A strategy for running cultural EVENTS in DLFs largest Condominium society of Gurgaon, formed with an aim to create a democratic and inclusive system of managing the cultural events of the condominium with maximum residents involved so as to create a community of EQUALS.
1. Park Place Event Organizing
Strategy
Discussed on 17th Nov 2013 at 10.00
AM at the Residents Volunteer Meeting
at the central Lawns
Chaired by Anila Rattan K 204
2. Mission
• To involve 50 residents in the organizing of the
event
• To demonstrate a community building exercise
where each and every resident has a place
3. EVENT Core team (Definition)
A 10 member team which takes complete
ownership of the event with decision making,
funds collection as well as expenses.
1. 5 owners
2. 3 tenants
3. 2 foreign national
4. Core team responsibilities
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Idea collection from facebook page
Updating the page with all decisions
Collection of funds from residents as well as vendors
Handling all expenditures
Reporting the accounts on facebook at the end of the event
Working with the volunteer residents in distribution and
accountability of responsibilities
To cheer the weekly event Residents Volunteer meeting on
sundays at 10.30 am at D block stilted area during the run up of the
event
Including the max families in the organization of the event
Monitoring the over all sensibility of the event
Collection of Feedback from all residents regarding event.
Smooth handover to the next EVENT core team
5. Resident Volunteers (definition)
• Will be divided into 4 groups
– A: (Flowers) : Want to actively be involved, take
responsibilities for small portions and work closely
with the core group in organizing the event. One of
them from each smaller team will form the core team.
– B : (butterfly) Want to work with the A group
volunteers to assist and help out
– C : (Birds) Want to come and enjoy the event and
participate through their participation in the event…..
Shop eat and make merry
– D : (Cocoon) Do not want any involvement financial or
otherwise DND
7. Volunteer Residents responsibilities
• A – (Flowers) Come for the CORE meeting, take up
ownership of the parts that interest them , work
closely with the core group as well as the B group in
getting things done.
• B – (Butterflies) Meet in the A group volunteer
meetings if needed and assist in getting things done.
• C – (Birds) support by paying for the events the min
fees and turn up at the events to enjoy and give
feedback
• D – (Cocoon) Stay in your private cocoon till you want
to come out.
9. Event Parameters
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Date
Venue
Timings
General style of event
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Food availability
Drinks availability and Licencing
Décor need
Amount of Funds Collection per resident for the corpus
Whether Vendors should be invited, what numbers and at what
cost
– Should retail be a part of it or not
– Entertainment for all kids, young adults, adults and seniors
– CC facility needed
10. Other Housekeeping issues
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Lighting
Furniture, equipment and Electricity
Security
Garbage disposal and afterwards cleaning up
Guests and Vendor Parking
Credit Card Facility
Vendor Passes Management
Printing Management
Photography
Sponsorship team
11. Reporting
• All meetings will be reported on the Facebook
group: DLF Park Place under the Christmas
carnival EVENT
• All accounts will be maintained in hard copy
which will be at the condo office. The soft copy
will be put up on a dropbox account. All residents
are invited to audit them.
• All accounts will be reported on facebook group :
DLF Park Place under the Christmas carnival
EVENT, one day after the EVENT for everyone's
perusal.
12. Any questions or clarification needed
please comment on the EVENT page.
Someone will give you an answer
