v
E ten
C o m mit e e
Structure
Jann phlorence a. rivera
BSN 2A
Event Commitee
Creates a comprehensive event
plan including goals/desired
outcomes and theme of the
event.
Event Chair
Responsibilities
forming a committee,
scheduling meetings, and
developing agendas.
Assisting the committee in
developing the event’s
goals and theme.
Chairing subcommittees.
Event Chair
Responsibilities
Informing subcommittee
chairs about their roles,
duties, and procedures.
Making a strategy for the
event.
Working with the
organization’s existing
budget and advising the
Event Committee and
Subcommittees on available
monies and procedures.
Event Chair
Responsibilities
Assisting with the
development of a funding
strategy.
Creating an event timeline
that includes sub-
committee timelines.
Coordinating and
facilitating
information/communicatio
n flow between
committees.
Event Chair
Responsibilities
Holding a facilities’
meeting, providing the
event overview, and
allowing sub-committees to
identify their facility
requirements.
Editing and proofreading
all marketing materials
and press releases.
Event Chair
Responsibilities
Signing off on all
financial plans with the
organization’s treasurer
prior to any spending.
Creating an enjoyable and
successful environment.
Event Chair
Responsibilities
On the day of the event:
Track the progress.
Respond to any challenges
as soon as possible.
Notify facility members
and committee chairmen of
any challenges.
AVAILABILITY.
Event Chair
Responsibilities
On the day of the event:
Direct day beginning to
end, set-up to exit.
event plan must be
evaluated.
Appreciate all of the
attendees and special
guests.
Event Commitee
consists of the event chair,
sub-committee chairs, and
representatives of the
community and interested
organizations.
ent C o m m it
E Responsibilities ee
v
Creating a complete plan
of the event that includes
the event’s goals, expected
outcomes, and theme.
Developing and agreeing on
a thorough financial plan
that includes all expected
sub-committee expenditures
Keeping the sub-committees
updated on their efforts
on a regular basis.
ent C o m m it
E Responsibilities ee
v
Approval of all sub-
committee decisions, such
as the program, food, and
marketing strategy.
identifying ways to
obtain/raise extra cash if
necessary.
determining ticket prices
and procedures.
ent C o m m it
E Responsibilities ee
v
providing assistance to
sub-committees
being available on the day
of the event at all times.
complete participation in
the event.
evaluation on the event.
Sub-commitees
Program Funding
Committee committee
Sub-commitees
decoration Volunteer
Committee committee
Sub-commitees
Food Marketing
Committee committee
Program Commitee
Will take suggestions, and the
event committee will decide
what will be included in the
program. Its task is to figure
out what’s required and get it.
When determining the program,
these items should be taken into
consideration:
The audience (those who
will not take part)
Maintain the audience’s
interest by making the
presentation relevant and
intriguing.
The location of the event
typically affects the
program’s options.
When determining the program,
these items should be taken into
consideration:
Theme/goals of the event -
the program content must
be compatible with the
event’s overall theme and
aims.
Money Availability- what
resources are available to
fund/create the program?
time available - how long
is the event’s actual
program component?
When determining the program,
these items should be taken into
consideration:
Time available to the
committees to
secure/create the program
Media development
technical assistance
Program Chair
Responsibilities
Timetables for meetings,
rehearsals, and agendas.
Assisting in the creation of
a program plan.
Providing the event
committee with the
program plan.
Program Chair
Responsibilities
Identifying the human and
financial resources that
are required.
Assigning tasks to members
of the committee.
Juggling performer
contracts and program
budgets.
Program Chair
Responsibilities
Greetings to all
performers.
During the program,
troubleshooting.
Organizing a pose-event
assessment
Express gratitude to all of
the participants
ogram C o m mit
P Responsibilities ee
r
Developing a program
strategy.
Getting in touch
with/contacting with
performers
Creating and obtaining all
necessary media
Putting together a
performance
schedule/script
ogram C o m mit
P Responsibilities ee
r
Collaborate with the event
committee to create a
guest program
All technological
requirements must be
identified and
communicated.
Become stage managers,
MCs, or stage workers
Organize a green room
Funding Commitee
figure out what is needed to
assist to reach the event’s
goals and theme.
Here are some things to
consider for the event budget:
Existing cash in hand
should only be used as a
starting point
Use other sources to raise
fund and be ready to put it
in the effort to find them.
Charge an entry fee to
cover your event’s
additional costs.
Funding Chair
Responsibilities
Advising the event
committee and its sub-
committees on available
money and procedures.
Developing a funding
strategy/Budget
Signing off on all finance
plans with the Event Chair
prior to any spending
Funding Chair
Responsibilities
Creating a timeline for all
committee’s purchases and
paperwork submission
Creating purchase requests
Keeping track of all costs
Examining the funding
strategy
Express gratitude to all of
the participants
The event chair, sub-committee chairs,
and the organization treasurer make
up the funding sub-committee. They
are in charge of:
Developing and approving a
comprehensive financial plan that
incorporates all of the sub-committees’
anticipated costs.
Deciding how to raise/seek extra funding
if necessary
Determining ticket prices and procedures
Ticket information should be sent to the
marketing sub-committee.
Keeping track of expenditures in each
sub-committee and reporting any
overruns or shortfalls.
coration C om mit
D Responsibilities ee
e
The atmosphere of the
event is created by the
decorations.
The environment may
express culture, emotion,
or attitude, and it plays an
important role in
achieving objectives and
communicating to the topic
coration C om mit
D Responsibilities ee
e
Table centerpieces, service
line setup, back drops, and
stage decorations help to
create a more inviting
atmosphere
Developing a decorating
strategy
identifying the goods that
are required
coration C om mit
D Responsibilities ee
e
Determining where things
may be bought
Purchasing merchandise
Making, constructing, and
designing decorations
Cleaning up after the event
Keeping reused decorations
safe
When Determining the decoration
plan, these items should be taken
into consideration:
Set-up of the stage
Setup of the food area
colors
Costumes
lighting
capabilities and limits of
the room
Decoration Chair
Responsibilities
Organizing meeting
schedules and agendas
Assisting in the creation of
a decorating scheme
Notifying the event
committee of the
decorating plan
Identifying the human and
financial resources that
are required
Decoration Chair
Responsibilities
creating a timeline for
planning and decorating
Assigning responsibilities
to members of the
committee
getting in touch with the
facility
set aside time for
preparation and
decoration
Decoration Chair
Responsibilities
advising the volunteer
committee chair of the
need for volunteers
Managing the preparation
and decoration
Evaluating the decorator’s
plan’s effectiveness
Express gratitude to all
participants
Volunteer Commitee
Volunteers are essential to an
event’s success. Volunteers
assist the committee’s
personnel by supporting the
work of the food, program,
decoration, and marketing
subcommittees.
Some things to consider for
volunteers:
Volunteers are the future
members and leaders of
the organization
Volunteers expect to be
able to help, so give them
the opportunity
Effective communication is
essential for success
Volunteer Chair
Responsibilities
Scheduling meetings and
developing agendas.
Assisting other sub-
committees with volunteer
needs
Informing the event
committee of the volunteer
plan
Volunteer Chair
Responsibilities
identifying the human
resources that are required
creating a schedule for the
volunteer committee
assigning volunteer tasks
organizing volunteer hours
Confirming volunteer
schedules with committee
heads and volunteers
Volunteer Chair
Responsibilities
The day before the scheduled
activity, send a reminder
Evaluating the volunteer
plan’s effectiveness
expressing gratitude to all
participants
Thee Volunteer committee may
support:
Decorating
set-up
preparation and serving in the kitchen
clean-up of the venue
cleaning up the kitchen
Manning the booth
Food Committee
Food has its own worldwide
language, is an excellent tool
for achieving event objectives,
and may be effortlessly
incorporated into any theme.
Food may be used to spread
culture and joy, as well as to
attract visitors and provide
sustenance.
Consider the following factors
while deciding how to proceed
with a culinary event:
The varieties of meals that
are wanted, as well as the
competence of a caterer
the ability of the group to
organize, prepare, and
serve the meal
the organization’s and
program’s theme and goal
committee members’ skill
levels
Consider the following factors
while deciding how to proceed
with a culinary event:
Monetary resources
available
Time available prior to the
event
Raw food items are readily
available
Food Chair
Responsibilities
Support the creation of a
food plan, including menus,
recipes, a production
schedule, a serving plan, and
a clean-up plan, as well as
collaborating with the
caterer’s efforts
The food plan will be
communicated to the event
committee
Food Chair
Responsibilities
identify the human and
financial resources that are
required
Creating a schedule for
planning, manufacturing,
and serving
Assigning responsibilities to
members of the committee
Food Chair
Responsibilities
Plan out when you’ll be
making food and when you’ll
be serving it
Advising the Volunteer
committee chair of the need
for volunteers
supervising the food’s
preparation and serving
Food Chair
Responsibilities
Evaluating the food plan’s
effectiveness
Express gratitude to all the
participants.
Food C o m m itee
Responsibilities
Creating a menu, recipes,
production, and service
plans as part of a food
plan
shopping for groceries
creating a shopping list or
placing a catering order
The manufacturing process
(Prep, completing,
packaging, transport)
Food C o m m itee
Responsibilities
Set up signage, training,
portion control, and
serving are all aspects of
serving
Cleaning up the serving
area and the kitchen
Marketing Commitee
A well-thought-out marketing
strategy will generate interest
in the event and your company.
These factors should be
considered while developing a
marketing strategy:
The theme and goal of the
organization and program
will be created via a well-
developed marketing plan
Committee member’s skill
levels
Money that is available
Time available prior to the
event
Performers in the
spotlight
These factors should be
considered while developing a
marketing strategy:
Print advertising, flyers,
posters, news releases, and
activities are all examples
of marketing strategies
The event’s background
about the occasion and
your company
Marketing Chair
Responsibilities
Assisting in the creation of
a marketing strategy
Educating the event
committee on the marketing
plan
Identifying the human and
financial resources that are
required
Marketing Chair
Responsibilities
Creating a timetable for
planning
Assigning responsibilities to
members of the committee
Collaborating with the
event coordinator on
proofreading all materials
Evaluating the marketing
plan’s effectiveness
Express gratitude to all of
the participants
arketing C om mit
M Responsibilities ee
making a marketing
strategy
Placing reservations for
bulletin boards and table
tents
Creating posters, flyers,
and tickets
Press release writing
Organizing interviews with
press reporters before to
and on the day of the
event
arketing C om mit
M Responsibilities ee
All advertising should
include ticket information
Placing posters around
campus and in the
community
Keeping track of events on
the day of the event
THANK YOU!
