Event after

The morning after 'Step Up for MS'. Lots of clicking, typing, printer zapping, phones ringing and colleagues that wouldn't stay still. Yet i thought that the tune of the days to follow would be a relaxing tone but i was wrong.

Lots of preparation before the event and still heaps to do after. A round table meeting was called upon as i sat in and listened to the discussion, results and evaluation plan. Among them were these.

• Statistics. Dissect the registration database. 

Which age groups was this event most popular with or least. Who were the fastest steppers, highest fundraisers in teams and individual category? Which corporate teams made up the most participants? Who were the repeated participants from previous years and what were the numbers of those who had not. Any growth in registration and which categories were they contributed from? The list just goes on with what could be derived through a date base and how these results would affect future plans. Plenty of eyes straining moments and giddiness on this responsibility.

•  PR collaterals. The usual mains on the menu.  

Ways to keep them inform, engaged and enticed into participation for the next year - Newsletters. Keeping the public informed - Media Releases. Acknowledge and express appreciation for those who contributed to the success of the event - Thank you letters. Volunteers who committed time and effort during the event - Certificate of appreciation.

Thank god the task of newsletters and media releases was not on me as i felt incompetent of doing so even though studies have prepared us and the techniques i read through in these blogs by other interns. Some how it was still a fear factor for me. 

Tasked with the certificate of appreciation and thank you letters which i thought would be an easy peasy task until i started drafting and realize. The thank you letter was not a one letter fits all like a piece of free size clothing. There were so many different types of contribution to thank for. The sponsors for their services such as the free massage on site, the supporters, the organisations who put in corporate teams, the venue management for usage of their premises, the security management for their unconditional care in ensuring the safety of every individual and more.

I thought i wore Mr Smarty pants by trying to format it to make things easier. I came up with a standardize letter and then later replace the tiny details like names and thought it would be fine. The same method i did for the volunteers certificate of appreciation with publisher. I was wrong. The letter took a U-turn back after being reviewed. It was too generic! 

There were situations when we were able to stand as a by-stander and tell some one else what was better but when it came down to ourselves it slipped our minds. This was one of those moments. 

It really made sense to express thank you then not but it would have felt a whole lot better for the receiver when one is able to give reasons for why they were thanked for. You agree? 

I am going to root this in my mind to remember always. Not just for work purposes but personal ones as well!

Now. Thank you for your patience in reading this draggy piece.

Warmest Regards

Grace Ye