Electric Music City
Revolutionizing Music Education
Organizing & Planning Event Chair & Committee
Convening a committee, setting meetings and agendas. Supporting the committee to develop the goals and theme for the event. Appointing sub-committees. Educating sub-committee chairs on their roles, responsibilities, and process. Creating an event plan. Working with the organization's current budget, advising the Event Committee and Sub-committees on available funds and processes. Supporting the creation of a funding plan. Creating a comprehensive event timeline incorporating sub-committee. Coordinating and supporting the flow of information/communication between committees. Setting facilities meetings, communicating the event overview, and having sub-committees define their needs regarding the facility. Proofing all Marketing and Press Releases. Signing off on all funding plans in advance of any expenditure with the organization treasurer. Creating an environment for fun and success. On the day of the event: Track the Progress of all committees. Address all challenges in a timely manner. Communicate all changes to facility managers and committee chairs. BE AVAILABLE. A direct day beginning to end, set-up to exit. Evaluating the Event Plan. Thanking all of the participants and special guests.
The Event Committee is made up of the Event Chair, Sub-Committee chairs, and interested organizations and community members. They are responsible for:
Creating a comprehensive event plan including goals/desired outcomes and the theme of the event. Creating and agreeing on a comprehensive funding plan, inclusive of all estimated expenses of the sub-committees. Communicating regularly on the progress of the sub-committees. Approving all sub-committee decisions, i.e. program, food, marketing plan
Determining how to solicit/raise additional funds if needed. Setting ticket cost and process. Supporting sub-committees
Being available at all times during the day of the event. Participating completely during the event. Event evaluation and follow up
Convening a committee Setting meeting times, rehearsal times, and agendas. Supporting the development of a program plan. Communicating the program plan to the event committee. Identifying needed human and monetary resources. Creating and a timeline. Assigning a task to committee members. Coordinating performer contracts and program budget. Communicating all technical needs to the facility at facility meetings. Coordinating rehearsals and stage management. Welcoming all performers Troubleshooting during program. Leading an evaluation after the event. Thanking all of the participants.
The program is the heart of the event. The program content will allow the event goals to be met as well as communicate the theme. The program focuses on its first performance and incorporates performances and media presentations.
What components will be used in the program will be suggested by the program committee and determined by the event committee. It is the job of the program committee to identify and secure what is needed. When determining the program, these items will be taken into consideration:
Creating a program plan. Contacting/Contracting with performers. Creating/Accessing all needed media. Creating a performance schedule/script. Work with the event committee to develop the guest program. Identify and communicate all technical needs. Be stage hands, MCs, stage managers. Host Green Room.
Program Planning Priorities Checklist: Program Committee Priorities. Develop goals for entertainment. Choose a Director of Entertainment and Programming. Develop a budget for the committee. Establish and create a backwards timeline for program planning. Brainstorm possibilities of entertainment. Present ideas to Event Committee. Contact all performers, assess needs. Meet with facility staff-Determine room set-up-Determine light and sound needs-Determine equipment needs-Determine door control, security, and other personal needs. Complete contracts for all performers. Arrange for payment to performer (Purchase request). Script the entire performance-What will be the sequence of events? Will you have MCs? How will they participate? How will light and sound play a part? Prepare a written script for the stage managers, light and sound operators. Plan logistics, and assign tasks for event night-Who will be there, when? Who will greet the performers? Who will keep the show moving along?Where will the performers dress? Will you be providing food for the performers? Rehearsal. Day of the Event Priorities List. Meet with the Event Coordinator. Map out the Day. Troubleshoot. Confirm arrival of Entertainers. Confirm light and sound are set.
Identifying what we will need to support the goals and theme of the event is critical to the success of the event. The organization has an event start-up budget but will need to raise more money for for the upcoming major artist event.Here are some things to consider: The current budget is only a starting place, Other sources of funding are available we must be willing to do the work to get it, charge an admission fee to cover additional expenses for your event using ticketmaster.
Advising the Event Committee and sub-committees on available funds and processes. Creating a Funding Plan/Budget. Signing off on all funding plans in advance of any expenditure with the Event Chair. Setting a timeline for purchases and paperwork submission for all committees. Creating Purchase Requests. Tracking all expenditures. Evaluating the Funding Plan. Thanking all of the participants.
The Funding sub-committee is made up of the Event Chair, Sub-Committee Chairs, and the Organization Treasurer. They are responsible for:
Creating and agreeing on a comprehensive funding plan inclusive of all the estimated expenses of the sub-committees. Determining how to solicit/raise additional funds if needed. Setting ticket cost and process. Reporting ticket information to Marketing sub-committee. Monitoring expenses in each sub-committee and reporting any overages or shortages
Decorations create the environment for the event. The environment can convey culture, mood, or attitude, and is instrumental in meeting goals and communicating the theme. Table centerpieces, serving line set-up, backdrops, and stage decorations all add to the environment. When determining the Decoration plan, these items should be taken into consideration:-Stage Set-up-Food Area Set-up-Colors-Costumes
Lighting. Room capabilities and limitations.
Convening a committee. Setting meeting times and agendas. Supporting the development of a decorating plan. Communicating the decorating plan to the Event Committee. Identifying needed human and monetary resources. Creating a planning and decorations timeline. Assigning tasks to committee members. Communicating with the Facility. Schedule preparation and decorating times. Communicating the need of volunteers to volunteer committee Chair. Overseeing the prep and decorating. Evaluating the effectiveness of the Decorating plan. Thanking all of the participants. The committee is responsible for: creating a decorating plan. Identifying needed supplies. Identifying where products can be purchased. Purchasing products. Making, building, creating decorations. Decorating. Clean-up after event. Securing reusable decorations.
Creating a Decorating Plan. Identifying needed supplies. Identifying where products can be purchased. Purchasing products. Making, building, creating decorations. Decorating. Clean-up after event. Securing reusable decorations
Volunteers are critical to the success of an event. By supporting the work of the food, program, decorating and marketing sub-committees volunteers help complete the committee’s workforce. Some things to consider. Volunteers are future members and leaders. Volunteers expect to do things, let them. Communication is key to success. The Chair of the Volunteer sub-committee is responsible for:
Convening a committee. Setting meeting times and agendas. Supporting the volunteer needs of other sub-committees. Communicating the Volunteer plan to the Event Committee. Identifying needed human resources. Creating a volunteer committee timeline. Assigning tasks to volunteers. Scheduling volunteer times. Confirming volunteer times with volunteers and committee chairs. Send a reminder the day prior to the scheduled activity. Evaluating the effectiveness of the Volunteer plan. Thanking all of the participants. The Committee may support: Decorating Set-up. Kitchen production and Serving (if not handled by the caterer) Venue clean-up. Kitchen clean up. Booth staffing.
The Committee may support Decorating. Set-up. Kitchen production and Serving (if not handled by the caterer) Venue clean-up. Kitchen clean-up. Booth staffing.
Food has an international language of its own, an invaluable tool for meeting event goals, and is easily tied into any theme. Food can help convey culture and celebration, be a means for attracting participants, or a way to provide sustenance. The food committee can choose to self-cater an event through the OSU Cultural Meal Support Program or hire an approved caterer. When determining how to move forward a food event consider these things: The types of food desired, and a caterer's ability to create authentic food. The group's ability to plan, produce and serve the meal. Theme and Goal of the organization and program. Skill level of committee members. Available funds. Available time before the event. Availability of raw food products. The Chair of the Food sub-committee is responsible for:
Convening a committee. Setting meeting times and agendas. Supporting the development of a Food plan; menu, recipes, production schedule, serving plan, clean up plan, and coordinating with the efforts of the caterer. Communicating the Food plan to the Event Committee. Identifying needed human and monetary resources. Creating a planning, production and serving time line. Assigning tasks to committee members. Communicating with Student Involvement or OSU Catering. Schedule production and serving times. Communicating the need of volunteers to Volunteer Committee Chair. Overseeing the production and serving of the food. Evaluating the effectiveness of the Food plan. Thanking all of the participants. The Committee is responsible for: Creating a Food plan, that includes menu, recipes, production and serving plans. Developing grocery list or placing catering order. Grocery shopping. Production (prep, completion, packaging, transport) Serving- set up, signage, training, portion control, serving. Serving area and kitchen clean-up.
The Committee is responsible for: Creating a Food plan, that includes menu, recipes, production and serving plans. Developing grocery list or placing catering order. Grocery shopping. Production (prep, completion, packaging, transport) Serving- set up, signage, training, portion control, serving. Serving area and kitchen clean-up.
A well-developed marketing plan will create a buzz about the event and your organization. The culture/environment of OSU, the history of the event, a small display in the Barometer and word of mouth will fill the seats. A good buzz will increase member moral, build membership and allow the OSU community to celebrate the work that you do. When determining the Marketing Plan, these items should be taken into consideration:Theme and Goal of the organization and program. Skill level of committee members. Available money. Available time before the event. Various Marketing techniques; print ads, flyers, posters, press releases, activities. Headline performers. History of the event. The Chair of the Marketing sub-committee is responsible for:
Convening a committee. Setting meeting times and agendas. Supporting the development of a Marketing plan. Communicating the Marketing plan to the Event committee. Identifying needed human and monetary resources. Creating a planning timeline. Assigning tasks to committee members. Proof-reading all materials with the Event Coordinator. Evaluating the effectiveness of the marketing plan. Thanking all of the participants
The Committee is responsible for: Creating a Marketing plan. Reserving bulletin boards, table tent locations. Creating flyers, posters, tickets. Writing press releases. Arranging for interviews by news reporters, prior to and day of event. Including ticket information on all advertising. Hanging posters on campus and the surrounding community. Documenting activities day of event.