New Event Coordinator candidates must be oriented by a current EC. This begins by having the new EC act as lead EC for a specific event. Then an experienced EC acts as their coach to guide them through everything involved in being the lead EC. We use this apprioach because if you don't do it you don't remember it.
Event Planning:
Vetting begins well before the actual on site event because the greatest SAT Day challenges are:
- Determining a feasible date and site.
- Inspecting the site to make sure it is accessible and safe.
- Clearing the date and site with the Town.
- Watching the weather forecast.
- Timing the announcement of the event to the Gold Level Team.
- Making the final go/no go decision based on weather.
- Administering the event checklist and getting everything to the site.
- "but keeping it as simple and undemanding time-wise as possible, for everyone."
For these reasons the EC-in-training should handle all the event planning, with coaching from the experienced EC. It will be tempting for the experienced EC to just describe the steps then do it themselves but "you have to live it to get it." Planning is everything, and
Event Day:
The new EC should again take the lead based on their review of this (EC) site, the Save A Tree Day site, and pre-event coaching by the experienced EC.
The experienced EC will then "shadow" and coach the new EC throughout the event, stepping in to help as needed.
Experience and Responsibility:
The most critical part of the vetting decision does not hinge on whether the EC is the best bittersweet cutter on the site, but rather, whether they are good at planning, managing, communicating, and making sure the event is SAFE, WELL RUN, and SATISFYING for the volunteers. If it isn't safe, nobody wants to do it again, or the Town is concerned, then it is a failure no matter how much physical work gets done.
Keeping It Simple:
One hallmark of a good EC is their ability to keep it simple. That means avoiding the temptation to "group-think" everything, which is ultimately time-wasting and discouraging for other volunteers. To the extent the EC can follow the KISS principle, including making independent decisions, keeping things moving, and avoiding a huge production, that allows us to have a greater number of simple, streamlined events that do more good over the long run. We need our energies invested in execution.
Vetting Decision:
The experienced EC is the final call on whether the new EC volunteer is approved to organize and run events in the future. Again, much of the decision is based on whether the new person showed knowledge and commitment to running the event in compliance with the Town's expectations. Everything depends on maintaining that trust.
Follow Through:
The first "solo" event for a new EC (after their orientation event) should have a designated, experienced EC available to answer questions during the planning stage, and on site to help with any questions that may arise.
