Hi,
Almost all the presidents realise that the year ahead is not going to be easy as soon as their installation approaches.
The reason - Lack of planning.
Here is a small article on how to plan an Installation.
First is to have the Chapter's Board ready.
- No Joke, many chapters fumble from the beginning because of the poor position of the board
This means, you have people who are interested in leadership as well as the next year's success.
- Rather than selecting people and assigning positions, ask their willingness.
- A certain person might be very interested in Training area but might not have expressed the desire.
Most of the chapters will have experienced Past Presidents
- A Past President is going to be the most important part of any chapter's good running - experience
If not so, try to locate some ex-Zone officers or experienced Jaycees
- Most of the Zone Officials will know what to do and when to do. (They really do)
- Identify the Zone Officer who is ready to help chapte's good running.
Arrange a meeting with them and seek guidace to plan the Installation
- A no fuss meeting is needed. Good produce will happen when people who come are calm.
- Have slight refreshment arranged (slight only)
Writing is a wonderful habit.
- Have Paper, pen, glue, pencils, post covers - a dairy
- If you have some work to be assigned to someone, don't just tell that orally. (a sure way to forget)
- Write that in a piece of paper and give (have a copy of what is been assigned)
Note down all that is needed before the installation
- Atleast Ten days earlier, invitations should be ready, before that cheif guests/dignitaries should be invited.
- Venue, timing, food arrangements, (check if the day doesn't colide with other major functions)
- Distributing the invitations (I prefer the president, first lady do it personally)
- Arranging the transports/stay for people who come from distant places
- Preparing the introductions, people who are going to do it.
Caution: Installation is not a fun junction.
Please don't stage first timers for introduction/MC/pageantry
If giving a chance to Jaycelettes, make sure that they are very good at speech.
Note down all that would be needed during the installation function
- The people who are in need should be ready to present
- Make the board be present
- Stage (I'm seeing many chapters print JCI logo in various fonts/styles - We use a certain way to do that. Refer to the web site to know more.)
- Table - a copy of the Day's agenda, water, paper, pen, invitation will help the speakers
- Speakers should be informed of their time limit to speak.
- As a special instruction, inform the members to keep silence during the function.
- President's speech should be well groomed, in good language and should cover all the audience.
- Mementos should be appropriate
- Food arrangements should be proper (due to the price escalation, there is an unseen price hike. Select menu carefully.)
- Timing should be right. (children should be allowed food if the meeting keeps rolling.)
- Be attentive to all. (share responsibilities)
- Take care of VIPs when they are getting back. (remember to give them their mementos, other gifts - most of them wouldn't come with a bag, so, provide one.)
- Arrangement to get back. (I know one president who called up each family after the installation thanking them personally and checking if they got back home alright.)
Note down all that to be done after the Installation
- Returning back borrowed materials within 24 hours.
- Meeing with the immediate friends of the chapter and discussing on what went right/wrong/out of expectations.
- Settle bills ASAP.
Well, here is a little and I'm sure your meetings will let you discover more.
Share in the comments area if you feel any additions here.
All the best.
