Event organizer

From AFSWiki

This page contains position descriptions for volunteers and staff who make possible an AFS community relations event.

Depending on the size of the event, more or fewer positions are appropriate. For a casual get-together, one or two volunteers working with one staff member may be sufficient. For a large event, a larger task force may be necessary.

Casual Get-Togethers

An example of a casual get-together is a no-host dinner for 20 people at a favorite restaurant, followed by group attendance at a public speech or movie with an international context. Or the get-together can start with a movie, followed by dessert at a restaurant, where the movie will provide something to help "break the ice" and start conversations.

Event Organizer 

Chooses the date, location(s) and program for the get-together. Identifies an Attendance Organizer (or handles that position's responsibilities, too). Writes invitation letter. Serves as host of get-together, on the date of the event. Recruits an organizer for a follow-on event, thus "passing the torch" and starting a tradition. Sends an after-the-fact summary of the event to AFS Staff.

Attendance Organizer 

Coordinates with AFS staff to secure list of appropriate people to invite. Sends invitations by email or [evite.com | evite] and keeps track of predicted attendees. When invitations or discussions at the get-together reveal that an AFSer has moved, no longer wants to be in touch with AFS, knows a friend who's not in the AFS database, wants to get more involved as a volunteer, etc, this person informs the AFS staff so our mailing lists can be kept current. Helps Event Organizer keep the get-together running smoothly, on the date of the event.

AFS Staff (Typically from the development team)

Provide lists for invitations. Follows up on corrections in the invitation list information, as identified by Attendance Organizer. Provides information about AFS programs if requested.

Large Events

An example of a large event is a cocktail party for 50 people at the home of an AFS volunteer, where a locally famous AFS returnee will give a speech.

Large events take a lot of work. Here's one suggestion on how to divide the work.

Co-Chair – Committee 

Primary responsibility for committee meetings, agendas, and management of people working on event. Primary liaison with AFS staff. Oversees all donation requests for event and plays lead role in developing the event program. Willing to have name on letters and to make phone calls to fulfill needs of event. Oversees a minimum of three committee meetings for an event, depending on size and complexity.

Co-Chair – Logistics 

Primary responsibility for logistics of event, and in collaboration with AFS staff and Committee Co-chair, makes key logistics decisions such as location, food, day of event set up, and invitations. Oversees all volunteers working on logistics. Willing to have name on letters and to make phone calls to fulfill needs of event. Plays a lead role in a minimum of three event committee meetings.

Attendance and Registration Chair 

Handles invitation mailing, follow up calls, and rsvps. Creates list of attendees for registration at event and produces name tags if needed. Attend committee meetings.

Decoration Chair 

Ensures a festive, welcome, and inviting ambiance. Solicits donations for decorations. Attend committee meetings.

Food Chair 

Make food and drinks plans, obtains donations, handles delivery and set up of food. Attend committee meetings.

Volunteer Coordinator 

Recruits, places, and nourishes volunteers who help on day of event. Keeps track of volunteers, thanks them several times, and makes sure they are fed and taken care of. Attend committee meetings.

AFS Staff (Typically from the development team)

Provide lists and labels for invitations and follow up calls, for attendance, volunteer recruitment, and other needs of the committee. If standard AFS materials are used, will provides invitation cards, envelopes, and postage for mailing. Provides information about AFS programs.