Event Coordination

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(written by Hayeon Lee, Olivia Park and HyunJoo Lee in 2010)
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KRC Unity Meeting April 4th, 2009

Coordinators’ Guide

Coordinators are responsible for ensuring a successful event, from the planning stages to the actual event to the follow-up. While some work can divided among many staff, ultimately, the coordinator is responsible for seeing the big picture, for appropriate delegation and more importantly, diligent follow-up so that all tasks and roles are covered.

Contents

Coordinator Resources

  1. Rally and march checklist (pp. 2-3): The basic must-have items for any rally and/or march – of course, each event is unique, so please take the list as a minimum and assess whether or not you need more
  2. Team leads guide (p. 4): A guide for the individuals you choose as team leads to ensure that they have a solid team system in place for the event

Some lessons learned

  1. Outreach needs to be tied to concrete numbers, not to optimistic hopes. As a rule, outreach should be to at least double if not triple the goal number of turnout. Individuals also drop out in the week preceding the event so it is wise to keep a waitlist and also anticipate that dip in turnout.
  2. Staffing plans have not been a successful tool for coordinators in several recent attempts. An alternative method is thus recommended.
  3. Delegate wisely to individuals who can step up to fill their roles.
  4. Safety first – make sure the security plan is strong and identify a lost location as well as ensure that individuals have emergency contact numbers on their person through the event.
  5. Be early! It’s okay to have to wait due to being early – it is much worse to be late.
  6. This guide and its resources will be helpful, but ultimately a coordinator is not a keeper of documents but a person who can proactively keep an event functional given dynamic situations and sometimes, emergencies.


Rally and March Checklist

Items to take:

Item Qty Who Notes
  Water
  Food/snacks
  Bullhorn
  Nongi
  Poongmul instruments
  KRC/NAKASEC banner
  Picket signs
  Camera (batteries)
  Flipcam and/or camcorder
  First-Aid Kit
  Contact lists i.e. participants and emergency #s
  Route maps
  Media materials i.e. media sign-in, business cards, spokesperson list, etc.
  Participant materials i.e. participant guide, etc.
  Security identifiers i.e. armbands or vests
  Team List
  Chant Sheet
  Translation Equipment

Tasks at the rally and/or march:

Task Who Notes
Security This includes route leaders at the front and end our group (if marching)
Water/snack distribution
Senior members point person(s) i.e. ensure they have enough food/drink and rest, accompany to bathroom, etc.
Children's point person i.e. ensure they have enough food/drink and rest
Photo documentation Intentionally capture some pre-identified shots for easy selection later
Twitter
Video documentation Same as photo documentation
Chant Leader
Media point person
Media spokesperson(s)
Nongi carriers
Poongmul troupe
Banner carriers
Bus liaison If applicable
Transportation Plan Point Person
Translator(s)
Loading/unloading

Team Leads’ Guide

Team leads play an important role in ensuring safety of participants and helping the event run smoothly. Before the main event, have a short orientation with your team members. Use this time to learn their faces and names and “break the ice.” The relationship that you build them will positively affect their experience at the event and their future involvement with KRC and NAKASEC. It’s your responsibility to know your team members’ whereabouts throughout the event and be their go-to source for questions and concerns.

You should go over the following with your team:

  • Brief overview of event (including march route, if applicable)
  • Safety precautions
  • Protocol in case of emergency/lost
  • System for rejoining group after bathroom, etc.

You should have the following things during an event:

  • Emergency Contact List
  • Extra water, route (for march)
  • An identified location to re-group if lost

Security Leads Guide

  • Separate conflict from the rest of the group
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