Like to throw a party? Be on the special events committee!


Cause Areas

When

It's flexible! We'll work with your schedule.

Where

This is a Virtual Opportunity, with no fixed address.


About

Contact Information:

Contact Person: Regina Nixon, Executive Director

Email and Website: regnixon@pcmrocks.org www.pcmrocks.org

Phone: 602.353.9900 office 623.826.0625 cell

Physical Address: 9617 North Metro Parkway West, Suite 2000, Phoenix, AZ 85051

Mailing Address: PO Box 1163, Litchfield Park, Arizona 85340

Picture Presentation of the City Music Program: http://www.pcmrocks.org/City_Music_Program_Picture_Presentation.pdf

What do we do?

The Phoenix Conservatory of Music’s mission is to unleash the power of music by providing high quality music education and experiences to students and families that is affordable and accessible.

We fill our mission by providing community education programs and classes, after school programs for at risk populations, private music lessons, ensembles and a unique college preparatory program in affiliation with the Berklee City Music Network.

Different Roles and Responsibilities

  • Committee Chairs: Recruit additional committee members to fill roles as needed
  • Hands on Volunteers: Help facilitate the type of event requested by the organization by being a worker bee
  • Honoree Sub Committee: Select and solicit honorees and speakers
  • Gift Getters: Help us to solicit items for raffle and silent auction
  • Sponsorship Sub Committee: Set sponsorship levels and solicit sponsorships
  • Table Capitan: Buy or sell a minimum of 1 sponsorship or table (preferably more)
    • Sign and send letters requesting support
    • Provide names of contacts, not already in organization database
    • Follow up with emails and phone calls

Time Commitment

Attend in-person meetings as necessary.

Participate on, half hour (maximum) conference call meetings as necessary.

Put in the volunteer time to coordinate and facilitate event.

Attend event.

Phoenix Conservatory of Music is requesting that committee members to assist facilitating 2 special events per year. Committee members will be a part of the Hands On Subcommittee, Honoree Sub Committee, Sponsorship Subcommittee, or Table Capitan.

Hands on Subcommittee: hands on worker bees to coordinate and facilitate the event

  • Act as liaison for a specific vendor (s) and work with event chair to conduct all interactions in alignment with event brand, outcomes, and budget
  • Set Budget for event
  • Select Desired EVENT Date
  • Complete Contract w/event location
  • Identify Committee members Your Event
  • Develop Agendas for Committee Meetings
  • Develop Sponsor Packages
  • Assist with Designing and/or getting printing donated/reduced cost for flyers, letters, tickets, press releases, invitations, save the dates, programs, auction materials, waivers
  • 1st Round Phone Calls to Sponsors - Begin
  • Hold Scheduled Committee Meeting
  • 2nd Round Phone Calls to Sponsors
  • Begin to Solicit Items for Auction and Raffle
  • Open Website for registration - support with e-mail blasts, social media posts, press releases, and calendar listings
  • Send Solicit Letters/Invites to Celebrities & Dignitaries
  • Order Photography
  • Sign confidentiality agreement for access to PCM database
  • Prepare and Send Invitations
  • Solicit Attendees
  • Invoice Sponsors YTD, Send Confirmation Letter, Req.
  • Obtain raffle/auction items in alignment with event brand, outcomes, and budget
  • Assist Volunteer Committee with obtaining donation and overseeing volunteer jobs for the following positions:
  • Photography
  • Videographer
  • Check In Table (3)
  • Information Table (2)
  • Swag (2)
  • Auction (3)
  • Security (1)
  • Sound (2-3)
  • Instrument Transport (3)
  • hors d’oeuvres and wine/beer
  • Collect Sponsor Logos/Ads
  • Hold Scheduled Committee Meetings
  • Volunteer Meeting at Location
  • Budget Review
  • Invoice Sponsors YTD, Send Confirmation Letter, Req.
  • Hold Scheduled Committee Meetings
  • Finalize Event Program - Confirm Sponsor Ads
  • Finalize Thank You Cards
  • Invoice Sponsors YTD, Send Confirmation Letter, Req.
  • Event Team Meeting
  • Review All Print Materials
  • Review All Gifts/Prizes
  • Finalize Any Auction Item Collections/Deliveries
  • Meet With Employees to Go Over Event Agenda
  • Develop All Signage
  • Set-up Signage, Tables (if necessary) Arrival and Check Area, Swag, etc.
  • Set Up Auction and Gift Check Out
  • Final Committee Meeting - Debriefing
  • Mail thank you tax receipt letters to all donors and sponsors on behalf of PCM
  • Deliver Sponsor Thank You's. Email/Mail
  • Summarize Financial Results and Provide event profile upon completion of event within 20 days of the event Profile includes: Spreadsheet of sponsors, donors, invoices, attendees, income, expenses, and any other added items directly involved in event
  • Record: registered and pre-registered lists, donations, pledges, expenses, and income
  • Mail thank you tax receipt letters to all donors and sponsors on behalf of PCM

Skills

  • Event Management
  • Marketing Strategy & Planning
  • Event Design & Planning
  • Photography
  • Customer Acquisition
  • Arts Administration

Good Match For

People 55+ Group

Requirements & Commitment

  • Driver's License Needed
  • Must be at least 19
  • Orientation or Training
  • 4-10 Hours per month
  • Monthly Meetings
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