Sample Event Committee Structure

Apr 28, 2017 | Strategic Planning, Strategy

SAMPLE EVENT COMMITTEE STRUCTURE

Event Committee

Overview of Committee Purpose: Responsible for the overall development and management f the Conference & Expo including recruiting exhibitors and sponsors, and promotion of the event. The Conference and Expo Committee works in conjunction with the Programs and Education committee to develop conference seminars.

The Event Chair is responsible for:

  • Convening a committee, setting meetings and agendas
  • Supporting the committee to develop the goals and theme for the event
  • Appointing sub-committee chairs
  • Educating sub-committee chairs on their roles, responsibilities and process
  • Creating an event plan
  • Working with the organization’s current budget, advising the Event Committee and Sub-committees on available funds and process
  • Supporting the creation of a Funding Plan
  • Creating a comprehensive event time line incorporating sub-committee time lines
  • Coordinating and supporting the flow of information/communication between committees
  • Setting facilities meeting, communicating the event overview and having sub-committees define their needs regarding the facility
  • Proofing all Marketing and Press Releases
  • Signing off on all funding plans in advance of any expenditure with the organization treasurer
  • Creating an environment for fun and success
  • On the day of the event:
    • Track Progress of all committees
    • Address all challenges in a timely manner
    • Communicate all changes to facility managers and committee chairs
    • BE AVAILABLE
    • Direct day beginning to end, set-up to exit.
  • Evaluating the Event Plan
  • Thanking all of the participants and special guests

The Event Committee is made up of the Event Chair, Sub-Committee Chairs, and interested organization and community members. They are responsible for:

  • Creating a comprehensive event plan including goals/desired outcomes and theme of the event
  • Creating and agreeing on a comprehensive funding plan, inclusive of all estimated expenses of the sub-committees
  • Communicating regularly on the progress of the sub-committees
  • Approving all sub-committee decisions, i.e. program, food, marketing plan
  • Determining how to solicit/raise additional funds if needed
  • Setting ticket cost and process
  • Supporting sub-committees
  • Being available at all times during the day of the event
  • Participating completely during the event
  • Event evaluation and follow up

Sub Committees

  • Program Sub Committee
  • Funding sub-committee
  • Decorating sub-committee
  • Volunteer sub-committee
  • Food sub-committee
  • Marketing sub-committee

It is okay to have:

  • The Event Chair be the Marketing or Funding Chair
  • Organization President or leader be the Marketing or Funding Chair

It is not okay to have:

  • The Event Chair be the President or leader of the organization
  • The Event Chair, President or leader of the organization to be the Food or Program Chair

Learn about each sub-committee and their responsibilities.

 

Program Sub Committee

The program is the heart of an event. The program content will allow the event goals to be met as well as communicate the theme. A program can focus on one performance, or it can incorporate many different performances and media presentations.

What components will be used in the program will be suggested by the program committee and determined by the event committee. It is the job of the program committee to identify and secure what is needed.

When determining the program, these items should be taken into consideration:

  • Audience- who will be participating. Keep presentation relevant and interesting to the audience
  • Venue- where the event is located often dictates possibilities for the program
  • Event theme/goals- the program content must be in alignment with the overall event theme and goals
  • Available money- what resources can be made available to fund/create the program
  • Available time- how long is the actual program component of the event
  • Committees available time- to secure/create the program
  • Technical support- for media development

The Chair of the Program sub-committee is responsible for:

  • Convening a committee
  • Setting meeting times, rehearsal times, and agendas
  • Supporting the development of a program plan
  • Communicating the program plan to the Event committee
  • Identifying needed human and monetary resources
  • Creating a planning time line
  • Assigning task to committee members
  • Coordinating performer contracts and program budget
  • Communicating all technical needs to facility at facility meeting
  • Coordinating rehearsals and stage management
  • Welcoming all performers
  • Trouble shooting during program
  • Leading an evaluation after the event
  • Thanking all of the participants

The Program Committee is responsible for:

  • Creating a program plan
  • Contacting/Contracting with performers
  • Creating/Accessing all needed media
  • Creating a performance schedule/script
  • Work with Event committee to develop guest program
  • Identify and communicate all technical needs
  • Be stage hands, MCs, stage managers
  • Host Green Room

 

Program Planning Priorities Check List

Program Committee Priorities

  • ___ Develop goals for entertainment
  • ___ Choose a Director of Entertainment and Programming (see previous page for specific duties)
  • ___ Develop a budget for committee
  • ___ Establish and create a backwards timeline for program planning
  • ___ Brainstorm possibilities of entertainment
  • ___ Present ideas to Event Committee
  • ___ Contact all performers, assess needs
  • ___ Meet with facility staff
    • Determine room set-up
    • Determine light and sound needs
    • Determine equipment needs
    • Determine door control, security, and other personal needs
  • ___ Complete contracts for all performers
  • ___ Arrange for payment to performer (Purchase request)
  • ___ Script the entire performance
    • What will be the sequence of events?
    • Will you have MCs? How will they participate?
    • How will light and sound play a part?
    • Prepare a written script for the stage managers, light and sound operators
  • ___ Plan logistics, and assign tasks for event night
    • Who will be there, when?
    • Who will greet the performers?
    • Who will keep the show moving along?
    • Where will the performers dress?
    • Will you be providing food for the performers?
  • ___ Rehearsal

Day of the Event Priorities List

  • ___ Meet with the Event Coordinator
  • ___ Map out the Day
  • ___ Troubleshoot
  • ___ Confirm arrival of Entertainers
  • ___ Confirm light and sound are set

 

Funding Sub Committee

Identifying what you will need to support the goals and theme of your event is critical to the success of the event. Most organizations have an event budget. Your event may need only this amount or you may identify the need for more money.

Here are some things to consider:

  • Your current budget is only a starting place
  • Other sources of funding are available if you are willing to do the work to get it
  • You can charge an admission fee to cover additional expenses for your event

The Chair of the Funding sub-committee is responsible for:

  • Advising the Event Committee and sub-committees on available funds and process
  • Creating a Funding Plan/Budget
  • Signing off on all funding plans in advance of any expenditure with the Event Chair
  • Setting time-line for purchases and paperwork submission for all committees
  • Creating Purchase Requests
  • Tracking all expenditures
  • Evaluating the Funding Plan
  • Thanking all of the participants

The Funding sub-committee is made up of the Event Chair, Sub-Committee Chairs, and the Organization Treasurer. They are responsible for:

  • Creating and agreeing on comprehensive funding plan inclusive of all the estimated expenses of the sub-committees
  • Determining how to solicit/raise additional funds if needed
  • Setting ticket cost and process
  • Reporting ticket information to Marketing sub-committee
  • Monitoring expenses in each sub-committee and reporting any overages or shortages

 

Decorating Sub Committee

Other sub-committees and their responsibilities:

Decorations create the