How to Create a Committee for an Organization

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Establishing a Committee

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.

  1. Determine the Purpose: The first step in establishing a committee is to determine the purpose and scope of the committee. Consider what goals the committee should aim to achieve and what specific tasks or responsibilities it will have.
  2. Identify Potential Members: Identify individuals within the organization who have the skills, expertise, and interest to serve on the committee. It’s important to ensure that the committee is diverse in terms of background, expertise, and perspective.
  3. Define Roles and Responsibilities: Once you have identified potential members, define the roles and responsibilities of each member. This includes selecting a chairperson or leader who will be responsible for overseeing the committee’s activities.
  4. Establish Procedures: Develop procedures for how the committee will operate, including how often it will meet, how decisions will be made, and how communication will be facilitated.
  5. Gain Approval: Before officially establishing the committee, seek approval from senior management or other relevant stakeholders. This may involve presenting the purpose, goals, and structure of the committee and addressing any concerns or questions.
  6. Launch the Committee: Once the committee has been approved, launch the committee by holding an initial meeting to introduce members, review the purpose and goals, and establish a timeline for achieving tasks and objectives.
  7. Evaluate Progress: Regularly evaluate the progress of the committee to ensure that it is meeting its goals and objectives. Make any necessary adjustments to the structure or procedures of the committee to ensure that it is operating effectively.

By following these steps, you can establish a committee in your organization that is well-structured, diverse, and focused on achieving its goals

Statement of Purpose

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.

ROLES AND RESPONSIBILITES

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:

  1. Planning and Strategy: The committee is responsible for developing event ideas, setting goals and objectives, and determining the overall strategy for the event.
  2. Logistics: The committee is responsible for managing all logistical details of the event, such as selecting and booking the venue, coordinating transportation, arranging for food and beverages, and overseeing event setup and teardown.
  3. Budgeting and Finance: The committee is responsible for developing and managing the event budget, including tracking expenses and ensuring that the event remains within budget constraints.
  4. Marketing and Promotion: The committee is responsible for developing and implementing a marketing and promotion strategy for the event, including creating and distributing promotional materials, managing social media accounts, and coordinating with media outlets.
  5. Sponsorship and Vendor Management: The committee is responsible for securing sponsorships and managing relationships with vendors, including negotiating contracts and coordinating vendor setup and teardown.
  6. Event Execution: The committee is responsible for overseeing all aspects of the event on the day of the event, ensuring that everything runs smoothly, and responding to any issues or challenges that arise.
  7. Post-Event Analysis: The committee is responsible for conducting a post-event analysis to evaluate the success of the event, including reviewing attendance numbers, gathering feedback from attendees, and assessing the effectiveness of the event strategy and logistics.

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.

TITLES OF MEMBERS

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:

  1. Chair or Co-Chair: The leader(s) of the committee who are responsible for overseeing the overall planning and execution of the event.
  2. Logistics Manager: Responsible for managing event logistics, such as venue selection, transportation, and event setup and teardown.
  3. Budget Manager: Responsible for developing and managing the event budget, tracking expenses, and ensuring that the event remains within budget constraints.
  4. Marketing and Promotion Manager: Responsible for developing and implementing a marketing and promotion strategy for the event, including creating and distributing promotional materials and coordinating with media outlets.
  5. Sponsorship Manager: Responsible for securing sponsorships and managing relationships with sponsors.
  6. Vendor Manager: Responsible for managing relationships with vendors, including negotiating contracts and coordinating vendor setup and teardown.
  7. Volunteer Coordinator: Responsible for recruiting, training, and managing event volunteers.
  8. Program Manager: Responsible for developing and managing the event program, including selecting speakers, scheduling activities, and coordinating entertainment.
  9. Registration Manager: Responsible for managing event registration, including creating and distributing registration materials and coordinating check-in on the day of the event.
  10. Evaluation and Feedback Manager: Responsible for gathering feedback from attendees and conducting a post-event analysis to evaluate the success of the event.

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.

COMMITTEE MEETING SCHEDULE

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:

  1. Frequency: Determine how often the committee needs to meet based on the tasks and responsibilities it has. Some committees may need to meet weekly, while others may only need to meet once a month or even less frequently.
  2. Timing: Decide on a day and time that works for the majority of the committee members. Consider factors such as work schedules, time zones (if the committee members are located in different regions), and other commitments.
  3. Duration: Determine how long each meeting should be based on the agenda and the amount of work that needs to be accomplished. Some meetings may only need to be an hour or two, while others may need to be longer.
  4. Location: Decide on a physical or virtual location for the meetings. If the committee members are located in different regions, virtual meetings may be more practical and convenient.
  5. Agenda: Develop an agenda for each meeting that outlines the topics to be discussed and the goals to be achieved. Share the agenda with committee members in advance of the meeting to allow them to prepare.
  6. Record Keeping: Assign someone to keep accurate records of the meeting proceedings and decisions taken. These records can be used for future reference and to track progress.
  7. Communication: Ensure that there is clear communication between meetings to keep committee members updated on progress and to address any urgent issues.

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.

OPERATIONAL GUIDELINES

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.