Committee Position Details
Executive Positions
Chairperson
Organizes and Chairs Meetings
Oversees Executives and follows up with required Grants, Insurance and other items
Has signing authority with the Bank
Vice-Chairperson
Chairs meetings if the Chairperson is not available
Has signing authority.
Is responsible for the following committees:
Security & First Aid
Food & Beverages
Construction & Electrical
Treasurer
Creating and maintaining a Budget
Maintain an accurate record of finances
Provide monthly reports of finances
Apply for Gaming applications
Completing all Gaming reports required
Applying for Grants
Is responsible for the following committees:
Fundraising
Tickets & Registration
Prizes
Secretary
Keeping records of meetings and files
Provide meeting minutes within one week of each meeting.
Correspond with the schools to announce meetings and other important information.
Is responsible for the following committees:
Publicity & Thank yous
Volunteer Coordinator
Cleaning/Sanitization
Director
Assisting Executive where necessary. (filling in if needed, ex. Taking meeting minutes if the secretary is unable to make it.)
Is responsible for the following committees:
Activities
Decorations
Coat Check
Coordinator Positions
Activities
Organize and oversee activities for Grad Fest with the support of the committee
Floor Plan
Rentals
Timelines
Entertainment
Food & Beverages
Approach supplies for donations towards the event in the form of; food, beverages, and discounts.
Organize what food and beverages will be available.
Organized the area for storing and serving.
Ensure that there is a Food Safe Certified person onsite at all times when handling food.
Organize the Volunteers who sign up to assist in this area.
Construction & Electrical
Work with activities and decorations coordinators to build new games or props needed.
Ensure that there is the necessary electrical set up for decorations and activity requirements.
Assist with setting up and taking down items.
Maintain electrical equipment as necessary.
Security & First Aid (may be two people)
Ensure that all Public health orders are being followed.
Review equipment and request/replace what is needed.
Organized Volunteers in locations that and times that are needed for proper coverage of the event(s)
Provide security at the entrance to ensure that participants are not bringing in items that are not permitted.
Provide security, first aid and safety for any participant who is inebriated and or is causing issues.
(Further specifics are outlined in the binder, this is just a brief summary to assist in understanding the position)
Decorations
Follow up with the theme suggested by the Graduates
Purchase any items that may be needed to follow up.
Organize rental of equipment for decorations.
Work with volunteers to set up and take down decorations.
Coat Check
Set up a location for Coats and bags to be stored by participants of the event.
As they get prizes they may add those to their Coat Check
Use a tracking system to ensure the safety of the items and that the right person is getting their stuff.
Follow up with the schools and executive on any lost and found items.
Fundraising
Update the letter of request to the current year.
Approach locations with a letter of request for donations and funding support.
Track all locations that have been approached.
Organize any follow up that is needed.
Tickets & Registration
Design and order event tickets,
Set up a registration system (online or in person)
Track registrations and ticket purchases
Ensure that we have a copy of a signed liability form.
Organize the registration area at the event(s) and provided the needed materials to volunteers.
Publicity & Thank You
Maintain social media platforms and follow up with any comments/messages as needed
Organize for public advertising. (Radio, News etc.)
Follow up on donations received with a thank you card and receipt if necessary.
Maintain the website if the committee chooses to do so.
Post information and minutes as required.
Volunteer Coordinator
Attract and track those who wish to volunteer to help with the event(s).
Create a schedule of positions that are needed to be filled.
Keep in contact with the volunteers to maintain information.
Provided a copy of the schedules for each area to the coordinator of that area. (ex. Coat Check volunteers, Who and when, to the coat check coordinator.)
Set up a check-in for volunteers, and get a signed liability form from each person.
Follow all PHO orders regarding volunteers.
Prizes
Using the budget provided:
Purchase as many prizes as possible.
Use sales and store events to help as much as possible.
Purchase a variety of prizes in size and value.
Follow up and track all donations towards prizes that have been received.
Find secure storage for purchased/donated prizes until the event.
Set up prizes at the event.
Organize how the prizes will be handed out (we have done a few different options over the years)
Purchase the items that students receive for attending, Gift Cards, lanyards ect.
Track any Cash Draws or prizes that are handed out.
Clean up/sanitation
Organize the volunteers.
Maintain garbage cans and loose items around the event area.
Ensure that all garbage and items are cleared at the end of the event and any necessary cleaning has been performed (tables stacked, tape removed, garbage/recycling where required).
Organize appropriate sanitation procedures for before, during and after the event.
Acquire the necessary items. (through donations or purchase)