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HOW TO PLAN AN EVENT


Event and activity planning is a very important aspect to the Master and Warden’s leadership role.  It is well-planned events and activities of the Lodge that interest and motivates members and encourages non-members to become involved and join.

BOTTOM LINE

As a leader in the Lodge, the members are counting on you to provide several well-planned events or activities in the next year.  You will be judged and the whole structure will be judged by your performance.  As the old saying goes, “The buck stops here.”

PLANNING

Planning has the obvious advantage of thinking ahead about the task (event or activity) and the ways to accomplish it (plan).  The end goal is that the event or activity is done successfully.  Involving the Lodge members in the planning and execution of the event has the added advantage of giving every member a chance to influence the decisions and gain satisfaction from having helped decide on and carry out the event or activity.

THE PLANNING PROCESS

1.  CONSIDER THE EVENT OR ACTIVITY

What is the assigned event or activity?  Does everyone understand it? It is important that there be a common understanding of what the activity or event is to be.  Get agreement from everyone to go along with the assignment.

Start the planning process by asking the famous questions: Who?, What?, When?, Where?, Why?, How?, and How Much?

Ask for input and opinions.  Decide whether the group will accept the assignment as is, bargain for changes to the assignment, or refuse the assignment.  Lead the group to a point where it will REACH A DECISION.  You can’t go any further in planning until you reach these basic decisions.

2.  DO RESEARCH AND CONSIDER RESOURCES

You and the members of your group should familiarize yourselves with the history of the event or activity if it is one that has been presented before.  Contact others who have presented the event or activity before.  Ask them questions so that you don’t make the same mistakes they did and to take advantage of their insight on putting on such an event or activity as you have assigned.  If you or other members of the group have attended the event or activity in the past, take some time to reflect and consider how each of you felt about it.

Consider your resources for the event or activity: the potential of your group and the potential of the Lodge to put on such an event or activity (this includes not only the number of members but age appropriateness of the event or activity for the membership, and experience in putting on events or activities); past experience with such an event or activity; equipment and supplies; money; time availability; potential sights for the event or activity; advisor and prevent availability.

As you and the group review the above, REACH A DECISION on how the group will proceed in planning.

3.  CONSIDER ALTERNATIVES:

Be flexible in your planning.  Expect the unexpected.  Consider all the possible things that could go wrong (e.g. such as rain for an outdoor event, failure of the caterer to show up for the dinner, or lack of support from the membership).  Have a Plan B.  Think of alternatives to obstacles in presenting the event or activity.  Be ready to use them.  Consider the possibilities and write them into your plan. 

REACH A DECISION

4.  SET GOALS AND CREATE A PLAN

Once the group has considered and researched its task, considered its resources, and considered alternatives (including a Plan B), it’s now time to decide how the group would like to have the event or activity occur.  Set goals (i.e. attendance, publicity, organization, outcome). 

REACH A DECISION

5.  CREATE A TASK & RESOURCE LIST, TIMELINE AND BUDGET

It is important to know your resources and to formulate a plan of attack.  Write down and itemized list of resources that you will need as well as tasks that have yet to be completed.  Create a timeline that leads up to the event.  Include time for collecting resources, set up, the event, and clean up.  It is most important that you also create a budget for the event. Ensure that you include expenses and income.  Does your income exceed your expenses? What are your financial goals for the event?

REACH A DECISION

6.  WRITE THE PLAN DOWN

Every event should be well documented.  Once a plan has been decided upon, it is important to cement those plans by writing them down.  These plans should then be shared with all who are involved.

REACH A DECISION

7.  PUT THE PLAN INTO EFFECT

The planning stages are complete.  It is now time for you to execute your plan.  While you may have decided upon a specific course of action, remember that it is important to be flexible – expect the unexpected and adjust (using Plan B) to meet your needs.  Review carefully with the group, before any changes are made.

REACH A DECISION

8.  FOLLOW UP AND EVALUATE

As a group, review the outcome of the event or activity.  Did it go according to plan?  Was it successful? Was the plan used a good one?  Did the group make the plan work?  What about the event or activity and group work well and what didn’t?  What changes or improvements can or should be made? 

Develop a report for the Lodge that evaluates the event or activity and makes recommendations for any such future event or activity.

Put the evaluation in writing, giving copies to the Master, Wardens, Secretary, Treasurer, and the Lodge members. 

The report should include a detailed budget recap.

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LODGE EVENT PLANNING GUIDE

EVENT ___________________________________________________________

Event Date: _____________ location:________________ Time: ________________

Chairman: ________________________

Committee Members:   _________________________________________________

                                    _________________________________________________

                                    _________________________________________________

SET GOALS

As the chairman of this event, I would like to accomplish the following and achieve the following goals:

1.         ____________________________________________________________

2.         ____________________________________________________________

3.         ____________________________________________________________

4.         ____________________________________________________________

5.         ____________________________________________________________

6.         ____________________________________________________________

7.         ____________________________________________________________

8.         ____________________________________________________________

9.         ____________________________________________________________

10.       ____________________________________________________________ 

Beginning with the end in mind, I would like this event to be remembered this way

___________________________________________________________________

___________________________________________________________________

TYPE OF EVENT: (Check all that apply)

_____ FUN _____ SOCIAL _____ MEMBERSHIP _____ RITUAL

______FUND-RAISING   _____ COMMUNITY SERVICE

______EDUCATION ________ FRATERNAL RELATIONS

Event Date: ____________________________ Time: _______________________

Arrive/Set Up Time: ________________ Take Down/Leave Time ______________

Location: __________________________________________________________

Target Market of Event: (check all that apply)

_____ Members  _____ Prospective Members  _____ Other  Lodges _______ Families

 _____Masonic Family  _________General Public  _____ Youth Groups (____DeMolay

 _____ Rainbow Girls _____ Job's Daughters)  _______ Other: ______________

NOTES:

___________________________________________________________________

___________________________________________________________________

Event Agenda:

Time                  Activity

___________________________________________________________________

___________________________________________________________________

___________________________________________________________________

___________________________________________________________________

Sample Agenda

7:00am       Arrive & Set Up

8:00am       Begin Washing Cars

12:00pm     Lunch Break
                   (new shift begins)

 3:00pm      Stop washing cars
                   Clean-up

4:00pm       Dismiss Everyone

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EVENT TASK AND TIMELINE 

List all the tasks involved in planning the event, the dates when the task must be completed, and which committee member is responsible for completing the task.

TASK                                      WEEK(S)        DATE TO BE RESPONSIBLE
                                                IN                    COMPLETED COM. MEMBER
                                                ADVANCE
_________________________________________________________________

1. Confirm use site                    8 Weeks         

2. Develop Event Budget          7 Weeks 

3. Flyer OK’d and Mailed
    to Target Market                  7 Weeks

4. Publicity                               7 Weeks

5. Secure Equipment                 6 Weeks

6.  Secure Workers                  6 Weeks

7. Food/Beverages                   6 Weeks

8. Entertainment                        6 Weeks

9. Make program                     5 Weeks

10. Map of Location                 4 Weeks

11. List of Assigned tasks
      for day of Event                  4 Weeks

12. Confirm set-up &
      Clean-up Crews                 1 Week

13. Confirm last
      Minute Details                    1 Week

14. Transportation for
      Equipment and
      Members/Family Members
      Needing Rides                    1 Week

15. Debrief (immediately after event)

16. Thank you Letters (within one week)

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EQUIPMENT AND SUPPLIES

List all the equipment and supplies that will be needed to complete the event, where they will be obtained, and by when and who will be responsible for obtaining it/them.

ITEM                              OBTAIN FROM                              RESPONSIBLE
                                                                                                   COM. MEMBER

________________________________________________________________________

___________________________________________________________________

___________________________________________________________________

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MARKETING

List what is being done to promote the event to each of the target markets checked off on the first page.

Promotion # 1:

___________________________________________________________________

___________________________________________________________________

Promotion # 2:

___________________________________________________________________

___________________________________________________________________

Promotion #3:

___________________________________________________________________

___________________________________________________________________

Has a press release been prepared?  ___ Yes  ___ No   When: ________________

Who will receive the press release?  ___ Newspaper  ___ TV  ___ Radio

Include photo for newspaper? ___ Yes  ___  No

Has an event flyer been prepared? ___ Yes  ___ No   (attach flyer)

Who will receive the flyer? ___________________________________________

Has a telephone campaign been prepared? ___ Yes  ___ No

Who is to be called when: ____________________________________________

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BUDGET

Create the event budget, the plan of spending, and proposed income using the Master’s Term Budget. Include all income, donations letters, donations and sponsors.

Remember: Estimate income low and Expenses high.

INCOME:  Price per person or unit.

                        __________ X  ______________                  =          $ _______________

                        # of People         Charge p/Person

                        __________  X  ______________                 =          $________________

                        # of Units           Price p/ Unit

                        Donations                                                         =          $________________

                        Sponsors                                                          =          $________________

 

Total Income $ ___________

EXPENSES;

            Location                                                                       $ ______________________

            Set-up Money                                                              $ ______________________

            Food/Beverage                                                            $ ______________________

            Marketing/Flyers                                                          $ ______________________

            Postage                                                                        $ ______________________

            Printing (Programs, etc.)                                               $ ______________________

            Supplies                                                                       $ ______________________

            Entertainment                                                                $ ______________________

            Lodging                                                                        $ ______________________

            Awards / Recognitions                                                  $ ______________________

            Miscellaneous                                                               $ ______________________

 

                                                                                                Total Expense $ __________

PROFIT (LOSS):

Set-up Money                          $____________

Total Money Taken In              $____________

Total Expenses                         $____________

Total Profit (Loss)                    $____________                      Total Profit/Loss $ _______

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MINUTE BY MINUTE:

TIME               ACTIVITY                              TIME               ACTIVITY

___:___           ___________________          ___:___           ___________________

___:___           ___________________          ___:___           ___________________

___:___           ___________________          ___:___           ___________________

___:___           ___________________          ___:___           ___________________

___:___           ___________________          ___:___           ___________________

___:___           ___________________          ___:___           ___________________

___:___           ___________________          ___:___           ___________________

___:___           ___________________          ___:___           ___________________

___:___           ___________________          ___:___           ___________________

___:___           ___________________          ___:___           ___________________

___:___           ___________________          ___:___           ___________________

___:___           ___________________          ___:___           ___________________

___:___           ___________________          ___:___           ___________________

___:___           ___________________          ___:___           ___________________

___:___           ___________________          ___:___           ___________________

SAMPLE MINUTE BY MINUTE

CAR WASH

 7:00 –  7:20AM            Arrive at location

 7:20 –  7:40AM             Set-up supplies

 7:40 –  8:00AM             Post signs

 8:00 – 12:00PM             Wash cars

12:20 – 12:25PM            First shift excused

12:00PM                         New shirt begins

12:00 -  3:00PM             Wash cars

 3:00 -   3:30PM             Finish washing cars

 3:30 -  4:00PM             Clean up

 4:00 -  4:30PM              Debrief for Committee

 4:30PM                          Depart

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DEBRIEFING/FINAL REPORT:

This portion of the Event Planning Guide is to be filled out immediately following the event. The committee will meet to discuss the good points and the parts needing to be changed or improved. Get into detail to help the next committee have a more successful event. Once the debrief is complete, the Chairman should produce a written report which should be shared with the Lodge at its next meeting with formal copies given to the Worshipful Master, Senior and Junior Wardens, Lodge Secretary, and Lodge Treasurer.

Event: ___________________ Date: _______________ Location:_________________

Chairman:___________________

Committee Members:_____________________________________________________

Attendance: ______________ Cost Per Person:_____________

Income: ________________  Expenses: ____________________ Profit/Loss:________

General Overview of Event:

___________________________________________________________________

___________________________________________________________________

Positive Features:

___________________________________________________________________

___________________________________________________________________

Features Needing Improvement or Change:

___________________________________________________________________

___________________________________________________________________

Ideas / Suggestions:

___________________________________________________________________

___________________________________________________________________

Recommendations:

___________________________________________________________________

___________________________________________________________________

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Last modified: March 22, 2014