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

[Larry Lampert <l_lampert@yahoo.com>]

Excellent idea Ann! Wish we had thought about it last
year too.

Great seeing you again. Hope to see you in July for
the ACA. We would love to have you as a volunteer if
you are interested!!!

Regards,
Larry
--- Ann Viverette <annv777@houston.rr.com> wrote:

> 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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