The Steering Committee Report

Transcription

1 The Steering Committee Report Steering Committee Job Description Standard Report Guidelines Committee List Form Expense Report

2 FESTIVAL OF TREES STEERING COMMITTEE MEMBER General Job Description Responsibilities: Attend 2 or more Steering Committee meetings throughout year (usually between March - November) Attend team meetings as needed throughout year. Hold individual committee meetings as needed Recruit committee members to help carry out event or area duties Responsible for adhering to income and expense budget submitted by Quad City Arts staff Work with Festival Staff Director, Specialist and Manager to carry out marketing efforts in your area Available on-site with event or area including set-up and takedown Turn in committee report after Festival. Keep copies of event brochures, tickets, correspondences, etc. Rewards: Experience in contributing to a $700,000 "business" that is fun & satisfying Contributing to the wonderful programming Quad City Arts is able to accomplish Networking throughout the community and making great lasting social connections Leadership and team building skills Enhance overall management skills Receive a great gift, and a commemorative pin

3 Guidelines for Steering Committee Reports Purpose of Report: Historical Value & Research. (Example: At time of 20 th Anniversary of the Visiting Artist Series, its records and reports were used for publicity and visual display.) For use of Festival Co-Directors, management team members, FOT administrator and the next and future Steering Committee members. To understand responsibilities of chairperson and qualification in order to solicit volunteers. With no information, everything must be re-invented. We re-invent the wheel and do not use volunteer (or staff) time wisely as they try to re-create each event or area. Contents of Report: Two copies of programs, tickets, brochures, posters and invitations. A copy of general correspondence. Copy of materials/forms used in task (example: staffing committee instructions, copy of your band contract, ticket office order form, tree sales form and the like.) Photograph or drawing; for example, arrangement of Volunteer Center, CenterStage facade, etc. Written narrative to include: Names of committee members and any specific assignment given to them. What did you do and when it was done. How did you do it. Income and expenses, as applicable (call FOT Staff Director for details). Copies of receipts for all expenses. Who was contracted for services, name and phone # of provider of service and cost if any. Attendance, noting who paid and who received comp. tickets

4 How to Secure Information Needed: Gather and save information yourself. If a committee member completes tasks, ask your committee member to provide the information you will need. Hold a post-festival committee meeting at which time evaluation can be made of all parts of your area/event and recommendations for the future can be made. A large committee, such as the Holiday Parade, may request each sub-committee chair to provide a report as described here and then a combined report can be made. Evaluation and Recommendations: Self-explanatory. Miscellaneous Guidance: On dates appearing anywhere, be sure to include the year. Do not save draft copies of documents. Two complete sets of the report are to be made. One set should be submitted to the Festival Staff Director at Quad City Arts. This becomes the permanent archival record. Include only materials for your area. Remove Festival stationery, envelopes and note pads from this file. The second set stays with the Steering Committee chair, making a complete cumulative record to be passed on to the next chair when retiring. Delete all credit card information from any records (assuming the transaction is completed.)

5 Sample Contents of Celebrity Baskets Written Narrative Description of wooden tree display: builder s names and source for poles/shelves/fabric, colors, how to put together. Baskets number ordered, where stored during year, number of supplies ordered and sources. Celebrity list who gets, how to get new celebrities, name spelling is important. Delivery of baskets procedure. Display what to provide, signage, how to display (another note about spelling). Instruction for raffle sales and bags; contracts. Takedown draw raffle winners of baskets and arrange pick up. Thank you notes sent to.. Final comments. Attachments: Photos of display Drawing of tree display Letter to chosen celebrities with instructions Celebrity identification card

6 FESTIVAL OF TREES Committee List *Please list all of your committee members below and update any incorrect information. Turn in one copy for Festival Times & keep this copy for your report. Name Spouse Address City State Zip Home Work Fax

7 Festival of Trees Expense Log PURPOSE: Information: Area: Event Date: Date Description Place of Purpose Receipt Total Subtotal $ Requester: Advances $ Name: Total $ Address:

8 Chairman Event/Area Quad City Arts Festival of Trees Please complete this timeline, indicating what activities and tasks were completed, meetings held, etc. JANUARY MAY SEPTEMBER FEBRUARY JUNE OCTOBER MARCH JULY NOVEMBER APRIL AUGUST DECEMBER