| Role Description |
The Event Coordinator is a committee leadership role and voting member of the Board of Directors.
See description under the President role for the general duties of the Mates And Dates Board of Directors.
The Event Coordinator shall;
- Arrange for greeters either from the BOD or general member population to arrive 15 minutes prior to member and guest arrival.
- Arrange for someone to work with Attendance Coordinator, get a list of attendees, and greet attendees with a focus on guests.
- Arrange setup and tear down of any photo backdrop, table decorations, wall decorations, posters, photo boards and do final walk through for dance events.
- Attend Board meetings as scheduled by the President.
- Coordinate greeters and decorating managers and helpers to achieve goals of the event.
- Coordinate with the Treasurer, Membership Director, and Attendence Coordinator to ensure that the attendance, payment, and other records for each Mates And Dates dance agree.
- Define annual calendar of 6 dance events including dates, themes, and menu items for dances.
- Direct and coordinate event decoration and setup team to stay within theme, logistics, and budget guidelines.
- Ensure logistics accommodate ADA compliance and mobility impaired attendees needs.
- If not covered by the Membership Director, offer club brochures and member application forms to attendees at dinner dances.
- Maintain accurate details of venue, music, venue, pre-dance activity, dance lesson, and theme for next 3 dances and verify website event calendar for them is accurate.
- Monitor the dance registration process and follow up with members who have not yet made their selections.
- Plan and organize other Mates And Dates dance-related events.
- Provide assistance to the Webmaster with entering event details on the website (name of event, meal selections, table information, final date to register, etc.) as needed.
- Be primary contact for caterer and work with Attendance Coordinator to provide timely meal count and any dietary requirements to caterer.
- Review the table selection process to ensure that seating is balanced with an eye to making new members and guests feel welcome.
- Set theme for events and arrange for any photo booth-type set up before the dance.
- Ensure printable brochure is created and provided to the webmaster for each dance within 3 months of the dance
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