What to Do When Out of Your Event Comfort Zone.

Have you ever had a new event to produce and no idea how to tackle the planning? Here's some insights I learned when recently faced with this.

When my Rotary Club was invited to partner with a committee of enthusiastic but inexperienced volunteers to organize the first-ever Conejo Valley Parade, we knew it would be a challenge. With the event date looming and little progress made on the necessary permits and coordination with city officials and public services, our team stepped in to steer the ship.

And even though none of us had ever produced a parade before, I thought, "Heck, how hard can it be?"

It turns out, pretty darn hard.

Overcoming Initial Hurdles:

Our first task was a formidable one: navigating the bureaucratic labyrinth. Coordinating with the city, Caltrans for street closures, the fire department, and the police was no small feat, especially as none of these entities seemed particularly thrilled about the event.

Furthermore, with only three days to go before the parade, we finally received the official permit—talk about cutting it close!

Building the Team:

As the appointed production lead, my responsibilities were vast, ranging from creating dozens of protocols for approximately 1,000 parade participants to managing communications for our 100 dedicated volunteers.

The initial integration of our Rotary Club members with the local committee was crucial. By establishing a cohesive team early on, we laid the groundwork for effective collaboration and shared responsibility.

But first, we had to stop the two groups from thinking of the efforts as "us and them" and turn the whole group into a "we". That was easier said than done, but by the day of the parade we were all feeling the love and acting as a team.

Key Strategies for Success:

• Delegation of Tasks: Right away we recognized that no one person could manage every detail alone, and delegating specific responsibilities to trusted team members not only eased the workflow but also gave individuals the freedom to innovate and solve problems within their areas of expertise. This also made these people feel they were a valuable part of our team.
• Leadership and Listening: As a leader, I always make it clear that I am there to facilitate everyone's work on the event. I focused on being receptive to the ideas and concerns of all team members, which helped in implementing effective strategies. I stressed that this wasn't my parade but the whole team's parade.
• Communications Plan: We developed a detailed communications plan that kept participants and volunteers informed with daily updates, ensuring everyone was aligned and prepared. While I wrote all the emails, we had an amazing member of our Rotary club step in and schedule them to be sent out like clockwork.

Lessons Learned:

• Find City Allies: Establish connections with city officials early. Their insights and guidance are invaluable in navigating permit processes. When things get tough with the permit process, and it WILL get tough, having someone on the inside to advocate for you is priceless.
• Budget for the Unexpected: Always have a reserve fund for unforeseen expenses. Events are unpredictable, and flexibility is key. In our case, we had over $20,000 in unforeseen costs due to police and city requirements.
• Documentation is Crucial: Never assume tasks are completed unless confirmed in writing. Maintain organized shared files for team-wide transparency. If someone says they are getting something underwritten or donated, contact the donor and get it in writing.
• Ignore the Noise: Stay focused on the goals of the event. It’s easy to get sidetracked by individual agendas that don’t serve the larger purpose.
• Rethink Communication Tools: Traditional walkie-talkies fell short. Their batteries just don't last during a long set up and event. Next year we will switch to smartphone chat groups for real-time communication among leaders.
• Centralize Vital Information: Assign a dedicated person to manage the printing and distribution of essential documents on the day of the event to avoid last-minute chaos.

Conclusion: Despite the initial hurdles, the Conejo Valley Parade was a resounding success, celebrated by the community and participants alike. The experience was a profound learning opportunity, not just in event management but in leadership and community engagement. A tip of the hat to my colleagues Matthew Midura and Randy Strong and all of the Westlake Village Sunrise Rotary Club for their amazing efforts, and a heartfelt thank you to the Fargo's Angels Parade Committee for bringing us along for the journey.

As we look forward to next year, we are better equipped, wiser, and more connected as a team. Here’s to many more Conejo Valley Parades!

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