Committee Openings
The only requirement for volunteering is the desire. No experience in any specific area required. Learn a new skill by volunteering! If you see any openings that interest you, please contact Lovelynn
Jensen, Director of Leadership Developement at lovelynn@grandevent.com.
Volunteer Opportunities
August 2010
Administration Committee
Admin committee member:
Duties: attend board meetings, if desired. Fill in and take minutes when VP Administration cannot attend. Looking for someone with Excel skills who can help create some forms for use going forward.
Time commitment = 2 hours a month.
Communications Committee
Florida Connects Chair
Duties: Collects and/or writes articles for quarterly publication. Editing and writing skills a plus.
Time committment: 5 - 7 hours per quarter.
eFocus/Website ad sales
Duties: Solicit MPI members for advertising in chapter eFocus or on chapter website.
Time commitment: 1 - 2 hours per month.
Corporate Social Responsibility committee member:
Duties: Assist chairperson with promoting CSR ideas to members via eFocus and promoting venue CSR initiatives (gathering information, possibly announce at podium at monthly meetings).
Time commitment: 2 hours per month
Connections committee member:
Duties: Be a part of our chapters newest communications tool, a monthly informational email to members to keep them connected to whats happening in our chapter. Assist chair with gathering information, some writing involved.
Time commitment: 3 hours per month.
Education Committee
Meetings Academy Chair Job descriptions
1. Overall Committee Chair
Event Chairman Selected
Select Sub Committee Chairs
Secure Venue (Strategic Alliances)
Set a timeline and provide committee MPI ladder of responsibility
Over-all coordination with Sub-chairs for action plans and accountability
Stress the need for communication between chair and sub-chairs and as well as between sub-chairs
Determine meeting times and prepare agenda
Work closely with Chapter Administrator (Tim) & Board
Have follow-up Vendors and attendees
2. Marketing Chairperson
Participate in the site inspection
Choose marketing avenues/vehicles
Participate in theme creation with committee members
Create Event Logo
Create & update Flyers to promote at all events and for regular email blasts sent out by chapter administrator.
Obtain sponsorship of save the date postcard mailing including postage from host venue
Determine timeline for distribution of post card mailing, e-blasts and social network site updates
Representation/networking @MPI functions prior to events
Contact other organizations to attend
Work with media sponsor(s) BizBash, Tampa Bay Business Journal
Call around - associations, attendees, exhibitors
Community Service
Getting the word out:
Committee phone calls to planners and exhibitors
Connecting with members from other chapters
Advertising in BizBash, Tampa Business Journal, etc
Recruit non MPI planners, lists available?
Use new social media Linkedin, Facebook, etc.
3. Sponsorship Chairperson
Secure monetary and in-kind sponsors Seek sponsors for specific things not just generic
Send out RFDs for all items needed. (d้cor, linens, bags, photographer, giveaways)
Try to secure cash sponsorship from a CVB to be the title sponsor
Work to secure a sponsorship for a possible after party
Determine sponsorship levels
Secure sponsor logos/ads
Secure raffle prizes for events from sponsors (do at time of participation agreement)
Day of liaison to sponsors/exhibitors
Remind Sponsors to register on-line
Coordinate with VP of Strategic Alliances on making sure the sponsors are receiving their valued benefits.
Distribute the MA Sponsorship package as needed.
Investigate the possibility of a restaurant giving out free gift cards to attendee
Work with Raffle Comm. to distribute prize lists in advance
4. CSR Chairperson
Determine viability of providing a program or zip disk to comply with CSR
Green type bags for registration
Work with venue on mutual or needed CSR
Seek and co-ordinate a community outreach program
5. Education Chairperson
Ideas for type of program
Secure speaker for education sessions
Co-ordinate speaker fees with Education Committee
Co-ordinate with speaker accommodations and transportation needs
Work with Marketing for session content and description
Determine speaker requirements
Communicate with AV
Speaker gifts
Assign speaker introductions at event
Assist with signage at event
Day of liaison to speakers
Create post session and/or event evaluations
Membership Committee
Ambassador Program
Duties: Meet and welcome new members and guests during monthly meeting. Must plan to attend most monthly meetings
Time commitment = 1 hour a month.
Special Events Committee
Holiday Party Logistics Chair:
Duties: Help with the logistics for the holiday party and report to the Holiday Party Chair.
Time commitment = 1 hour a month.
MPI After 5 Registration:
Duties: Help with registration at MPI after 5 events. Must be able to make most evening events.
Time commitment = 1 hour a month.
Strategic Alliance Committee
Monthly Luncheon Program
Duties: Work with Strategic Alliance Committee Chair, Leah Phillips to identify venues for monthly programs from existing and potentially new members. Maintain a database of responses. Work with VP of SA to finalize agreements.
Time commitment = 3 hours a month.
MPI After 5 Venue Committee
Duties: Assist Chair with identifying venues, getting agreements signed and being available on-site when needed.
Time commitment = 3 hours a month.
Sponsor Fulfillment Committee Robin Perrone, Chair
Duties: Assists Chair with the following tasks
Reviews Sponsor Tracking Sheet for sponsor benefits
monitors website sponsor benefits, including pictures post-event
Insures on-site benefits in place
Sends Thank You note
Follows up with selected benefits: directory , reminds of article in eFocus, comp education sessions
Checks with Chapter Administrator to insure mailing labels, directory, etc. sent out
Works with communications to insure any pictures provided to sponsor,
Obtain sponsor testimonial (video is good)
Time commitment: Approximately 4 hours per month
Supplier Services Committee (needs chair and members)
Responds to Event Request Form submitted by Event Chairs
solicits membership for needed services using RFD template
Works with VP/SA to negotiate & finalize agreements
Notifies Event Chair of obtained services
Reports sponsorship level to Sponsor Fulfillment Chair
Time commitment: Approximately 4 hours per month
Monthly Meeting Committee, Leah Phillips, Chair
Work with Education & Event Chairs to identify potential venues based on the Event Request Form
Site visit, if necessary to venues
Work with Chair & VP/SA to negotiate agreements
Time commitment: Approximately 4 hours per month
Attending MPI SEC in August?
Would you like to get involved and help the Tampa Bay Area Chapter by volunteering during SEC?
These volunteer opportunities are available:
Exhibit Hall/Tradeshow Volunteers:
Duties: Help during the tradeshow hours to direct people through the exhibit hall, pass out raffle tickets, and provide information as needed on raffle drawings. T-shirt will be provided to wear.
Time commitment = 1:30-3:30pm on Friday, August 20 (You will have a break during that time so you also have time to visit with the exhibitors.)
Room Monitors:
Duties: Introduce speaker for a breakout session, pass out handouts from speaker (when applicable) and act as room monitor throughout the breakout session.
Time commitment = 1 hour, 15 minutes to 1 hour, 30 minutes depending on breakout session
If you are interested in helping as a volunteer during SEC, please contact Maria Maggio at mmaggio@npma.org or 813-838-2588.
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