CHS President's Handbook 2013

Articles about the School of Hotel Administration

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Page 37 of 70

Cornell Hotel Society-Chapter President's Handbook ANNUAL PLANNING Annual planning is a critical part of good management. Developing an annual plan well in advance helps Chapter members to mark their calendars and provides a tool by which club leadership can measure progress. Here are some guidelines for annual planning: 1. Attempt to lay out a rough calendar for the year. Determine what type of events the Chapter would like to hold and when they'd see the greatest attendance. Try to mix up the type of event, price point, and location so that target audiences are distributed throughout the year. 2. The number of events held yearly can vary by Chapter – perhaps one event a month or quarter – depending on the number and appetite of your Chapter members. Some Chapters may meet more frequently, if membership involvement warrants. On the other hand, a Chapter that meets only annually will usually disappear. All events take time to plan, so fewer, well thought-out and planned events may be more successful and put less strain on officers. 3. Prepare a calendar of events to be the basis for the year to be updated periodically at Board meetings. Send this calendar to the School's Office of Alumni Affairs and your Regional Vice President before the season begins. This mailing could also include a list of the officers for the information of the membership, the Alumni Affairs Office, and Regional Vice President. 4. If former officers continue to be active on the Board in an advisory capacity, they can offer great knowledge of the history of the Chapter, School, and alumni base. This can be extremely helpful when planning events. Often there is no need to reinvent the wheel if an event has taken place in the past. 5. Ask for volunteers to help with specific events. Assign one person to take the lead and be responsible for the event. You may need volunteers to help with the planning and others to help with the event itself. Splitting the workload of an event into smaller segments makes management more efficient and involves more members — two healthy goals! Follow up events with an evaluation, and possibly, an attendee survey. Watch the patterns of people attending – do they turn out for athletic events? Faculty speakers? Meals? Cocktail events? This follow-up is essential for future planning. Creating successful programs takes marketing, planning, and targeting. Enlist regular attendees to help with events. In summary, the following questions should be asked at a typical first planning meeting: 1. How many events do we want to hold? 2. What type of events do we want to have? 3. When do we want the events? Be specific. Page | 38

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