Establishing a committee in your organization can be a great way to bring together individuals with different skills and perspectives to work towards a common goal. We’ve chosen an events committee as our example in this demonstration of guidance for creating a committee within your chapter or organization.
By following these steps, you can establish a committee in your organization that is well-structured, diverse, and focused on achieving its goals
The purpose of the Events Committee is to plan and execute successful events that create memorable experiences for attendees. The committee will work collaboratively to develop innovative event ideas, manage logistics, secure vendors, and ensure that all events are executed within the established budget. Our goal is to create events that engage and inspire our target audience, while also aligning with the mission and values of our organization. Through effective communication, teamwork, and attention to detail, the Events Committee will strive to create events that exceed the expectations of attendees and contribute to the overall success of our organization.
The roles of an events committee can vary depending on the size and scope of the event, as well as the specific needs of the organization. However, in general, the roles of an events committee may include:
Overall, the events committee plays a critical role in planning and executing successful events that meet the needs of the organization and create memorable experiences for attendees.
The titles of members of an events committee can vary depending on the specific organization and the size of the committee. However, some common titles for members of an events committee may include:
These are just a few examples of the titles that members of an events committee might hold. The specific titles and responsibilities of committee members may vary depending on the needs of the organization and the scope of the event.
The meeting schedule for a committee will depend on a number of factors, including the purpose of the committee, the scope of its responsibilities, and the availability of members. However, here are some general guidelines for establishing a meeting schedule for a committee:
It’s important to establish a meeting schedule that is convenient for all members and allows for productive discussions and decision-making. Regular meetings are essential to ensure that the committee is making progress towards its goals and responsibilities.
Committee Oversight: The chair of the events committee is responsible for overseeing all communications related to events, including ensuring that committee members are informed and up-to-date on all developments. The chair will also be responsible for responding to any inquiries from stakeholders and external parties. Other members of the committee will assist in drafting and disseminating communication materials as necessary.
Communication Channels: The events committee will primarily use organization’s licensed email as the main external communication channel and will use Webex as the main internal communication channel with other members of the committee and/or the organization. All members of the committee will be required to check their email at a minimum of each (72) hours and respond to messages in a timely manner. No committee member shall use their personal email account for the scope of their work as a committee member.
Communication Policy: The events committee will communicate on a regular basis to ensure that all members are informed and up-to-date on developments. The chair will send at minimum, a monthly email update summarizing progress and upcoming tasks, and members are expected to respond to any inquiries or requests for information within (72) hours.
Confidentiality: All members of the events committee are expected to maintain confidentiality in all communications related to events unless when information is published.. Sensitive information, such as budgets and contracts, should only be shared with other committee members on a need-to-know basis. Committee members are also required to keep all personal and contact information for sponsors and/or contributors, and other information marked as “confidential” respectfully confidential.
Decision-making: The events committee will make decisions by consensus. When a decision is made, the chair will communicate the decision to the Board of Directors , other members of the committee, and stakeholders as necessary.
Conflict Resolution: If there is a conflict or disagreement between committee members, the issue should be raised with the chair, who will work to resolve the issue in a timely and constructive manner. If the chair cannot find a resolution in an amount of time deemed reasonable, the chair shall notify the President of the Board of Directors.
Reporting: The events committee will produce at a minimum, quarterly reports to the Board of Directors in recorded attendance of Board of Director’s meeting on the progress of events planning and execution, as well as any issues or challenges encountered. These reports will be shared with applicable stakeholders as necessary.
By following these policies, the events committee can ensure that all members are informed and involved in the planning and execution of events. Effective communication will also help to ensure that events are successful and meet the needs of stakeholders and the community this organization serves.