EVENT COORDINATORS GUILD BOOK

EVENT TASKS

The following is a list of tasks and goals for Guild members who take on event positions. Ideally there is Guild representation at SetUp and at CleanUp.

EVENT HEAD

Pre-event

Committee – Working with the guilds (or personal choice) to fill the Committee positions, and then communicating with them to ensure they are on target. Any positions unfilled are managed directly by the Event Head.

Theme – Giving thought to the chosen theme, identifying any special directions or focii for various Committee members to explore.

Invitation – The Historian Committee currently meets to work on the event invitation. It is strongly suggested the the Event Head attend those meetings, or otherwise provides direction for the Committee.

Meetings – Coordinating/scheduling and running one or two meetings for the Committee, preferably at the event site, to review plans and discuss ideas.

Committee Facebook Group – There is a Party Team Facebook group, and the Event Coordinators as well as the Committee members should be added to it. (Admins can add people, and Admin status can be bestowed once the event coordinators accept their invitation to join.) This group is a great way to keep lines of communication open with most of the committee. Either the Event Head or the Event Historian should ensure the group is established, and add people as appropriate.

Invitation Emails – Ensuring that emails promoting the party go out to the mailing list, preferably at six weeks, four weeks, and then two weeks out from the event.

Facebook Event – Ensuring that a Facebook event is made under the Dark Ones page, then shared in the Facebook group as well. Periodically posts on the Page, in the Group, and within the Event to generate interest.

Website – Ensuring the event invitation is posted to the Dark Ones website.

Event Spreadsheet – Adding comprehensive notes to the Event spreadsheet, sharing spreadsheet with collaborators.

Signage – Coordinating with the Committee to help determine signage needs.

Kegs – Coordinating with Beverage Services Coordinator regarding any preferences for beer or cider.

Setup – Attending Setup, providing guidance where needed, and helping.

At-event: It’s recommended for the Event Head to have no other Committee responsibilities during the actual event.

Announcements - Coordinate who will manage Announcements, and what messages need to be shared.

General Management - Deal with whatever arises! Get assistance when needed.

Post-event

Clean Up - Attending Cleanup, helping.

Site Review - Consulting with the Site Host after the Party to get a final report about how they feel the event went and what, if any, problems surfaced.

Lost & Found - Coordinating with Site Host regarding any Lost & Found items. May include posting on Facebook to try to get things claimed and picked up.

Thank Yous - Within a week of the event, posting Thank Yous on the Facebook Event to recognize helpers.

EVENT EXCHEQUER

Pre-event

Budget - Working with the Committee and the Event Head’s desires, draft a budget in the Event spreadsheet.

Seed Money - Coordinating with the Corporate Exchequer to get the seed money for the event. Keeping track of any monies paid out, and holding onto receipts. Using the event spreadsheet to track budget, expenses and income.

Pledges - Creating a list of who to collect money from at the event, based on information gathered in the “Call Around” list. (Money may also be collected early if possible.) It’s important that people pledging know to hand the money to the Exchequer rather than put it in the Jar.

Setup – Attending Setup, and helping. (Bring seed money, as Committee may need cash, or bring receipts.)

At-event

Pledges - Locate (get help when needed) those who’ve pledged money and collect it from them, tracking it on a list.

Jar - Along with the Event Head and sometimes the DO Exchequer, count the donations in the Jar near the end of the Party in a safe place.

Post-event

Clean Up - Attending Cleanup, helping. Being prepared with cash, in case any Committee bring receipts.

Receipts - Coordinating with Committee members regarding outstanding receipts, and paying them. Entering the data into the Event Spreadsheet.

Closeout - Meeting with the Corporate Exchequer to turn over receipts, seed money, and leftover profits.

EVENT HISTORIAN

Pre-event

Event Spreadsheet – Either the Event Head or the Event Historian should be ensuring that the Event Spreadsheet is created, adding comprehensive notes to it, and sharing the spreadsheet with collaborators. It should include the list of Committee members and those who’ve agreed to take on tasks, the event theme and how it will be explored, notes about Food & Drink, Budget & Receipts pages, and the list of Volunteers who helped.

Taking Minutes - Writing notes at Committee meetings and making them available to the Event Head, and/or posting them to the Party Team Facebook group.

Questionnaire - Creating (or delegating the creation of) the event questionnaire, a Google form version of the Call Around, to encourage participation from event attendees. Information collected from the responses needs to be entered into the Event Spreadsheet.

Committee Facebook Group – There is a Party Team Facebook group, and the Event Coordinators as well as the Committee members should be added to it. (Admins can add people, and Admin status can be bestowed once the event coordinators accept their invitation to join.) This group is a great way to keep lines of communication open with most of the committee. Either the Event Head or the Event Historian should ensure the group is established, and add people as appropriate.

Invitation Emails – Either the Event Head or the Event Historian should be ensuring that emails promoting the party go out to the mailing list, preferably at six weeks, four weeks, and then two weeks out from the event.

Facebook Event – Either the Event Head or the Event Historian should be ensuring that a Facebook event is made under the Dark Ones page, then shared in the Facebook group as well. Periodically posts on the Page, in the Group, and within the Event to generate interest.

Website – Either the Event Head or the Event Historian should ensuring the event invitation is posted to the Dark Ones website.

“Call Arounds” - Arranging to get a list of people to contact, and then contacting them to determine if they will attend, volunteer, and/or donate to the event. Reminding folks that pledge money that they can do so via the website, or that the Exchequer will collect from them directly at the event (and not to put pledges in the Jar). Remember to highlight any updated information on the spreadsheet so that the Farspeak Database Administrator can clean up the list.

Setup – Attending Setup, and helping. This includes creating a list of all those who are present for Setup, and giving it to the Guild Masters.

At-event

Post-event

Clean Up - Attending Cleanup, helping. This includes creating a list of all those who are present for Clean Up, and giving it to the Guild Masters.