Earlier this year, I was asked by our principal to lead the organization of International Day, an annual event that celebrates the diverse cultures within our school community. I was excited to take on the challenge, as it showed a level of trust in my ability to manage one of the school’s key events.
The day began with a vibrant opening ceremony, featuring a parade of students, teachers, and parents. Each country had its own flag bearer who led their group onto the field. As each country gathered, we formed a large circle, holding flags and joining hands. It was a powerful moment, symbolizing our unity in diversity, and reinforcing our identity as one AIAN community.
After the ceremony, students participated in cultural experience rotations. Each grade level had prepared activities to highlight the unique traditions of an assigned country, giving students an opportunity to learn more about the cultures represented at AIAN.
As I reflect on the day, I’ve identified several key takeaways from the experience.
1. When in Doubt, Ask
A colleague who had organized International Day in previous years was invaluable to me. I reached out to her whenever I wasn’t sure what to do, which, frankly, was often. Her help reminded me that asking for assistance or feedback is not a weakness; it’s a strength. It’s a way of recognizing that others may have insights you don’t, and that collaboration makes things better for everyone.
2. Quick Communication is Key
Throughout the planning process—and on the day itself—I felt more like a facilitator than anything else. I was the central point for communicating with students, parents, and staff. The faster I responded to emails and messages, the smoother things went. A delay on my end could have caused a hold-up elsewhere, so I made it a priority to keep communication flowing efficiently.
3. A Personal Touch Goes a Long Way
A few days before the event, I sent out a detailed schedule outlining times, activities, locations, and responsibilities. Given its complexity, I followed up with each teacher individually to make sure they’d seen the schedule and knew they could reach out with any concerns. This small personal gesture was well-received, and teachers were generally responsive and supportive. On the day of the event, I made it a point to check in with each homeroom and subject teacher personally too.
4. Involving Teachers Early Maximizes Outcomes
While gathering feedback, one recurring point was that some teachers wished they had been more involved in the planning stages. In particular, there was confusion about student-led cultural activities and which teachers were responsible for specific students. Had they been informed earlier, they could have contributed more. This highlighted the importance of clear communication and early involvement when organizing large events.
5. Organization is Essential
Event management is all about logistics, and being organized is critical. There were so many moving parts to keep track of, and I relied heavily on my to-do lists to stay on top of everything.
6. Delegation is Your Best Friend
I couldn’t have pulled this off without the help of a dedicated team. I was fortunate to have a group of enthusiastic and capable teachers to work with. Breaking down tasks and delegating different aspects of the day—such as the opening ceremony, cultural experiences, the potluck, and the talent show—to subcommittees was crucial. Delegation allowed each element of the event to be handled efficiently.
7. Be Ready to Put Out Fires
On the day of the event, I felt like a firefighter. Thanks to the personal connections I had fostered with my colleagues, they felt comfortable coming to me with any issues, and I was constantly on WeChat resolving small problems as they arose. Whether it was a double-booked teacher or students lost on their way to an activity, I made sure to address issues quickly before they could escalate.
Overall, managing International Day was a positive experience, and I’m grateful to the school leadership for the opportunity. If given the chance to lead the event next year, I’m confident I could do it even better!
Comments