Re: [AGA-mcm] Re: The value of a Master File

["Karen Randall" <krandall@rdrcpa.biz>]

Really good idea, Ann.

Karen

----- Original Message ----- 
From: "Ann Viverette" <annv777@houston.rr.com>
To: <aga-mcm@thekrib.com>
Sent: Friday, November 19, 2004 5:58 PM
Subject: [AGA-mcm] Re: The value of a Master File


> I was a part of a group that held 14 events a year, each run by
committees,
> with different people running it each time. We had a Master File,
containing
> the followup notes from each chairperson of each event for the past 10
years
> or so. The notes were a regurgitation of everything that was done, what it
> cost, when it was started, how many people it took, materials, leftovers,
> budgets, profits, on and on. Most important, each had suggestions for
> whoever was to chair it the next time, when the events were planned the
next
> year.
>
> >From the history, you could see that attendance was declining or
increasing
> over the years at certain functions, preliminary budgets could be
prepared,
> timetables could be estimated. The chair left notes about what could have
> been better, smoother, cheaper. From the history, a newbie could get a
feel
> for how far to deviate from what worked before, and one could go to plans
of
> earlier years easily as well as invent a new procedure.
>
> The best notes were those prepared right on the heels of the event, before
> the finer details were lost. In fact, the only events that were really
hard
> to work were the ones where one person had done it for 2 years in a row
and
> therefore had not left any notes for either year. Most Event files had
> subchairs reports in addition to the chairpersons report. It was also
> essential that the Master File for each Event be recovered after the
event,
> for if someone moved away they took a decade of experience with them.
>
> These files were pure GOLD when some unsuspecting innocent was collared to
> chair an event the next year. "Here, take this file, it will tell you
> everything you need to know, then feel free to work out your own details
to
> suit you."
>
> Ann V
>
>
> > Ghazanfar, when we talked on Friday, you said something about preparing
a
> > document detailing all the issues that the GWAPA members experienced in
> > planning (and now executing) the convention.  I am hoping that you are
> > still planning to post this document...
>
>
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