Who reports directly to you and why they were selected.
The finance manager reports directly to the chairman of the organizing team. This is due to the sensitive nature of finances and the need for accountability for the funds that are used to organize the event and the funds that will be collected thereafter.
What will their responsibilities be?
The finance manager will be in charge of the allocation and distribution of funds to the relevant quarters during the organizing phase of the event. Additionally, the finance manager is responsible for the collection and handling of all the funds that have are remitted to contribute towards the achievement of a successful fundraising event.
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Who else will they interact with and how will they interact?
The finance manager will interact with the developmental committee where he will be answerable to accountability and accuracy checks by the committee, through weekly meetings leading up to the event. Additionally, the finance manager will interact with both the marketing team and operations and logistics to ensure that all financial needs are catered for.
B)
Groups/teams envisioned for the event
A marketing team is essential to ensure that awareness is created about the event and its purpose. Additionally, an operations and logistics team is vital to ensure that transport for all equipment and personnel are catered for during preparation and on the day of the event. A technical sounds and equipment team is essential to ensure all the equipment that are to be used during the event and for the event are in good condition and are working seamlessly. A developing committee is essential to ensure that all the steps taken are focused towards the success of the event ensuring that emergent issues are properly and meticulously handled.
How many volunteers may be needed for each team?
Given the tedious nature of distribution of flyers and other marketing approaches adopted for the exercise, a team of 10 volunteers would suffice for the marketing team. The operations and logistics team will require 5 volunteers, 2 to cater for human capital and employees while 3 will cater for transportation of equipment and machinery. Given the size of the event, an ample technical support team of at least 8 will be required to provide manpower for the various tasks including event grounds preparation and setting up of the sound among other activities.
Communication strategy
All team members will attend weekly meetings for all weeks leading up to the event where the various teams will issue updates through their team leaders. A Facebook group has been created to facilitate communication of urgent matters and staff queries.
