goal you need to write SMART goals Specific Measurable Attainable Relevant Time Specific

Must have one or two intended results stated and described unequivocally Must be well defined and clear to anyone familiar with the project For Example: –“The members of the salsa dance club will learn how to dance partner salsa” Specific Goals

There will be an observable change in behaviour that can be measured Select concrete methods and criteria for assessing progress Example: –“The dancers’ ability will be greatly enhanced” Versus Versus –“The dancers’ will be able to perform 10 different salsa steps” Measurable Goals

Achievable while presenting a realistic challenge Consider target group characteristics and the resources available If the standards of performance are set too high, take another look Example: –Learning 10 different salsa steps in six weeks VERSUS –Learning 6 different steps if at the midpoint of the program the dancers’ progress is slower than expected Attainable Goals

Use the target group’s needs as a realistic challenge Obtain target group’s needs through a needs assessment Example: –The club members have paid a fee to attend, as it is clear that learning to dance the salsa is relevant to them for a number of personal reasons Relevant Goals

Obviously stated timeline as a length of time or completion date Example: –“The members of the salsa dance class will be able to perform 10 different steps in sequence by the end of the six week session” Time Specific Goal

SMART Goals To write a SMART goal, ask yourself: –S Exactly what is the end result I hope for? –M What makes up a good event? –A Is my goal feasible? –R is my goal meaningful? –T How much time do I have?