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Running your First Rotaract Club Event PDF Print E-mail
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Written by Corina Mihaela Paraschiv   
Tuesday, 10 February 2009 23:52
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Running your First Rotaract Club Event
How Many People Will Attend?
Working with Volunteers
Working with Guest Constraints
The Day of The Event
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If your Rotaract Club is holding its first event, be it a fundraiser, a gala, or a social outing for members, you might be concerned about the turnout.  And right you are.  So to get you started, here are some guidelines.  We'll have a look at what aspects of the event organization makes it hard to deal with an unpredictable turnout, we'll see how we can work things out with those constraints, and we'll see how to manage waiting lines and how to decrease no shows.  Armed with this new knowledge, you'l have the confidence and knowledge it takes to successfully run your first event.


Underlying Issues

Now there are some underlying issues with the event you're running.  An event isn't tangible, it's a service, and so with that comes two characteristics that are very unique : your service is perishable-- you can't "stock" extra hours of volunteering in reserve for times when you might need it later.  Once you called Rotaractors to help at an event, they're there, and the time they commit cannot be recupperated if you realize you don't need it, stored, and reused later.  On top of being perishable, your service also has a characteristic called "inseparability".  See when you go to the store and buy a tootbrush, for instance, the time at which you purchase the toothbrush and the time at which you use it can be two different moments.  But with events, it's not like that - when people come to your event, the moment they pay their ticket for the fundraiser at the door, for instance, and the moment they receive the service (ex. restaurant, or comedy evening, etc.), is simulteneous.  This again means that you need volunteers to be there and assure the service as things unfold.  There is no time lag.


Now a service does have constraints.  For example you may have a certain amount of time you're running the event for, or the equipment or facilities you can have can give you some restrictions in terms of how many people you can accomodate. 


So all this leads to say that you have a certain number of volunteers who must be available at the time of your event (inseparability) and whose presence can't be stored for later if you realize you don't need their help.  This will be one step in determining how many people can be served, along with the capacity constraints (such as time, equipment, building, etc.). 


At this point you're probably saying to youself, yes I realize that, so where are we going with this?  In fact I'm trying to get at a very fundamental concept. which is the "fluctuation in demand"- that is how many people you can set up your event for. 

Last Updated ( Wednesday, 11 February 2009 01:25 )

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