blueprints

Finishing Tools for the Event Itself | 261
e. Cut and send checks immediately upon receiving receipts.
f. Let the poet know how long it usually takes checks to
arrive.
g. Check with the poet to make sure the check arrived.
2. Arrangements
a. Check to see if major events are occurring around the
time of your event, and book ahead accordingly.
b. Otherwise, start on arrangements two months in advance.
c. Communicate with your poets often about events, transportation,
housing, and meals.
d. Schedule the incoming flight, train, or bus so the poet has
time on the ground before the event.
e. If possible, have a person pick the poet up instead of
directing him to take a taxi or shuttle.
f. Designate a meeting place and a way for the poet to recognize
you.
g. If you can’t provide personal transportation, give clear
instructions about taxis and shuttles.
h. At your destination, take the poet inside and make sure
everything is as expected.
i. Hand the poet her packet.
j. Let the poet know when the next pickup is and by
whom.
Wrangling Everything and Everyone Else
As your event approaches, stay in close touch not only with your poets
but also with your board and staff members and with the people at your
venues. Remember the “many hands” rule, and learn to organize and
delegate.
If you want people, especially volunteers, to sign up for tasks, you need
to help them become invested in the program. That means involving them
in the planning and giving them some choice as to their roles. Make decisions
based on preference and know-how (don’t save all the plummy
assignments for yourself), and try not to give assignments to people who are
fundamentally ill suited for them. For example, don’t put your shyest board
member in charge of planning and hosting social events or introducing the
Nobel laureate. At your planning meeting, make a list of the various activities
that together make up your overall event: for example, an evening read-