An organising committee is a small group of capable individuals working together toward a shared objective. Each member has specific roles and responsibilities, contributing their expertise to achieve a common goal. To ensure smooth cooperation, avoid assigning the same tasks to multiple members, as this can cause conflicts. Roles within a committee might include:

• Venue and package research
• Fundraising
• Ticket sales and financial management
• Decoration and color scheme coordination
• Music selection, dinner menus, and other inclusions

Think of a committee like a political party. Just as a party is elected and governs based on its beliefs, a committee is entrusted with decision-making by the school year group. The committee makes decisions on behalf of everyone, promoting efficiency and cohesion.

A common mistake is involving the entire year group in every decision. This approach, where everyone’s opinions are solicited and votes are taken collectively, can lead to conflicting viewpoints and defeats the purpose of having a committee. Critical decisions should remain within the committee, and the rest of the year group should be informed after choices are made.

Understanding this highlights why opening up all decisions to the entire year group hinders the committee’s function and slows down the decision-making process.

WHO SHOULD BE ON THE COMMITTEE

It’s important to volunteer for the right reasons when joining the formal committee. Avoid joining if any of the following apply:

• Seeking popularity
• Focusing solely on finding the cheapest prices
• Preferring constant control
• Believing you know what’s best for everyone
• Assuming expertise due to frequent party planning

Surprisingly, these are strong reasons not to join. If popularity is your motivation, reconsider; tough decisions will be made, and not all decisions will please everyone. Avoid basing decisions only on price; prioritising overall value is crucial for a successful event. Being overly controlling can cause conflicts and hinder progress. Prior party planning experience doesn’t guarantee success in formal planning, which has unique challenges.

DECISION MAKING & FEUDING COMMITTEES

Handling disagreements and making critical decisions amid conflicting opinions can be challenging. Committees consist of strong-willed and often opinionated volunteers, which is positive for productivity but can lead to disagreements. Form a committee with these key characteristics:

• Keep the committee size manageable, ideally small enough to count on one hand, to minimize conflicts.
• Ensure an odd number of members for voting purposes, facilitating decisive outcomes.
• Involve an adult liaison, such as a year advisor, teacher, or parent, for guidance or to cast a tie-breaking vote.

CONCLUSION

When making decisions, gather all relevant facts for fair comparisons. Research costs, both obvious and hidden, and the features of different options before finalising any decisions. This ensures that the chosen experience is based on transparent and equitable choices. Despite the challenges, remember that common sense should prevail, and the process should be both hard work and enjoyable.