Chairperson
Overall Responsibility
Leads and guides the committee, ensuring all planning aspects are covered.
Tasks
1. Preside over meetings, setting agendas and ensuring productive discussions.
2. Coordinate overall event planning and delegate tasks to committee members.
3. Act as the primary liaison with external entities and stakeholders.
4. Oversee the budget and financial planning for the event.
5. Ensure the event’s vision and objectives align with the interests of the Military Photographers community.
Vice Chairperson
Overall Responsibility
Assists the Chairperson and stands in their absence.
Tasks
1. Support the Chairperson in all their duties.
2. Coordinate with other committee members to ensure tasks are progressing.
3. Take on specific tasks or areas of planning as designated by the Chairperson.
4. Help in problem-solving and decision-making processes.
Secretary
Overall Responsibility
Manages all administrative and clerical tasks.
Tasks:
1. Keep accurate minutes of all meetings.
2. Manage correspondence and communications for the committee.
3. Maintain records and documents related to the event planning.
4. Assist in scheduling meetings and sending reminders to committee members.
Sponsorship Coordinator
Overall Responsibility
Manages sponsorships and funding opportunities.
Tasks:
1. Identify and approach potential sponsors.
2. Develop sponsorship packages and negotiate agreements.
3. Maintain relationships with sponsors and ensure their needs are met.
4. Keep track of sponsorship funds and report to the committee.
Registrar
Overall Responsibility
Manages attendee registration and data.
Tasks
1. Set up and manage the registration process.
2. Keep accurate records of all attendees.
3. Provide regular updates on registration numbers to the committee.
4. Handle inquiries and issues related to registration.
Event Planning
Overall Responsibility
Oversees the logistical aspects of the event.
Tasks
1. Plan and organize event activities, including the Meet & Greet, Activities, and Formal Dinner.
2. Coordinate venue arrangements, catering, and equipment.
3. Manage event schedule and ensure smooth execution.
4. Liaise with vendors and service providers.
Communications
Overall Responsibility
Handles all internal and external communications.
Tasks:
1. Develop and implement a communication plan.
2. Identifies and works with Graphic Design, webmaster and
Photographers/Videographers to produce promotional products as needed to
support the communication plan.
3. Works with webmaster to manage online presence and develops content and
promote the event.
4. Create and distribute event materials, such as newsletters, emails, and social
media posts.
5. Act as a point of contact for media inquiries.
Historian
Overall Responsibility
Documents the event and maintains historical records of the Military Photography
Community.
Tasks:
1. Compile and preserve records of the event and military photography history,
including photographs and videos.
2. Support the Event Planner in the development of Museum elements at the meet
and greet.
3. Create a post-event report or archive that captures the essence and highlights.
4. Engage with past and present military photographers to gather historical insights
and materials.
5. Support Communications in development of articles of interest to help promote
the community.
Webmaster
Overall Responsibility
Manages and maintains the event’s online presence.
Tasks
1. Develop and maintain the event's website, ensuring it is user-friendly, up-to-date,
and informative.
2. Work closely with the Communications team to integrate promotional content
and updates on website and social media.
3. Ensure online registration functionality is efficient and secure.
4. Monitor website traffic and provide analytics reports to the committee.
5. Handle technical issues related to the website, including troubleshooting and
liaising with hosting services.
6. Optimize the website for search engines to improve visibility.
7. Keep the website aligned with the event's branding and thematic elements.