Events Portfolio 

General Duties of Assigned Portfolio

Goal of Portfolio

The club has a number of activities that support the club programs and membership. The Events Director is primarily responsible for recruiting members to committees for each event and ensuring that the activities required are delivered.

Duties and Areas of Responsibilities

Primary responsibilities of the Events Director include, but are not limited to the following:

1. Develop committees for each event (Hogtown Heats, Martha Coffey Frostbite Sprints, Double Blue Awards Gala) and ensure that there is a responsible chair for each committee and that the event is delivered to the satisfaction of members and meets its objectives. (Financial objectives for the Double Blue are to break even, while the two regattas aim to make money.)
2. Primary liaison with Regatta Central in connection with managing entries to the two regattas and coordinating the collection of RCA/RO seat fees.
3. Primary contact with the City and Ports Toronto in applying for permits to stage the two regattas, and in obtaining relevant insurance certificates.
4. Develop a budget for each event and present a reconciliation to the Treasurer after the event, so that it is clear how much the event cost/made.
5. Maintain a guide book on regatta/awards gala planning and duties, so that it is clear what are the steps in planning a regatta/awards gala for the following year
6. Responsible for the ARC History Society and the Board Director to whom the Society reports.
7. Responsible for promoting as well as responding to requests for Corporate Team Building opportunities and arranging for those events including Corporate Learn to Row; and assisting with Try-It Days.
8. Ensure that Board President is kept informed of all major activities of the portfolio and any scheduled sub-committee meetings, to support the Chair’s responsibility to monitor overall Board governance.

Sub-committees and Reporting Positions

• Hogtown Heats Committee – event held last weekend of August
• Martha Coffey Frostbite Sprints Committee – event held late October/early November
• Double Blue Awards Gala Committee – event held November
• ARC History Society
• Other events that arise, e.g., boat dedications

Evaluation 

Director’s performance is evaluated annually through reporting to the membership at the Annual General Meeting.

Review and Approval Date

The Board reviews the Board Member Job Descriptions annually to ensure appropriate assignment of duties and responsibilities.

Date: ________________________________

Director’s Signature: ________________________________

Last updated: February 2024