Prt 458 Chapter 3 March 29, Organization Structure

Front 1

The board of directors should be comprised of (made up of) what?

Back 1

The board of directors should be comprised of (made up of) professional business leaders with an interest in the event or goal of the event.

Front 2

What types of individuals should be selected for the board of directors (BOD)?

Back 2

Individuals whose professional expertise may be necessary when making board decisions or policies should be selected for the BOD.

Front 3

What are some examples of individuals who may be selected to serve on the BOD?

Back 3

Examples of individuals who may be selected to serve on the BOD are a banker or financial planner, attorney, municipal liaison, tourism agency staff member, and advertising executive.

Front 4

What else should one consider when choosing BOD potential members?

Back 4

One should consider, pay attention to an individual's influence on the community, networking abilities, alliances, and most important, their ability to commit to the desired time.

Front 5

What is the function of the board or what does the board of directors provide to the oranization structure?

Back 5

The BOD provides the events organization with the mission, goals, objectives, policy decisions, vision, financial direction, & staff supervision.

Front 6

The steering committee serves in what capacity?

Back 6

The steering committee serves in operational functions and does the work of the event.

Front 7

What is the simplest method for creating an event management structure?

Back 7

The simplest method for creating an event management structure is to divide the planning areas into sub-groups or program elements.

Front 8

What might be included in event program elements and general responsibilities?

Back 8

Administration-overall coordination and implementation, Ancillary activities-plans and coordinates supplemental event components, Concessions (food/beverages)-selects & coordinates food vendors, Entertainment-schedules, recruits,& coordinates performing artists, Finance, Marketing-coordinates promotional materials,Sponsorships-coordiantes fund raising, Visual Art-schedules, recruits, & coordinates visual artists,Volunteer-recruits, selects, assigns,& supervises volunteers all may be included in program elements & responsibilities.

Front 9

Who is a volunteer?

Back 9

A volunteer is anyone who performs a service for the event without pay.

Front 10

Who may be volunteers for an event include?

Back 10

Volunteers for an event may include the board of directors or governing body for the event.

Front 11

Why do most people volunteer for an event?

Back 11

Most people volunteer for altruistic (unselfish) reasons & because they want to help their community, to share a talent, or to be involved. They bring sincere dedication to the event.

Front 12

What are the two key ingredients to a good volunteer program?

Back 12

The two key ingredients to a good volunteer program are being organized and having a fun incentive package.

Front 13

What must the volunteer program goals & objectives do?

Back 13

Volunteer program goals & objectives must support, reinforce, and reflect those of the event.

Front 14

What should be prepared for each position after volunteer assignments have been identified?

Back 14

Job descriptions or project descriptions for each position should be prepared after volunteer assignments have been identified.

Front 15

What should the descriptions include?

Back 15

The descriptions should include responsibilities, necessary skills, required time, required training/orientation, and the chain of command.

Front 16

Who is responsible to insure that the volunteers clearly understand and agree to their role in the event?

Back 16

The volunteer coordinator is responsible to insure that the volunteers clearly understand and agree to their role in the event.

Front 17

How should volunteer workers at an event be identified?

Back 17

Volunteer workers at an event should be identified by wearing visible identification as an event volunteer and for specific job tasks they may wear a shirt that reads "stage crew, Volunteer" printed on it.

Front 18

What type of volunteer recruitment is often necessary to acquire the skills necessary for the job?

Back 18

Targeting recruitment is often necessary to acquire the skills necessary for the job.

Front 19

What is an effective approach to target recruitment?

Back 19

An effective approach to target recruitment is to solicit a leader in an existing group or business.

Front 20

What types of existing community resources be used to serve as volunteers?

Back 20

Civic organizations (Jaycees), downtown association organizations, sponsors, parks & recreation departments, youth school clubs, churches, volunteer organizations, local college students may be community resources to serve as volunteers.

Front 21

What information should be listed on a web page to recruit volunteers?

Back 21

Information such as dates, times, job responsibilites, and contact information should be listed on a web page to recruit volunteers. A volunteer form that can be printed out should be on the web site.

Front 22

Events that implement an efficiency rating system may see what?

Back 22

Events that implement an efficiency rating system may see higher profits and lower losses for the event.

Front 23

The efficiency rating system encourages what?

Back 23

The efficiency rating system encourages volunteers to be more responsible for the sales and more be more efficient because their organization receives direct benefits from a percentage of sales for food, drink, etc.

Front 24

Why do people volunteer?

Back 24

People volunteer for job satisifaction, sense of personal achievement, receiving valuable training or new skills, meeting new & interesting people, doing something helpful & useful, being involved in a cause and leadership training.

Front 25

What should a volunteer handbook include to aide in training?

Back 25

A volunteer handbook should include contact names & areas of responsibilities, event hours of operation, festival rules, ticket and pass costs, lost children prodecures, emergency protocol/contacto phone numbers, location of services, map of the site, media relations procedures, vvolunteer check-in location & process, & other volunteer guidelines.

Front 26

A well-thought-out recognition plan will serve as what?

Back 26

A recognition plan will serve as an incentive for volunteers to continue to help and to perform even better.

Front 27

Forms of recognition may include what?

Back 27

Forms of recognition may include certificates, plaques for outstanding service, an ad placed in local newspaper listing volunteer names, a volunteer party, a gift, event T-Shirt or other merchandise. A simple thank you.

Front 28

What are ways to create a supportive climate for volunteers?

Back 28

A supportive climate for volunteers can be created if you show you trust them, show confidence in their abilities, convey a desire for their help, listen to their suggestions & feelings, encourage them to be creative & to initiate change, show interest in their accomplishments, express genuine interest in them as human beings,& allow opportunities for advancement or more responsiblity.

Front 29

What should volunteer evaluation focus on?

Back 29

Volunteer evaluation should focus on problems & opportunities.

Front 30

An evaluation of the volunteer program requires feedback from whom?

Back 30

An evaluation of the volunteer program requires feedback from both staff & volunteers.