Too Many Cooks
- Kerry Shanahan
- Aug 11
- 3 min read
Updated: Aug 15
How a Dysfunctional Committee Can Derail Your Fundraiser
Event committees should be a nonprofit’s secret weapon—bringing energy, ideas and community connections to the table. But when the table gets too crowded, things can fall apart fast. Unclear roles, delayed decisions, and too many voices can stall your event before the venue is even booked.
At GFS Events, we have seen what happens when committees are set up for success—and when they are not. If your planning meetings feel more chaotic than productive, it might be time for a reset. Here is how to spot when your committee is hurting more than helping—and what to do about it.
The Red Flags
If any of these sound familiar, your committee dynamic might need a refresh:
You can’t move forward on anything because decisions are stuck in endless group debate.
Everyone wants to approve the auction items, but no one wants to procure them.
You’re hearing, “Well, at last year’s event we did it this way” on a loop.
There’s no clear leader
The loudest voice, not the mission, is driving all the decisions
Your committee members’ passion is important. But without structure, accountability, and purpose, even the most well-meaning group can slow things down or steer your event off-course.
Clarify Roles and Responsibilities
At your first committee meeting, define roles. Who’s leading sponsorship outreach? Who’s in charge of procurement? Who’s helping with decor or guest engagement? Do not assume people will step up—assign roles with intention. And make sure everyone understands their lane. This helps avoid micromanaging, duplication or silence when action is needed.
Set Expectations Early
Be crystal clear about what being on the committee actually means. Are you asking members to help plan and execute the event, or just provide guidance? Will they attend monthly meetings, or handle specific tasks on their own? Put expectations in writing, and be honest about the time commitment. If your committee is composed of board members, focus them on higher level tasks like audience development and sponsorship support and keep their time commitment smaller so they can focus on filling their tables for the event.
Decide How Decisions Will Be Made
One of the fastest ways for a committee to stall out is to make every decision by consensus. You do not need consensus on table linens or dessert choices. Set guidelines for what the group will decide together, and what will fall to staff, your event planner or the event chair. This preserves momentum and avoids the committee as a whole getting bogged down in every detail.
Prioritize Progress Over Perfection
Not every idea needs to be heard, debated and implemented. A productive committee doesn’t try to include every opinion; it focuses on what moves the event forward. Encourage idea-sharing, but set a firm timeline for decision-making. Be willing to say, “That’s a great idea—for next year.”
Don’t Be Afraid to Lead
This is your organization’s event, not a group project. Your staff and event lead should feel empowered to guide the committee—not just facilitate it. That means saying no when needed, redirecting conversations, and keeping the big picture in focus.
Celebrate the Wins and the Workhorses
Committees work best when members feel appreciated and accountable. Recognize those who go above and beyond, but also check in with those who have gone quiet. Sometimes people need a nudge—or an out. It is better to shift someone off the committee gracefully than for them to carry unspoken frustration all the way to showtime.
When your committee is aligned, empowered, and clear on their role, they will be one of your event’s greatest assets.
Feeling like your committee has taken the wheel—and driven off course? Let us help you realign, refocus and get back on track. Click below to schedule a consultation or visit our Services page to see how we can support your next successful event.
