This team will handle the logistical and larger details such as budget, venue, attendance, etc. They will be the go-to for all of the smaller committees that are about to be formed and will be making most of the big decisions. They will set up the sub-committee meetings and make sure that at least one of them attends each meeting to ensure the conference or event is heading in the right direction.
o Maintaining event budget
o Managing food and beverage (if needed)
o Overseeing each committee and their meetings
o Securing entertainment, speakers, papers, etc.
o Building out a detailed agenda and run-of-show
Corporate Relations and Sponsorship Committee
A team with excellent relationship skills to develop a rapport with corporate sponsors and get them onboard with our event:
o Identifies possible sponsors for event.
o Develops a strategy for acquiring sponsors.
o Delivers the promised benefits to sponsors.
A team with excellent relationship skills to develop a rapport with small business owners and get them onboard with our event:
o Identifies possible vendors for event.
o Develops a strategy for acquiring vendors.
o Delivers the promised benefits to vendors.
This team who is great at working with and motivating people, solving problems and generally helps people feel they are part of the team. This team will help:
o Recruits and energizes volunteers.
o Works with all event committees.
o Identifies volunteer needs and figures out how to meet them.
o Communicates with volunteers.
o Organizes and delegates event tasks.
Marketing and Promotions Committee
This team is responsible for getting the word out about our event. They need to be creative, understand how the media works and even come up with a few novel ideas about how to spread the word and attract people to attend:
o Decides how to promote the event
o Create a promotion schedule
o Flyer and additional graphics
o Works with media sponsors
o Creates press releases and media kit
o Manages various methods of communication: TV, print, web, email and social media.
o Setting up and managing online event registration
o Mentioning the event to customers or prospects face-to-face
o Creating social media “sales pitches” for event
Raffle Prizes Committee
In order to hold a successful raffle, you need a stock of highly prized items. This team is in charge of gathering and organizing all the items for the auction. They need to be creative in coming up with ideas and persistent in pursuing them. This team:
o Holds a procurement brainstorming party to identify items to target for donation.
o Locates and gathers in-kind donations.
o Creates an item request letter to be sent out to possible donors.
o Creates an item donation form for tracking purposes.
o Packages items together as needed for raffles and goodie bags.
o Sends thank you letters to item donors.
Guest Experience Committee
A successful event is one where everyone has a great time while supporting a cause they care about. This team’s job is to make sure all your guests have a positive experience. Choose individuals who have excellent people skills and can manage details well. This job can also include Décor (see below):
o Coordinate admission and check-in
o Organizes onsite displays
o Trouble shoots issues in advance to ensure planning for a positive guest experience
o Developing networking opportunities
o Designing sponsor engagement with attendees through pop-up activities
o Brainstorming ways to surprise and delight attendees along the way
This team will handle the logistical and larger details such as budget, venue, attendance, etc. They will be the go-to for all of the smaller committees that are about to be formed and will be making most of the big decisions…