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Sub Committees and Key Duties.

The document outlines the key duties of various sub-committees involved in event planning, including Programs & Protocol, Logistics & Venue, Sponsorship & Fundraising, Publicity, Media & Communications, Finance & Budget, Catering & Hospitality, Technical & Production, and Security, Health & Safety. Each sub-committee has specific responsibilities such as developing itineraries, securing venues, managing budgets, and ensuring safety measures. This structured approach aims to ensure a successful and well-coordinated event.

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SUNDAY JAMES
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159 views2 pages

Sub Committees and Key Duties.

The document outlines the key duties of various sub-committees involved in event planning, including Programs & Protocol, Logistics & Venue, Sponsorship & Fundraising, Publicity, Media & Communications, Finance & Budget, Catering & Hospitality, Technical & Production, and Security, Health & Safety. Each sub-committee has specific responsibilities such as developing itineraries, securing venues, managing budgets, and ensuring safety measures. This structured approach aims to ensure a successful and well-coordinated event.

Uploaded by

SUNDAY JAMES
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as PDF, TXT or read online on Scribd
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SUB- COMMITTEES & KEY DUTIES:

1. PROGRAMS & PROTOCOL:


KEY DUTIES:

• DEVELOP FULL EVENT ITINERARY

• COORDINATE KEYNOTE ADDRESSES, SPECIAL RECOGNITIONS, AND AWARDS

• ARRANGE SEATING PROTOCOL FOR DIGNITARIES

• SCHEDULE REHEARSALS AND DRY RUNS

• COORDINATE MC, USHERS, AND STAGE FLOW

2. LOGISTICS & VENUE:


KEY DUTIES:

• SECURE EVENT VENUE.

• COORDINATE TRANSPORTATION, ACCOMMODATION FOR GUESTS AND COMMITTEE

• ARRANGE EVENT SET-UP, SEATING, BACKUP POWER, AND ACCESSIBILITY

• OVERSEE EQUIPMENT RENTALS (CHAIRS, TENTS, STAGE, LIGHTING)

3. SPONSORSHIP & FUNDRAISING:


KEY DUTIES:

• DRAFT SPONSORSHIP PROPOSALS AND PACKAGES

• REACH OUT TO LOCAL TRADITIONALS, FIRMS, CORPORATE PARTNERS, AND GOVERNMENT AGENCIES

• TRACK SPONSORSHIP RESPONSES AND PLEDGES

• MAINTAIN SPONSOR RELATIONS AND VISIBILITY BENEFITS (E.G., BRANDING)

4. PUBLICITY, MEDIA & COMMUNICATIONS:


KEY DUTIES:

• HANDLE EVENT BRANDING, FLYERS, AND GRAPHICS.

• MANAGE SOCIAL MEDIA, PRESS RELEASES, RADIO JINGLES, AND MEDIA INVITES

• COORDINATE EVENT LIVESTREAM AND POST-EVENT HIGHLIGHT VIDEO

• CREATE MEDIA KITS AND PRESS COVERAGE REPORTS


5. FINANCE & BUDGET:
KEY DUTIES:

• PREPARE AND MANAGE THE MASTER BUDGET

• TRACK INCOME AND EXPENSES

• PROCESS PAYMENTS AND RECONCILIATIONS

• PROVIDE FINANCIAL REPORTS TO THE COMMITTEE

6. CATERING & HOSPITALITY:


KEY DUTIES:

• SELECT CATERERS AND MENU (TAKE-AWAYS/ BUFFET/SNACKS/DRINKS)

• PLAN SEATING FOR GUESTS DURING RECEPTION

• ARRANGE GIFT BAGS OR SOUVENIRS

• COORDINATE RECEPTION AREA, GUEST SERVICES, AND VIP HOSPITALITY.

7. TECHNICAL & PRODUCTION:


KEY DUTIES:

• MANAGE STAGE SETUP, SOUND, AND LIGHTING

• SUPERVISE AV SYSTEMS FOR PRESENTATIONS AND STREAMING

• COORDINATE LIVESTREAM AND RECORDINGS

• HANDLE BACKUP SYSTEMS FOR TECH REDUNDANCY

8. SECURITY, HEALTH & SAFETY:


KEY DUTIES:

• LIAISE WITH LOCAL POLICE, LASTMA, FRSC, ETC

• COORDINATE CAR PACKINGS, ACCESS CONTROL AND EMERGENCY RESPONSE PLAN

• ENSURE FIRE EXTINGUISHERS, FIRST AID, AND CROWD CONTROL MEASURES ARE IN PLACE

• OVERSEE OTHER HEALTHS STANDBY- EG- AMBULANCE AND FIRST AID GIVERS.

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