Last Update: 01/07/2018
Guidelines: Event Host

The function of an Event Host is very similar to that of the Activity Chair - only on a smaller scales with significantly fewer responsibilities.  Nonetheless, as a Host, your authority is derived directly from the Activity Chair.

An Event Host coordinates park volunteers, delegates duties, and follows-up to ensure a successful event.  Managing people is more important than managing details, although attention to details is important; planning, delegation and giving support to your volunteers is the path to a successful, stress-free event.

For all approved events, the committee provides you with:

  • Sign-Up Sheets - 5 styles for easy customization - manual copies available from the office.
  • Bulletin Board Flyer - manual copy on Activity board.
  • Door Flyers - manual copy on Activity board.
  • Posting to Calendar - promote event online & in print - manual copy on Activity board. 
  • Event Worksheet - to help organize your event - manual copy available from the office.
  • Shopping List - have Chair initial for reimbursement - manual copy available from the office.
  • Payment Request - to get outlay costs reimbursed - manual copy available from the office.

Using these tools, along with planning and a little effort, the volunteer event host can achieve large event results.

Important Note:  This is a generic guideline for hosts in general.  A specific guideline for this current assignment has been  created and added below.  You can change it.  Use the Report/Update form to advise the Chair of new procedures, tricks learned, mistakes to avoid, to make the task easier for the next volunteer.  Thank you for your support of KOFA Activities.

Specific Guidelines

Additional specific guidelines are suggested and updated by past sub-committees/chairs to aid and assist future committees and volunteers.  We appreciate and acknowledge their unselfish effort.

Valued Contributors & Friends of Kofa:  2018 - Nancy Grant #91 & Jan Kilwien #31

Specific Guidelines:  New Year's Celebration Party

One week prior to New Year, a flyer is placed on the activities board to advertise the event. In general, the party begins at 7pm and celebrates “New York” New Years at 10pm. People are asked to bring their own refreshments to set at their table.

The afternoon of New Years the coordinators arrange to setup/decorate for the party.  Decorations for this event can be found in the activities shed in the northeast corner of the park. The Activities Chair has a key to the shed, along with the office.

The sound system needs to be setup for the evening entertainment. CDs are played with a varity of music. The glass ball on the ceiling, powered by a D cell battery, is turned on for the evening.  Table layout is arranged in front of the stage in a night club atmosphere. Placing tables and chairs so it will seat larger groups.

Clean up is done the following morning. Although as the evening winds down decorations can be gathered and placed aside for the morning. Some tidy up can also take place in the evening also. The glass ball should be turned off if it is safe to do so. Otherwise do so in the morning.