Organizing and hosting the 2023 Annual General Meeting (AGM) for the International Transformation Foundation (ITF) was not just a professional endeavor for me, it was a personal journey filled with challenges, growth, and ultimately, triumph.
From the moment I took on the responsibility of organizing the AGM, I knew I was embarking on a journey that would test my skills, creativity, and resilience. Months of planning and preparation went into every detail, from selecting the perfect venue to crafting the agenda and program that would inspire and engage our attendees. As I worked alongside our dedicated team of volunteers, I was reminded of the power and importance of teamwork and collaboration.
Volunteers in a breakout session during the 2023 AGM
As with any major project, the journey of organizing the AGM had its fair share of challenges. From logistical hurdles particularly with the travel of our out-country volunteers to unexpected setbacks, there were moments when I felt overwhelmed and uncertain about how to proceed. However, it was during these challenging times that I discovered the power of the ability to adapt and problem-solve. With the support of our team, we found creative solutions to overcome every obstacle that came our way.
I am also very grateful for the opportunity to collaborate with an incredible team of current and previous volunteers and board members. As we worked to bring our vision to life, we formed bonds that transcended professional roles and titles, forging lifelong friendships and memories along the way.
As the day of the AGM arrived, I felt a mix of excitement and anticipation. As the day unfolded and I witnessed the impact of our collective efforts from the opening remarks, the engaging presentations, the heartfelt conversations, reflections on where we started as ITF and our anticipated future, the award ceremony to the closing of the event, I felt an overwhelming sense of pride and joy knowing that we had created something meaningful together.
One of the most rewarding aspects of the AGM was the opportunity to honor and celebrate the incredible contributions of our volunteers. The AGM also provided a platform for meaningful discussions and interaction between current and previous volunteers and our board members allowing us to learn from one another and come up with the best course of action for ITF going forward.
Anthony Kamau (left) receiving the ITF Volunteer Award on behalf of the 2010 Volunteer Team from ITF’s Board Director Sharon Wairimu (right).
Reflecting on my experience organizing and hosting the 2023 AGM for ITF, there are a few insights I've gained that I believe could be valuable for the next person tasked with this responsibility. Firstly, I wish I had known the importance of selecting a venue that is not too far from the city center. While our chosen venue was ideal in many ways, its distance from the city posed logistical challenges. In hindsight, I would recommend exploring venues closer to the city to facilitate easier access for all attendees.
Additionally, I realized the significance of arranging transportation for the team, especially when hosting the AGM outside the city. Providing a bus that leaves with everyone and takes attendees back after the event can alleviate the stress of commuting and ensure that everyone arrives and departs safely and on time. This simple measure can greatly enhance the overall attendance and experience for all participants.
I would also advise the next organizer to ensure clear communication channels are established from the outset. Regular updates, reminders, and a centralized platform for sharing information like a WhatsApp group can help keep everyone informed and engaged throughout the planning process.
Generally, while organizing and hosting the AGM was an incredibly rewarding experience, there are always opportunities for improvement. By addressing these areas, the next organizer can build upon our successes and further enhance the AGM experience for all participants.
This experience has filled me with a great sense of gratitude for the lessons learned, the connections made, and the memories shared as well as a renewed sense of purpose and determination as a volunteer. Looking ahead, I am excited about the possibilities that lie ahead for ITF and the incredible community of changemakers we are privileged to be a part of. With renewed energy and a deeper sense of purpose, I am confident that we will continue to make a positive impact in the world, one step at a time.
Organizing and hosting the AGM was a transformative journey of growth, connection, and empowerment for me. As I look back on the experience, I am grateful for the opportunity to have been part of something truly special and for the support and camaraderie of the incredible individuals who made it all possible. As we continue our mission of transforming lives and communities worldwide, I am filled with hope and optimism for the future, knowing that together, we can create a brighter tomorrow for all.
Volunteers at ITF 2023 AGM
Thank you for joining me on this journey, Viva la ITF!
Esther Nthiga
International Relations Assistant-Rwanda