About

The One Club Denver Chapter is a volunteer-run nonprofit that produces programs and events to support the Colorado creative community. Board members and volunteers typically have full time jobs as designers, copy writers and strategists sometimes with little to no event planning experience.

Goal

The Denver Chapter needed a way to streamline the event planning process to make it easier for volunteers to manage during their after work hours while continuing to produce top level events and programs. With board member’s and volunteer’s terms complete in 1-2 years, the board also needed a way to standardize event and program components while also retaining intellectual property for future boards and volunteers.

Strategy

To provide board members and volunteers with the necessary information to produce events and programs, we determined a manual or program guide would help them understand all the details that are needed. The manuals needed to be easily available to the remote teams and allow for quick updates.

Outcome

Over the years I have learned the most efficient way to run our events and programs and was able to create detailed manuals for every event and program that provided a roadmap for the teams. The manuals were created in Google Docs to be easily accessed by the remote teams and updated as appropriate. As part of this project, I also reorganized the chapter’s document file structure on Google Drive chronologically by event planning phases, numbered in order of access and coinciding with the manual layout. The manual includes links to appropriate folders for quick and easy access by remote teams.

When board members and volunteers produce events they now have a detailed guide to assist them in running the event or program, allows anyone to easily jump in at any point in the process and quickly find relevant event or program documents. The board is assured that teams are aware of all required tasks and are able to better manage their time.

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