Ontario Girl Guides of Canada

Events Specialty Community

Purpose: to plan, coordinate, and host girl and Guider events in the Community.

Responsibilities:

• Develop a yearly event plan
• Seek input from community members about potential event opportunities
• Identity event opportunities and possible dates
• Share plan with Administrative Community Leader (ACL)
• Review the National Inclusivity and Accessibility resources and Ontario Accessibility resources to make sure events are accessible and inclusive
• Create event support teams
• Identify events where additional team members will be required
• List the type of tasks/support required for the event (e.g.: check-in, supervision, session leaders, purchasing of supplies, putting together activity packs, etc.)
• Actively recruit and work with ACL, Community Guiders, and Unit Contact Guiders to find additional team members
• Assign tasks to team members
• Follow up with the team to make sure tasks are underway and completed or if additional support is required
• Inform ACL and Community Guiders of issues or concerns
• Develop and monitor event budget
• Establish a budget for each event
• Determine cost per participant (events should be break-even)
• Monitor spending against budget
• Provide regular updates to ACL
• Manage event logistics
• Find and book a venue for the event
• If a contract needs to be signed, submit the contract for signature (contracts must be signed by a designated Ontario Council signatory)
• Determine if Safe Guide applies to the event
• If applicable, support preparation and submission of Safe Guide paperwork
• Work with ACL to book special guests as needed
• Purchase supplies for the event as outlined in the budget
• Coordinate event advertising
• Identify advertising opportunities for each event (email to Community Guiders, C22 Eventbrite page, provincial event page, ACL newsletter, etc.)
• Develop event information for posting on the Eventbrite page
• Manage event registration and adjust advertising strategy as required
• Ensure Artwork approval guidelines are followed, and artwork is approved before producing any items.
• Host event
• Assist with set-up and clean-up
• Troubleshoot during the event
• Post-event review
• Complete a post-event review
• Expenses vs. revenues
• Identify opportunities for changes for the next event
• Seek input from other team members and participants
• Prepare a short report for ACL on the event including observations, budget and lessons learned