APCSM Event Committee

The APCSM event committee is responsible for the planning and execution of fundraising events throughout the year. We operate as a network of distinct teams, each assigned with roles and responsibilities crucial to the success of our collective efforts.

Our aim is to guarantee support for all members throughout the event planning process, encouraging proactive collaboration and readiness to assist whenever necessary.

Roles & Responsibilities

  • The Planning and Logistics Team oversees comprehensive event planning, including budgeting, venue selection, guest management, and volunteer coordination. Responsibilities encompass:

    - Creating event dates, schedules, and checklists.

    - Assigning and managing responsibilities within the committee.

    - Coordinating vendor setup and tear down.

    - Formulating contingency plans for adverse conditions.

    - Working with APCSM Volunteer Coordinator to assess volunteer needs for the event.

    - Securing local emergency management teams to help with parking.

    - Managing event sequences.

  • This team handles critical aspects of the auction, such as acquiring items, managing donations, cataloging items, and conducting bids. Roles include:

    - Generating leads for procuring auction/raffle items.

    - Recording commitments and donors via donation forms.

    - Organizing donated items into baskets & packages.

    - Overseeing auction/raffle display and catalog creation.

    - Managing bid sheets/raffle tickets and mobile bidding/raffle platforms.

    - Contacting winners of auction/raffle and arrange pickup if needed.

  • Similar to the Auction and Raffle team, the Sponsor Team focuses on solicitation and relationship management with potential event sponsors. Duties encompass:

    - Generating leads and cultivating potential sponsors.

    - Defining sponsor levels and associated benefits.

    - Soliciting sponsors through various channels.

    - Managing sponsor guest arrangements and experiences.

    - Handling sponsor relationships during the event.

    - Send thank you cards or emails following the event.

  • This team ensures a smooth check-in and checkout process, significantly influencing attendees' event experience. Responsibilities include:

    - Gathering guest information and creating guest lists.

    - Creating seating arrangements and managing registrations.

    - Using event software for payments and efficient checkout.

    - Designing and printing event programs.

    - Organizing event-specific merchandise (event t-shirts, taster glasses, etc.)

  • Responsible for ensuring an engaging and seamless event flow, this team handles entertainment arrangements, program structuring, and event scheduling. Roles include:

    - Coordinating vendor sign ups (creating application forms, collecting payment)

    - Hiring emcees, speakers, photographer, and misc. entertainment

    - Securing food and beverage (food trucks, breweries, ice, etc.)

    - Send thank you emails following the event

  • Critical for event visibility, this committee manages event promotion and media coverage. Key responsibilities involve:

    - Choosing effective promotional channels.

    - Collaborating with Sponsor Team for extensive outreach; create shareable marketing materials for sponsor use.

    - Creating event descriptions to be added to the website and social media pages.

    - Cultivating media relationships for coverage and creating press releases for news outlets.

  • This committee focuses on enhancing event aesthetics and theme execution. Tasks include:

    - Selecting themes and corresponding decor.

    - Procuring and arranging event decorations.

    - Designing table settings and centerpieces.

    - Collaborating with the Auction & Raffle Team for item/table displays.

    - Ensuring there are adequate handouts, posters, event flyers, etc. at event.

Join our Event Committee!

These questions aim to gauge an applicant's passion for animal welfare, relevant experience, teamwork abilities, creativity, commitment, problem-solving skills, and their vision for contributing to APCSM's event success. Adjustments can be made based on the specific needs or focus areas of the committee. Please note this is a volunteer position.