December 12th, 2024
Event Participation:
In December, I anticipated the Winter Formal because I had heard great things about participating as a Leadership student there. For 2024’s Winter Formal, I was grateful to take on a leadership role in managing the photo booth stations alongside another Leadership student.
While the event was exclusive to grade 12s and some teachers, it featured food, dancing, music, a casino, a game room, and photo opportunities. My main responsibility was communicating with attendees at the photo booths and keeping the process organized and efficient.
Throughout the night, I had the chance to switch roles with other Leadership students to ensure everyone could take breaks, enjoy the event, and have time to eat. This required some quick reassignment of jobs and effective communication to ensure all stations remained staffed.
In the process, I connected with other Leadership students and made new friendships, which made the experience more rewarding. By the end of the night, I felt proud of how we worked together to keep things running smoothly and contribute to the event’s success.

Curricular Competency: Use Effective Communication Skills in a Group Setting
(Theme 4: Public Relations and Forms of Communication)

• It helped me develop strategic decision-making and conflict-resolution skills by ensuring smooth communication at a busy event.
• It pushed me to adapt my leadership style to a high-pressure, real-world situation.
• It allowed me to step out of my comfort zone, practice effective communication, and contribute meaningfully to my team.
• It reinforced my goal of working well under pressure and balancing leadership responsibilities.

Actions Taken: Before, During, and After the Event

Before the Event:

• In preparation for the event, I collaborated with the leadership team to understand the logistics of the photo booth area. There wasn’t much required for me to do, because I was mainly in charge of supervising and assisting the Artona staff if help was needed. We discussed how the flow of participants would work and what materials or instructions we needed to have ready. 

During the Event:

• My primary responsibility was communicating with attendees at the photo rooms, ensuring that they understood the process and that the rooms ran smoothly. I greeted participants, answered questions, and coordinated the order in which they took their photos.
  • This role required me to stay calm and composed, especially when the booths became busy and students were eager to take pictures.
• One challenge I encountered was ensuring everyone knew about the free Artona group photo opportunity. I noticed some confusion among attendees when several students mentioned they weren’t aware of the group photo option. Realizing this, I made an effort to spread the word directly by approaching students in small groups, explaining the process, and encouraging them to participate.
  • This proactive engagement helped clarify the activity and increased awareness throughout the evening. Despite being a great option, many students weren’t aware of it. I took the initiative to actively promote it by spreading the word among participants and encouraging them to take advantage of this service.
    
• Throughout the event, I rotated roles with other Leadership students to ensure we all had the chance to take breaks and enjoy some of the event’s festivities. This required adaptability and clear communication to make sure everyone was on the same page.
  • For example, when my partner needed a break, I took over both stations and later handed off the photo room duties to another team member when I went to eat. This flexibility helped maintain a positive and collaborative atmosphere among the Leadership students.

After the Event:

• Following the Winter Formal, I reflected on the event’s successes and areas for improvement, specifically recognizing how effective communication and adaptability played crucial roles in keeping the event organized.
• One key takeaway was the value of collaborative problem-solving when faced with unexpected challenges, such as adjusting staffing roles and promoting lesser-known activities like group photos.
  
• While the photo booths were well-received, I realized that having two Leadership students dedicated to monitoring the booths might not have been necessary. I suggested that for future events, one person could manage this role more efficiently, allowing others to assist in different areas.
• Additionally, I noted that more promotional efforts for the Artona group photos would be beneficial to ensure attendees are aware of all available services.

Evidence of Competency in Action

Specific Example 1: At one point, a large group of students arrived at the photo booths simultaneously. To prevent chaos and ensure fairness, I quickly organized them into a line and explained the process. By staying calm and providing clear instructions, I kept the atmosphere positive and efficient. This demonstrated my ability to use effective communication to manage a crowd.

Specific Example 2: Many students were unaware of the free Artona group photos. I took the initiative to walk around the venue, informing small groups about the opportunity. By directly engaging with attendees, I increased participation in this activity and ensured they had a memorable experience. This action showed my understanding of audience engagement and promotional communication.

Specific Example 3: During the event, I noticed that some students were hesitant to approach the photo booths, likely feeling unsure about how the process worked or shy about posing for photos. To address this, I made a point to approach those students directly, offering encouragement and explaining the process in a friendly manner. By doing so, I helped make the experience more inclusive and enjoyable for everyone. This demonstrated my ability to recognize and address social dynamics in a leadership setting.

Many students were enjoying themselves, and I am so grateful to have been a part of the event!

The Winter Formal taught me the importance of clear communication and adaptability in leadership roles. I plan to take a more proactive approach to event planning, ensuring that I communicate essential details clearly to attendees and adapt quickly to unforeseen challenges. While I successfully managed the photo booths and promoted the Artona group photos, I recognized areas for improvement, such as optimizing the number of leadership students assigned to specific tasks and enhancing promotional strategies. Moving forward, I will apply these lessons to future events, ensuring even more effective communication and organization.