Event Committee Breakdown

Transcription

1 Committee s Event Committee Breakdown The following is a summary of the Best Buddies Friendship Walk event committee job descriptions. Event Chair The Event Chair works in partnership with the Best Buddies staff partner to guide the planning, implementation and evaluation of a chapter Best Buddies Friendship Walk event. The event chair directs the efforts of the volunteer committee, overseeing committee recruitment, committee progress, and committee tasks and timelines. Recruit a Vice Chair/Co Chair(s) With staff partner, train Vice Chair to become incoming Chair for next year event Recruit committee chairs Assist chairs in recruiting committee members for all Walk committees Serve for one year as the Event Chair/Co-Chair Utilize and adhere to Best Buddies timeline, benchmarks and best practices Work with staff partner to determine regular committee meeting dates and times Work with staff partner to determine event budget and adhere to 30% expense ratio Lead all committee meetings Communicate regularly with committee chairs and staff partner Identify, secure event sponsorships Assist with securing walk teamsprovides a process for making Understand the mission of Best Buddies Event Vice/Co-Chair The Vice-Chair is the chair in training and will chair next year s event. The vice chair is responsible for assisting the event ent chair. His/her primary responsibility is to lead areas of the Friendship Walk that fall under the production of the event, such as opening/closing ceremonies, activities, advocacy, logistics, etc. Recruit Committee members Serve for one year as Vice Chair and consider moving into Event Chair position next year Utilize and adhere to Best Buddies timeline and benchmarks and best practices

2 Committee s Work with staff partner and Event Chair to determine regular committee meeting dates and times Adhere to 30% event expense ratio Lead committee meetings when chair is unable to attend Communicate regularly with Event Chair, staff partner and committee members Assist in identifying and securing event sponsorships Assist with securing Walk teams Team Development Chair The team development chair works to identify and recruit new teams for the Best Buddies Friendship Walk and retain last year s teams. His/her position entails handling kickoff and team meetings as well as team communication and resources. Serve a one year term Recruit a sub - committee e to recruit teams: Community/ Corporate and Chapters Compile a list of past teams and coordinate with Committee to recruit Schedule and lead Team Recruitment Meetings Plan and execute a team captain kickoff Keep accurate records of teams and participants with staff partner Communicate regularly with staff partner With staff partner train team recruitment volunteers Arrange, plan and coordinate corporate team recruitment presentations Develop a chapter, community and corporate team prospect list Take responsibility to achieve fundraising and team goals Identify and secure walk teams Monitor and evaluate team recruitment progress and team captains Sponsorship Chair The sponsorship chair is responsible for securing corporate sponsorship for the Best Buddies Friendship Walk event within the Retention of all past sponsors is as vital for this position as overseeing new sponsorship recruitment. Lead the Sponsorship Committee

3 Committee s Recruit Committee members Serve for one year as Sponsorship Chair Utilize and adhere to Best Buddies timeline and benchmarks and best practices Adhere to 30% event expense ratio Work with staff partner and event chair to determine sponsorship packages Create a sponsor prospect list and make committee member assignments Secure event sponsors Follow up with each committee mittee member with cultivation plan to secure sponsors With staff partner ensure e all amenities offered in sponsorship package are fulfilled Give detailed update at all Walk committee meetings Work with staff partner to ensure all sponsors are recognized and thanked Communicate regularly with Event Chair, staff partner and committee members Assist with securing Walk teams Publicity Chair The publicity chair works with the Friendship Walk committee to develop and implement a strategy that promotes awareness and participation in the Friendship Walk and Best Buddies programs and services throughout the year. From handling press releases and ensuring community awareness through media and publications to filtering committee communication, this position serves as the media contact. Responsible for the recruiting of a subcommittee Attend walk committee meetings Communicate with committee on special announcements and stories Develop a plan that utilizes all local media outlets Negotiate free advertising and solicit media sponsor of the event Identify and pitch unique stories on program participants, teams, and sponsors Work with staff and sub-committee to create newsletter with information from the whole committee to keep Walk Participants informed, engaged and excited about the upcoming event. Pursue online publicity opportunities and maximize electronic communication and social networking channels to publicize your event. Keep the community informed about the Walk and how they can support it in creative ways including mailings to community leaders, attendance at City Council meetings, face to face conversations with influential people and businesses, etc.

4 Committee s Marketing, communications, or media experience a plus Promote every aspect of the event through , local media, flyers, newsletters, posters, social networking Manage all social media outlets Facebook, Twitter, etc Accounting Chair The accounting chair is responsible for overseeing the registration process of Friendship Walk teams and participants, tracking of incentive prizes, tabulation and accounting of all money collecting during team captain meetings, bank nights and during the event. Accounting and finance Create and manage event budget, and manage all data and tracking Registration support Create state/event specific registration Recruit subcommittee Accounting/Finance, and Data and Tracking. Attend the Friendship Walk committee meetings and maintain communication with other event chairs, especially the Event Chair, and the Registration, Team Development, Sponsorship and Online Sub-Committees. Ensure all Walk committee members are familiar with registration, accounting, and data collection. Work with other Sub-Committees to develop a plan to educate and train team captains on all registration, accounting and data collection procedures for the following: o Event Kick-Off o Team Captain Meetings o Bank Nights o During Walk o After Walk Attend event Kick-Off, all l Team Captain s Meetings, and Bank Nights to collect and process team and sponsorship orship dollars being turned in at all Friendship Walk meetings. Regularly report the fundraising progress to the Event Chair (monthly and then bimonthly). Plan for Accounting needs at the Walk and work with Recruitment Chair to recruit enough day-of Walk volunteers to make each process run smoothly. Manage money collection and cash counting processes at the Friendship Walk and Bank Night. Promote Best Buddies Friendship Walk as an event within the During the event, thank teams, sponsors, survivors, and other participants whenever possible.

5 Committee s Mission Chair The mission chair is responsible for putting together activities that share educational messages as well as progress that Best Buddies has made in its mission throughout the year: kickoff, meetings, publications and at the Walk. Recruit a subcommittee to assist with activities before, during, and after the Walk Maintain open communication with Event Chair Determine your Mission Delivery Plan. Attend Friendship Walk committee meetings and team captain meetings. Work with the local Publicity Chair, if one exists, to coordinate the delivery of presentations, newsletter articles, and other communications to local corporations, clubs, and other community organizations. Implements mission moments at the Friendship Walk kick-off and team captains meetings as well as track signage and public address announcements related to mission at the event. Assist in the recruitment of teams for the event. Coordinate all mission activities for the day of the Walk including track signage, Public Service Announcements, and mission-related activities. Ensure that volunteers carry out all responsibilities reflected in the Mission Delivery Plan. Make sure all supplies are gathered and saved for next year s event, if appropriate. Send thank you notes to volunteers and anyone who assisted you in your efforts. Determine what was effective ective and provide feedback through evaluation form in resources section. Logistics Chair The logistics chair is responsible e for overseeing all logistical and site needs for the Friendship Walk event, and is responsible for site set up and clean up for a safe and successful event. Lead the Logistics Committee Recruit Committee members

6 Committee s Serve for one year as Logistics Chair Utilize and adhere to Best Buddies timeline and benchmarks and best practices Adhere to 30% event expense ratio Work with staff partner and Event Chair to determine day of event activities, and site selection Create a plan to secure day of event food and beverage, decorations, volunteers, entertainment, registration, VIP party and post party With staff partner secure donated event products, food and beverage, decorations, and entertainment when applicable Work with staff partner and committee to assign and schedule day of event volunteers Work with staff partner to ensure all amenities offered in in-kind sponsorship package are fulfilled Give detailed update at all special event committee meetings Work with staff partner to ensure all sponsors or in-kind donors are recognized and thanked Communicate regularly with Event Chair, staff partner and committee members