“Developing a Festival” Appendix “II” – Volunteers and Manpower Committee

 Each section committee has different functions they are responsible for. There may be some interaction necessary from time to time. It is important for all committees to communicate with each other, especially where interaction is likely. Each festival will prepare its own list of committee functions, but here is a list of possible Volunteers and Manpower Committee functions.

€    Work with section committee chairs to determine overall festival manpower needs

€    Create overall manpower chart

€    Develop list of all potential volunteers

€    In conjunction with section chairs, assign each volunteer to a section committee (some volunteers may be assigned to more than one committee)

€    Prepare list of recommendations to overcome volunteer shortfalls (if required)

€    Investigate potential outside manpower (paid or not) and make recommendations to Board

€    Prepare a shortfall list for presentation to Board of Directors

€    In conjunction with section chairs, prepare written task descriptions for each volunteer

€    Prepare an overall manpower duty roster

€    Prepare two overall manpower list, one for the planning stage and one for the implementation stage

€    Develop a manpower “monitoring” plan for festival

€    Develop an overall festival work schedule, including “rest breaks”

€    Develop a list of materials required for “rest” areas (food, cots, beverages, first aid, etc.)

€    Develop a volunteer “thank you” strategy (letters; awards; festival souvenir)

Developing a Festival” Appendix “HH” – Benefactor Program Committee

 Each section committee has different functions they are responsible for. There may be some interaction necessary from time to time. It is important for all committees to communicate with each other, especially where interaction is likely. Each festival will prepare its own list of committee functions, but here is a list of possible Benefactor Program Committee functions.

€    Prepare a list of possible benefits that could be included in the program

€    Determine number of levels to be offered

€    Develop a Festival Benefactor Program with budget and submit to Board of Directors for approval

€    Prepare a marketing plan for program

€    Develop an administrative plan for program

€    Create and print Benefactor Program literature

€    Create a Benefactor Program “goodies” package

€    Prepare Benefactor event itinerary

€    Prepare event manpower schedule

“Developing a Festival” Appendix “GG” – Sponsorship and Donations Committee

 Each section committee has different functions they are responsible for. There may be some interaction necessary from time to time. It is important for all committees to communicate with each other, especially where interaction is likely. Each festival will prepare its own list of committee functions, but here is a list of possible Sponsorship and Donations Committee functions.

€    Prepare a sponsorship and donation plan of action for Board approval

€    Prepare detailed sponsorship audit of festival assets and describe what each item offers a potential sponsor

€    Place a value on each asset

€    Determine sponsorship categories (e.g. Title, Presented By, In Association With, etc.)

€    Bundle assets into categories

€    Determine value (tangible and intangible) of each sponsorship category

€    Prepare list of prospect businesses that might be a festival patrons and then divide lists into 3 divisions – sponsor, donors and benefactors

€    Develop sponsor proposals for each sponsor category

€    Prepare customized Sponsorship Proposal for each prospective business

€    Make sales calls and presentations to both potential sponsors and donors

€    Have any contracts prepared and signed

€    Prepare and implement Sponsor follow up plan

€    Create and implement Sponsor fulfillment program

€    Provide event assistance program and team

€    Follow up post event to renew sponsorship contract

“Developing a Festival” Appendix “FF” – Internet Committee

 Each section committee has different functions they are responsible for. There may be some interaction necessary from time to time. It is important for all committees to communicate with each other, especially where interaction is likely. Each festival will prepare its own list of committee functions, but here is a list of possible Internet Committee functions.

€    Create festival’s domain name, ensure its availability and have name approved by Board of Directors

€    Register festival’s domain name

€    Develop website map

€    Create web page information including words and photos

€    Hire website designer

€    Work with web designer to develop festival website

€    Arrange for hosting company

€    Coordinate information from section committees and Board of Directors

€    Have final website approved by Board of Directors before launching it

€    Arrange for web links

€    Create and sell web advertising (if desired)

€    Create daily/weekly blog (if desired)

€    Manage website, including updates and answering questions from committee members and public

“Developing a Festival” Appendix “EE” – Marketing and Media Committee

 Each section committee has different functions they are responsible for. There may be some interaction necessary from time to time. It is important for all committees to communicate with each other, especially where interaction is likely. Each festival will prepare its own list of committee functions, but here is a list of possible Marketing and Media Committee functions.

€    Prepare media plan, including budget, for approval by Board of Directors

€    Prepare media timetable including advertising and promotion

€    Create and register festival logo

€    Create festival adverting and promotional materials

€    Arrange interviews and press releases

€    Purchase media spots

€    Oversee all media relations for festival

€    Oversee all advertising and promotion, including content and contracts

€    Look for opportunities for free advertising and promotion

€    Negotiate contra ads

€    Responsible for distribution of all festival marketing materials

€    Responsible for the creation and placement of all festival signage (this includes directional signage, sponsorship, information, etc)

€    Responsible for taking photos of festival both before and after event

€    Keep a record and copies of all advertising and promotional materials

€    Be on-hand at event to coordinate media questions and needs

€    Arrange and manage media/community festival launch party

“Developing a Festival” Appendix “DD” – Procurement Committee

 Each section committee has different functions they are responsible for. There may be some interaction necessary from time to time. It is important for all committees to communicate with each other, especially where interaction is likely. Each festival will prepare its own list of committee functions, but here is a list of possible Procurement Committee functions.

€    Develop list of potential suppliers and negotiate, where possible, special festival discounts

€    Develop an approved supplier list

€    Develop, for approval by Board of Directors, a procurement procedures and strategy plan

€    Check all expenditure invoices for accuracy and discounts

€    Maintain supplier relations

€    Work with section committees to help them determine and obtain their purchase requirements

€    Coordinate all purchasing activities

€    Work with finance committee to insure budget adherence

€    Prepare monthly procurement Board reports

“Developing a Festival” Appendix “BB” – Section Chair Duties

 Each section committee is headed by a Section Chair. Each Section Chair is a member of the Board of Directors. Although each committee and its Chair have different duties pertaining to their committee, they all have the same responsibilities with regard to the Board of Directors. Here are a few duties to consider:

€    Attend all scheduled Board meetings or send a prepared replacement

€    Prepare a written committee report for each Board meeting

€    Send out written committee report to secretary and other Board members several days prior to Board meeting

€    At Board meetings be prepared and professional and arrive on time

€    Share pertinent Board information with your committee members

€    Keep an open line of communications with all other Board members

€    During Board discussions, keep on topic

€    Appoint a designated assistant who can answer questions in case you are not available

€    Determine manpower needs for committee including planning and implementation phases