Event Coordinator
The role of the Event Coordinator is to coordinate the social activities of the club. The
Event Coordinator would work with the Treasurer to identify the amounts which need to be generated throughout the year.
The Event Coordinator would “recruit” groups (sub committees) of people to assist in the development and successful implementation of each of the social activities.
The Event Coordinator is expected to:
Act in the best interest of the members at all times
Attend all Committee meetings
Undertake the role in good faith and honesty
If at any stage the Event Coordinator becomes aware of a personal conflict of interest, real or perceived between themselves and the club, they should immediately notify the Club President of the conflict who will immediately inform all other committee members.
Responsibilities
Prior to the season
Work with the Club Treasurer to accurately set social activities fundraising targets which will be reflected in the club’s budget
Review the social activities from previous seasons and then determine the social activities for the upcoming season.
Liaise with the President and Committee to ensure the proposed social activities for the upcoming year reflect the current opinions and preferences of club members and supporters
Provide the Committee with the recommendations for the proposed social activities for the coming year (this should include a calendar and budgets identifying the proposed revenues and costs for each activity)
Liase with the Media & Communications Coordinator to create the marketing information, including social media posts for each social activity which can be provided to assist in the promotion of club social activities
Liase with the Media & Communications Coordinator to update the club website to reflect the social activities for the year
Be the primary point of contact for all social activity enquires
Ensure the collection of social activity revenues
During the season
Review social activities with the Treasurer to ensure the financial targets for social activities has been achieved and if not formulate corrective strategies.
Be the initial point of contact for any issues or complaints from social activities
End of year hand over
Updating key documents
At the end of each year a key activity of the Event Coordinator is review and revise their position description to ensure it continues to reflect the requirements of the role. The updated Position Description must be provided to the Club Secretary prior to the Annual General Meeting each year.
The Event Coordinator should document how each social activity was undertaken and include as much information as possible (e.g. which suppliers were involved, processes and procedures)
Induction of the incoming Event Coordinator
An important responsibility of outgoing Event Coordinator is to train, mentor and support the incoming Event Coordinator
Essential Skills and Requirements
Hold or willing to apply for a current volunteer’s “working with children” check
Strong relationships within the club which allow the formulation of different teams and groups working together on each social activity
Well organised and can delegate tasks
Well informed of all club activities
Is aware of the future directions and plans of members and the club
Is well organised
Works well in a team environment
Enjoys working with children
Unbiased and impartial on all issues
Receptive to change
Dedicated club person