Bob's Organization Chart
Solid lines indicate direct supervision
Dotted lines indicate involvement as needed
Square boxes indicate Division
Rounded boxes indicate Committees
JOB DESCRIPTIONS
(Revised 12/9/02)
Title: FanFest Director
Responsible to: Planning Committee
Duties:
1. Work with Treasurer to select Division Heads
2. Maintain communication with the Division Heads
3. Maintain scheduled deadlines
4. Work closely with Treasurer on financial matters
5. Serve as FanFest liaison to Belisarius Productions
6. Serve as official spokesman for FanFest
7. Provide frequent online reports to the Planning Committee
8. Be responsible for obtaining gifts for individuals designated by Planning Committee
9. Work with Division Heads to establish a schedule of events
10. Create Ad Hoc committees as needed
11. Other duties as assigned by Planning Committee
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Title: Treasurer
Responsible to: FanFest Director
Duties:
1. Open and maintain FanFest bank account
2. Make deposits from all sources of income
3. Make payments as directed by Planning Committee
4. Be responsible for financial report at the conclusion of the FanFest
5. Keep all financial records up-to-date and available to Director and Planning Committee
6. Serve as liaison to hotel
7. Work with Director to select Division Leaders and Ad Hoc committees
8. Assumes duties of Director in absence of Director
9. Other duties as assigned by Director
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Title: Division Head
Responsible to: Director
Duties:
1. Serve on the Planning Committee
2. Select Committee Chairmen in his/her division
3. Develop deadlines for committee tasks
4. Maintain close contact with all Committee Chairman and offer assistance when able
5. Encourage Committee Chairmen to involve committee members to complete the tasks
6. Make frequent reports to the Director and the Planning Committee
7. Work with Planning Committee to develop specific job descriptions for each committee in his/her division
8. Develop system for sharing pertinent information with other Divisions
9. Work with FanFest Director to establish a schedule of events
10. Other duties as assigned by Director
_____________
Title: Committee Chairman
Responsible to: Division Head
General Duties:
1. Work with Division Head to select committee members
2. Work with Division Head to determine number of members needed
3. Work with Division Head to develop deadlines for each task assigned
4. Report progress to Division Head as requested
5. MEET established deadlines
6. Submit a brief report at end of FanFest including a. list of duties b. suggestions for improvement
c. evaluation of event
7. Submit receipts to Treasurer for reimbursement. (*NOTE: These receipts must have been preapproved by the Division Head and Treasurer to be eligible for reimbursement!)
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Specific responsibilities by Committee
Booths/Decorations Committee (Facilities Division)
1. contact fanclubs and determine which will participate
2. develop orphans table
3. develop charity table
4. develop set-up plan
5. submit requests for hotel involvement to Division Head
6. maintain contact with booth chairmen
7. select decorations for meeting room
8. oversee set up and take down
9. submit expenses to Treasurer
Security Committee (Facilities Division)
1. secure schedule from Division Head
2. arrange for appropriate security at events
3. report hotel problems to Division Head
4. provide people at doors to watch for ID
5. prevent access to meeting rooms until starting time
Opening Event Committee (Facilities Division)
1. secure times and dates from Division Head
2. plan menu and activities for party
3. arrange for set up appropriate to activities
4. conduct event
Brunch Committee (Facilities Division)
1. to be determined
Special Events Committee (Activities Division)
1. secure times, dates, and numbers from Division Head
2. arrange for transportation (if necessary)
3. plan travel activities (if necessary)
4. develop an organized plan for boarding buses (if necessary)
5. plan method of tipping drivers (if necessary)
6. provide map to drivers (if necessary)
7. determine and create special events (such as trading cards, cook-book, JAG bucks etc.)
8. submit expenses to treasurer
Raffle Committee (Activities Division)
1. secure fan club raffle information from Division Head
2. provide Division Head with publicity information on raffles
3. plan, schedule and conduct raffle drawings
4. work with treasurer on financial accounting
Auction Committee (Activities Division)
1. contact actors and schedule auctioneers
2. secure information on donated items from JAG Productions
3. secure information on fan club donated items
4. appoint cashier and relief cashier
5. solicit more items for auctions if needed
6. prepare silent and live auction forms
7. supply Division Head with information for Web site
8. pick up donated items from JAG Productions
9. Divide items between silent and live auctions
10. collect auction items from fan clubs
11. prepare auction cards for each item
12. set up auction table and cashier table
13. provide schedule of auction flow
14. work with Treasurer on financial accounting
Records Committee (Registration Division)
1. rent post office box
2. collect checks and PayPal notices
3. confirm all registrations by written receipt or email
4. maintain an up-to-date data base with needed information
5. send checks and PP notifications to Treasurer
6. secure cut-off date for advanced registrations from Division Head
7. bring six copies of data base to FanFest
8. make name labels for registrants for Welcome Bags
9. attach labels to Welcome Bags
10. organize and run registration table
11. secure assistants for registration table
12. develop plan for walk-ins
13. provide Publicity Chairman with email addresses for registrants
14. work closely with Treasurer about number of registrations
15. submit expenses to treasurer
Publicity/Fan Liaison Committee (Registration Division)
1. develop and maintain web page for FanFest
2. secure schedule and list of activities from Division Head
3. provide frequent updates to the lists, message boards and websites
4. clear all public announcements with Division Head
5. research other ways of promoting FanFest and submit proposal to Division Heads
6. secure email list of registrants from Division Head
7. encourage fan interest prior to and after FanFest by posting weather reports, schedule, news items, etc.
8. send Planning Committee's questionnaire to all fans after the Fanfest
9. tabulate results of questionnaire and submit to Planning Committee
Name Tag Committee (Registration Division)
1. secure badge holders and lanyards
2. secure graphic
3. secure list of attendees and guests from Division Head
4. assemble badges and send to Welcome Bag assemblers
5. develop a name tag for walk-ins
6. assemble badges for honored guests
7. assemble extra badges for unexpected guests
8. submit expenses to Treasurer
Welcome Bag Committee (Registration Division)
1. decide on a list of contents
2. get bags and attach name labels
3. secure contents and ship to a central location
4. assemble bags and organize into alphabetized boxes
5. deliver boxes to Records Committee in a timely fashion
6. submit expenses to treasurer
Assembly Committee (Programs Division)
1.establish content and format for printed programs
2. give Graphics Committee a list of needs
3. make assignments for various sections of programs and cover
3. research printing options and submit cost estimates
4. secure needed FanFest information from Division Heads
5. contact fan clubs for information to be included
6. contact cast for biographical information
7. submit expenses to Treasurer
Graphics Committee (Programs Division)
1. Develop FanFest logo
2. Create graphics, as needed for program book
3. Create graphics, as needed, for other committees
Writing/Editing/Research Committee (Programs Division)
1. Research information on actors, characters or any other item as needed for program book
2. Research information on actors, characters or any other item as requested by other committees
3. Write/Edit Thank-You page, etc. as needed by Assembly Committee
4. Write/Edit any other item as requested by other committees
Ad Hoc Committee (to be determined by Planning Committee)
Possible needs: corporate sponsorship committee; actor/writer Q and A panel; cookbook;
Entertainment Tonight contact; etc.
All job descriptions are examples and will need everyone's input to complete them.
Go To: Flow Chart w/Timeline