Sample Committee Job Descriptions

Transcription

1 Sample Committee Job Descriptions Never doubt that a small group of committed people can change the world. Indeed, it is the only thing that ever has. -Margaret Mead Volunteers are an important part of any fundraising event. They can bring new ideas and suggestions to the committee as well as lighten the work load on the day of the event. The following committee job descriptions can be used as a guide for setting up a committee for your event. It is important to provide your volunteers with a specific job so they can feel ownership. The following committee guidelines will assist you in this delegation process. Co-Chairpersons Responsible for seeing that all functions are filled and accomplished, including: 1. Recruit and manage volunteers to serve as committee members. 2. Serve on Sponsorship Committee and actively solicit sponsors. 3. Conduct committee meetings and keep in touch with sub-committees as time allows. 4. Supervise and hold accountable all committee chairpersons and their respective sub-committees. 2. Attend and run all committee meetings. 3. Attend and oversee all aspects of the day of the event. 4. Secure corporate sponsorships. 5. Act as event spokesperson. Co-Chairpersons Goal: Coordinate the efforts of the committee, while providing motivation and support for committee members. 5

2 Sample Food Committee & Beverage Job Chairperson Descriptions Responsible for the food and beverages served during the event. 2. Accrue enough donated goods to feed participants. This may include breakfast, lunch, dinner and snacks. 3. Accrue enough donated beverages to last throughout the entire event. This may include water, juice, soda and alcohol. 4. Work with the event venue to determine set-up and logistics of all meals, beverages and snacks. 5. Recruit three to five sub-committee members to help as necessary. 6. Attend all committee meetings and report as needed. 7. Attend event. Food & Beverage Chairperson s Goal: Provide participants with a variety of food and beverages throughout the event. Logistics Chairperson Work closely with the venue on all facility issues and set-up. Coordinate guidelines and day-of-event details. 2. Coordinate set-up of venue to include signage, tables, etc. 3. Act as a liaison with the event venue. 4. Recruit three to five sub-committee members to aid as necessary, especially on the day of the event. 6. Attend event. Logistics Chairperson s Goal: Operate the event as smoothly as possible and troubleshoot potential problems. 6

3 Printed Materials Chairperson Develop all printed materials for the event. Remember, all printed materials must be approved by the Department of Development prior to being printed. In naming the event, should not be used in the title, but rather listed as the beneficiary. For example, organizers should not refer to the event as the Cincinnati Children s Fundraising Event. Instead, it should be promoted as XYZ Event to benefit Cincinnati Children s Hospital Medical Center or XYZ Event to benefit Cincinnati Children s. 2. Design and have printed all materials for the event. Depending on the event, this may include posters, save-the-date cards, invitations, registration brochures, programs, web sites and signage. 3. Work with the Public Relations and Recruitment Chairpersons in developing these materials. 4. Recruit one to two sub-committee members to aid as necessary. 6. Have all printed materials approved by the Cincinnati Children s representative. 7. Attend event. Printed Materials Chairperson s Goal: Formulate all materials for the event with a common theme or look. Prizes & Gifts Chairperson Responsible for soliciting merchants for necessary prizes, gifts and awards. Determine which items will be placed in what areas of the event including raffles, prizes and silent auction. Coordinate the set-up and distribution of all prizes and gifts. 2. Accrue enough donated items to meet the needs for raffle, silent auction, gifts and prizes. 3. Recruit three to five sub-committee members to aid as necessary. 4. Attend all committee meetings and report as needed. 5. Attend event. Prizes & Gifts Chairperson s Goal: Solicit donations from local merchants in order to provide items for raffles, prizes, silent auction and gifts.

4 Public Relations Chairperson Develop a list of potential publicity opportunities and target media outlets. Work closely with Printed Materials Chairperson to develop all promotional materials. Write public service announcements (PSAs), newspaper articles and other promotional materials. Conduct necessary follow-up with media. 2. Start media promotion no later than three months prior to the event. 3. Work with the Printed Materials Chairperson for print promotions. 4. Recruit three to five sub-committee members to aid as necessary. 6. Attend event. Public Relations Chairperson s Goal: Gain the maximum exposure for the event through all media (e.g. TV and radio PSAs, newspaper articles on committee members, participant information, live remotes from the event, etc.). Sponsorship Chairperson Boost income and offset expenses by securing corporate and in-kind sponsorships. Develop and maintain relationships with corporate sponsors. Remember to communicate to potential sponsors that your event benefits Cincinnati Children s Hospital Medical Center and is not run by the medical center. 2. Develop sponsorship proposal to be used on corporate sponsorship calls. 3. Set appointments with past and potential sponsors. 4. Act as a sponsor liaison. 5. Set sponsorship goals along with Co-Chairpersons; meet and exceed these goals. 6. Recruit three to five sub-committee members to aid as necessary. Sponsorship Chairperson s Goal: Raise money through corporate dollars. 8

5 Recruitment Chairperson Develop a list of potential sources for recruitment including participants from previous years. Work with entire committee to solicit participation. 2. Supervise all recruitment. 3. Work with the Printed Materials Chairperson to formulate posters, save-the-date cards and registration forms to aid in recruitment. 4. Work with the Public Relations Chairperson for media help in recruitment 5. Set recruitment goals along with Co-Chairpersons; meet and exceed these goals. 6. Recruit three to five sub-committee members to aid as necessary. Team Recruitment Chairperson s Goal: Recruit number of participants needed to reach event goal. Volunteer Chairperson Develop a list of needs for the day of the event. Recruit volunteers to assist with these needs. Train volunteers on their responsibilities prior to the event. 2. Solicit help from local volunteer organizations. 3. Make sure every detail is covered. 4. Determine dress code, arrival times and coordinate timetable for the event. 5. Ensure all volunteers feel needed and appreciated. 6. Recruit one to two sub-committee members to aid as necessary. Volunteer Chairperson s Goal: Recruit volunteers to help the day of the event. 9