It is very important to establish a team and run it well. Here is some help:
For smaller events, more than one job can be given to each individual. For bigger events, each job will likely needs a subcommittee of several people
Define team roles clearly
Give them feeling of importance through individual responsibility
Establish a common vision: team structure and workflow
Establish a planning calendar and task list
Host team exercises: to interact with one another, get closer, and be more effective
Host team meetings regularly: to discuss their issues they are facing and get updates on event progress. Meeting can be made more effective with:
Obtain/create written agenda in advance
Review the attendee list and send schedule updates
Manage your meeting by the clock
Take notes of the meeting
Follow up with team members after your meeting
Director:
Effective communication skills
Confidence
Ability to commit
Open to feedback
Ability to coordinate between all subcommittees and coordinators.
Program coordinator:
Program date: Ramadan is the most effective time for fundraising for Muslims. Friday evenings and weekends are better. Avoid major holidays and popular time off times. Avoid conflict with other local major events or fundraisings as much as possible
Program itinerary: for Muslim events, make time loose because people tend to come late. Allow time for prayers. Delay food till after fundraising
Goals: see Fundraising Goal post
Target attendees
Number of the attendees
Tickets levels and prices
Tables sponsorship levels and prices
Speakers: must be effective
MC: must be fun and engaging
Fundraising styles:
Before and after: in person, phone, visit and online (crowdfunding, Facebook, own website)
During the event: open competition, silent fundraising, silent auction, live fundraising platform, donation matching, text to donate...
Venue coordinator:
Appropriate venue: size and capacity (Muslims do not RVSP that much so expect a lot of non-registered attendees). If the venue is outdoor, consider weather changes.
Insurance (if needed)
Security
Lighting and sound systems
Internet and WIFI
Parking
Security
Calling the venue a week before the event to make sure everything is set up right
Finance and budget coordinator:
Budgets
Invoices
Payments
Venue
Equipment
Speakers
Merchandises
Catering
Decoration
Marketing
Payroll for staff or at least submitting timesheets
Equipment coordinator:
Must have IT background
Needed equipment
Needed supply
Ordering them
Making sure they are available on time
Volunteer/staff recruitment coordinator:
How many volunteers/staff are needed
Volunteers job description
Recruiting volunteers/staff
Timesheets
Making sure they are available on the day of the event
Marketing coordinator:
The most important job
Often needs several people to accomplish
See the fundraising marketing article to know all the tasks that need to be done
Since marketing often leads to online registration. It is better to keep registration and tickets in this subcommittee
Sponsorship coordinator:
Must be an effective communicator
Calling big donors, organizations and businesses
Ask them to sponsor the event, part of it or to buy a table
Merchandise sales at the event as another fundraising tool
Crowdfunding coordinator:
Contacting crowdfunding platform companies
Establishing fundraising campaigns to run along with the live event
MC/speakers/entertainment coordinator:
Getting in touch with the speakers/MC
Signs agreements with them
Arrange for their travel, accommodation and transportation
Finding/hiring the appropriate entertainment
Making sure that their travel, accommodation and equipment are available
Online podcasting of fundraising: Facebook, YouTube...
Catering coordinator:
Estimating the food needed
Ordering it and making sure it is available for the event date
Theme and decoration coordinator:
Designing decoration, signs and banners
Ordering them
Making sure they are set up on the day of the event
Hosting and hospitality coordinator:
Organizing volunteers/staff
Assigning them to their jobs
Making sure they are at their described role on the day of the event
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