GOTR SPECIAL EVENT COMMITTEE DESCRIPTION 2015 In order to help fulfill GOTR’s mission and strategic goals, the GOTR Special Event Committee works with GOTR staff to:
develop, coordinate, and execute a professional, engaging and mission-focused annual fundraising event in alignment with Girls on the Run core values, as well as additional, smaller events throughout the year Day-of Logistics and Venue: plan, coordinate and oversee day-of logistics and venue, including finalizing room layout, working with speaker/presenters, creating event agenda and timeline, planning any raffle or silent auction activities, etc. Registration: prepare for and coordinate online registration and conduct same-day registration Marketing: work with marketing team and executive director on marketing of event In-Kind Donation Solicitation: obtain in-kind donations for any raffle or silent auction activities, as well as other event donations such as food, drinks, printing services, giveaways, etc. Event Volunteers: recruit, register, manage and coordinate event volunteers and adequately thank each volunteer Equipment: obtain and return any needed event equipment, including stage and audio/visual needs Sponsor recognition: work with Development Committee on event day recognition of sponsors Policies: ensure risk management compliance and general policy compliance Budget: Remain within guidelines set by finance committee and executive director Records: keep reasonable records of meeting notes, expenses and partnerships Wrap-up: send all thank you notes within two weeks of the event; schedule wrap up meeting to occur within 2 weeks of event to celebrate and to identify areas of strength and opportunity
At the first meeting, the special event committee chair makes sure all committee members have a clear understanding of:
the goals of the annual fundraising event and any additional events the background and program of Girls on the Run expected contribution of each volunteer future meeting dates, times and communication methods the created timeline of key planning responsibilities and deadlines
Applications now being accepted for Special Event Committee members. Please submit a resume and cover letter to Mary Uran at
[email protected] by July 8th.
