“Developing a Festival” Appendix “AA” – Administration Committee

 The Administration Committee is responsible for all administrative matters pertaining to the festival. This committee is headed by the Festival Secretary. The following is a partial list of Administration Committee duties:

€    Works with Board of Directors in preparing the festival’s Plan of Action

€    Prepares all Board meeting agendas and sends them out prior to each meeting

€    Records discussions and motions at each Board meeting

€    Prepares Board meeting minutes in a timely fashion and sends them to all Board members immediately

€    Responsible for all maintenance of all incoming and outgoing festival correspondence

€    Responsible for maintaining and storing all festival records

€    Committee is headed by the Festival Secretary

€    Secretary is usually one of the official signing officers of the festival

€    Prepares all official festival correspondence

€    Maintains Board member attendance reports

€    Prepares monthly administration report for the Board of Directors

€    Maintains festival’s headquarters (if they exist) 

€    Open and maintains festival Post Office box

€    Secretary is the CAO (Chief Administrative Officer) of the festival

€    Works with Board in preparing final festival report

“Developing a Festival” Appendix “Z” – Finance Committee

 The Finance Committee is responsible for all financial matters pertaining to the festival. This committee is headed by the Festival Treasurer. The following is a partial list of Finance Committee duties:

€    Works with section chairs to determine their financial requirements

€    Opens and maintains festival bank accounts

€    Sets up festival’s accounting system

€    Prepares festival budgets

€    Maintains records of all financial transactions

€    Sets up expenditure approval system

€    Sets up banking system and oversees daily banking

€    Prepares monthly financial reports for the Board of Directors

€    Negotiates, if required, overdraft facilities or loans.

€    Treasurer is the CFO (Chief Financial Officer) of the festival

€    Usually one of the signing officers of the festival

€    Helps set up audit committee and provides any financial information requires by the audit committee

€    Prepares the final festival financial report for the Board

€    Treasurer has final approval of all expenditure (In conjunction with Board of Directors guidelines)

€    Carries out all financial directions of Board of Directors

“Developing a Festival” Appendix “Y” – Festival Chair

 The Festival Chair is not only the figure head of the festival, but is the binding that keeps the festival together. The following is a list of duties that should be considered for the Festival Chair:

€    Manages the Board of Directors, is the CEO (Chief Executive Officer) of the festival

€    Oversees the festival’s goals and objectives

€    Oversee the festival’s critical path to insure festival stays on track during its planning and implementation stages

€    Ex-officio of all festival committees

€    Chairs all Board meetings

€    In the case of a tie vote, casts the deciding vote

€    Unless otherwise decided, is the official spokesperson of the festival

€    Is one of the signing officers of the festival

€    Approves and signs the final festival report

€    Responsible for the conduct of all Board members

“Developing a Festival” Appendix “X” – Board of Directors

 The Board of Directors is made up of an executive plus individual committee chairs. Each person has his or her own job. The Board, however, as a whole is responsible for the direction and integrity of the festival and its members. The Boards functions will differ for each festival, but there are some common threads. Whatever you decide are its functions, they should be put in writing at the beginning of the planning stage and all Board members should be completely aware of the Boards functions and their duties, responsibilities and liabilities within the Board of Directors. Here are a few ideas to get you started:

€    It is the governing body of the festival

€    It approves, maintains and adjusts the direction of the festival

€    It is responsible for all festival expenditures

€    It is responsible for the safety and health of all festival participants, including committee members, vendors, contracted employees and attendees

€    It is responsible for holding regular meetings and keeping accurate festival records

€    It is responsible for the financial integrity of the festival

€    It is responsible of planning and implementing the best possible festival

“Developing a Festival” Appendixes

 

Festival Plan Implementation

Appendix “X” – Board of Directors

Appendix “Y” – Festival Chair

Appendix “Z” – Finance Committee/Treasurer

Appendix “AA” – Administration Committee/Secretary

Appendix “BB” – Section Chair Duties

Appendix “CC” – Site & Facilities Committee

Appendix “DD” – Procurement Committee

Appendix “EE” – Marketing and Media Committee

Appendix “FF” – Internet Committee

Appendix “GG” – Sponsorship and Donations Committee

Appendix “HH” – Benefactor Program Committee

Appendix “II” – Volunteers and Manpower Committee

Appendix “JJ” – Events and Activities Committee

Appendix “KK” – Vendors Committee

Appendix “LL” – Legal and Contracts Committee

Appendix “MM” – Security and Transportation Committee

Appendix “NN” – Municipal Liaison Committee

Appendix “OO” – Community Relations Committee

Appendix “PP” – Amenities Coordinating Committee

"Developing a Festival” - Plan Implementation

  The following are possible festival committees. The size and scope of each committee will depend on the festival’s management. Each committee is led by a committee chair. Each chair oversees his/her committee and reports to and is a member of the Festival’s Board of Directors.

16.   Municipal Liaison Committee

Keeping in regular touch with town officials and town staff is very important. This committee makes sure that the lines of communications are open at all times. This committee can head off potential problems before they become a problem.

17.   Community Relations Committee

Many festivals get themselves into trouble by assuming that their community is going to fully support them. In reality this rarely happens. You may get the town fathers on side, but local residents, business leaders, other events, etc. may not like your plans. It is important to start early in getting potential opponents identified and then on side. You may think their concerns are frivolous and unimportant and not worthy of your consideration. If you do, you will be wrong and none response will likely come back to haunt you. A little community relations in the beginning will be well worth the effort.

18.   Amenities Coordinating Committee

This committee looks at other community attractions and amenities and finds ways to include them into the festivals overall scheme. Visitors, especially if they are coming from far away, need a place to eat and possibly a place to sleep. If they plan to stay in the area for awhile, they may be looking for other things to do and see. The more you can tie your festival visitor to the community, the more likely the visitor will come back again. This committee is also responsible for putting discount packages together for visitors. Again, anything a festival can do to attract visitor is worthwhile.

"Developing a Festival” - Plan Implementation

 The following are possible festival committees. The size and scope of each committee will depend on the festival’s management. Each committee is led by a committee chair. Each chair oversees his/her committee and reports to and is a member of the Festival’s Board of Directors.

14.    Legal and Contracts Committee

I believe it’s a good idea, especially for larger festivals, to have a legal/contract committee. In developing and implementing festivals there are many instances where sound legal advice is needed quickly. This could be in the form of contract development or contract review. It could be for incorporation or trademarking.  Having legal advice on hand will save time and money.

 

15.   Security and Transportation Committee

The security and transportation committee determines what security is needed both when the festival is operating and when it is closed. They also oversee, where needed, road closures, shuttle services, parking and on site transportation. They coordinate all these activities in cooperation with other festival committees.