THE HOW, WHAT AND WHY OF KEEPING RECORDS

HOW

Simply put information about one event in a coloured folder, labelled with:

Name of Organisation:
Name and Type of Function:
Date of Function:
Name of Person/s and/or Committee Running the Function:

WHAT

Include Copies of:

    Invitations
    Flyers
    Tickets
    Mailing Lists
    Letters
    Permits
    VIP Guests
    Name Tags
    Press Releases
    Press Clippings showing Name and Date of Publication
    Photographs
    Programme
    Names and Addresses of Volunteers and What They Did
    Prizes and Prize Donor's Names, Sponsors
    Returns for '-Thon' Sponsor Forms, Raffle Butts
    Copies of Thank You letters
    Donation Information
    Memos to helpers
    Memos to other Departments
    Instructions to Volunteers
    Pre-Planning Schedule
    Pro-Formas Filled in Showing:
        Budget Figures
        Check List
        Profit and Loss Statement
        Event Evaluation Form


WHY

By recording information in one file, it is easy to access all the information on one event at the same time and easily see how the information relates from event to event.

The file (two files of the same colour, if it is too much information for one file) can be passed easily to one person, without having to fossick around for information in a myriad of different files.

If all the information is stored together for one event, the event can be replicated the following year, copies can be taken of paper in which dates only need to be changed, or changes made on a computer disk.

There is no need to 'reinvent the wheel'.  Half the pre-planning work is already done.

Whilst you may have much of this information on computer, take a hard (printed) copy of everything.  It helps, particularly for someone who has not been involved in running that particular event before.

Leaving some information out of the file, on disk, tends to ensure that for the next year some important area is left out, or overlooked, and gives someone looking at the file only half the information.

 

SUMMARY:    Aim a put enough in the file so that someone who knows nothing about the event should pick it up and follow it early.

Previous Page:  Record and Hand Over Informal Information to New Committee Members

Next Page:  EVALUATING YOUR FUND-RAISING PROGRAMME

Return to Index