The Atlanta Youth Tennis & Education Foundation (AYTEF) is looking for talented and passionate individuals to volunteer for the 2012 Serving Winners awards ceremony. The event is scheduled for the fall and looks to raise funds and awareness for the AYTEF's afterschool and summer programs.
Volunteer positions are open for the following committees:
Event Production Committee - Members (4)
Marketing/Promotions Committee - Members (4)
Promotions Subcommittee - Chairperson; Members (2)
Invitation & Ticket Sales Committee - Chairperson; Members (4)
Sponsorship Committee - Members (4)
Volunteer Committee - Members (8)
Auction Committee - Chairperson; Members (4)
Committee & Volunteer Descriptions
The Production Committee will provide the planning, set-up, production and clean-up of the event. This committee makes all operational decisions regarding the production of the event and oversees all activities. Areas of oversight include Catering & Service, Decorations and Entertainment. This committee works hand in hand with the Volunteer Committee Chair.
Duties will include:
• Determines the event concept including theme, location, date and time. Works with all committees to develop the scope of the event
• Negotiates price with event facility and/or activity
• Determines overall layout for the facility working closely with catering, decorations and auction volunteers
• Creates a time schedule of the event and detailed time frame for each activity/element
• Coordinates the clean-up after the event
• Determines technical requirements: stage, sound, lights, load in/out help needed, dressing areas, food and beverage, etc.
• Develops menu and beverage needs and works with caterer, including negotiating
• Obtain donated beverages with sponsorship committee; Ensures alcohol policies and regulations are followed, permits obtained, etc.
Marketing/Promotions Committee – will oversee all marketing aspects of any sub committees as well as provide all the advertising and promotion needs for the event. Committee is composed of: Chair; Event Chair; Executive Director; Subcommittee chairs; and 4-6 additional volunteers. Our event may choose to have a Publicity Subcommittee that falls under this committee. The Committee Chair will be creative, fun and possess excellent communication skills.
Specific job duties include:
• Oversee all Promotion and marketing subcommittees
• Work with committee, Executive Director, Staff & Event Chair
• Reviews all advertising and promotion options available
• Develops a comprehensive media list with contacts names, addresses and phone numbers
• Develops press packages & encourages local media coverage
• Writes and distributes press releases and PSA’s
• Contacts media for feature stories, interviews and photo opportunities
• Develops a promotion plan that creates excitement for the event
• Develops all graphics and artwork for the event. Oversees layout and printing of promotional materials.
• Designs and places all media advertising (paid and free)
• Develops all signage that is needed for the event including sponsor recognition
• Secures a photographer for the event
Invitation & Ticket Sales Committee Chair & Committee – this committee has the responsibility of getting the invitations out and selling the tickets. The ideal candidates for this committee should have persistence and won’t take no for an answer. These people like to sell and can keep track of sales in an organized manner. Other duties include:
• Updates invitation list and additional lists if necessary
• Determines best method for delivery of invitations and tickets
• Coordinates with staff to oversees the design and printing of invitations
• Coordinates with staff to prepare and mails invitations
• Oversees the design and printing of tickets (if necessary)
• Determines policy for payment of tickets and how reservation/ticketing system will be used
• Implements tickets sales and distribution; issues tickets and collects money
Sponsorship Committee – will develop plans for soliciting individual and corporate sponsors for the event. In addition, this committee will insure that all supporters of the event are recognized with a thank you letter and that their gift is celebrated! Members of this committee will be friendly and outgoing and will demonstrate a willingness to “grovel with the best of them”. Members will have the unique ability to not give up after people say “no” because they recognize the next person they talk to may solve all of their problems.
Specific job duties include:
• Develops a comprehensive list of potential underwriting and sponsorship opportunities
• Coordinate this effort with other committee chair people
• Develop a list of potential sponsors and/or event underwriters with the support of staff
• Solicit individuals and businesses to establish sponsorship relationship based on the goals and criteria of the event
• Maintains an accurate list of event supporters to ensure everyone receives recognition and thanks
• Ensures all receive proper recognition before, during and after event (signage, event promotion, programs, etc.)
• Writes thank you letters to all supporters
Volunteer Committee – will recruit volunteers and coordinate those efforts with the other committees. Members of this committee will be friendly and outgoing and enjoy working closely with and supervising others. Other duties include:
• Developing a list of potential volunteers and sources for volunteers
• Works one on one with other committee chairs to determine needs
• Develops a list of “jobs” that are specific, including time commitment’s and level of difficulty
• Recruits volunteers for specific tasks at hand
• Maintains an accurate list of volunteers including contact information and times available for volunteering
• Ensures that volunteers show up when expected and stay motivated
• Ensures that volunteers receive proper recognition for their efforts
Auction Committee – will secure donated items that will be sold via a live and/or silent auction to the highest bidder. It is the responsibility of this team to secure the best and most sought after auction items and prepare for written descriptions for the auction catalog. This committee will work in collaboration with ACE Authentic. Duties include:
• Job duties include establishing a fundraising goal for the auction
• Develop a list of possible auction items and donors for the event
• Solicit donations
• Create an auction list with descriptions, value and minimum bid
• Prepare displays of auction items
• Arrange for pick-up and delivery of all auction items
• Prepare bid sheets