Hall of Fame Dinner Planning Committee Member: Must be 21+

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Summary:

Spectrum360 hosts the annual Hall of Fame Dinner event in the Fall (November 15, 2023). We are looking for volunteers to help us make it a successful event! We need energetic, spirited and motivated individuals to work on the planning sub-committees in the areas of sponsorship, auction and event logistics. Below are the job descriptions for each of the committees, the S360 Development team will be helping to assist you with these jobs.

About the Hall of Fame:

The Hall of Fame Dinner honors and celebrates one or more Corporate and a Humanitarian Honorees for their contributions to Spectrum360. The event begins with a cocktail reception where guests will have fun socializing, trying their luck at super-ticket prizes, having their photos taken in the photo booth, and outbidding their friends on silent auction items. The cocktail reception will be followed by a delicious buffet meal with a variety of food stations, a short program highlighting student and client success stories, and an action packed live balloon auction.

Committee Objective: Overall execution and participation in the Hall of Fame event, including attending committee and work group meetings, completing task assignments given by the committee or working group, volunteering atattending the event and making a personal/business donation. The Committee supports sponsorship, auction, event logistics and fundraising to hit the event goal of $200,000 (net).

Length of Involvement: January 2023- November 2023.

• 1 hour meetings monthly from Jan-Nov.; debrief in December
• Bi-monthly meetings in September and October
• 0-3 hours per month for volunteer task assignments delegated by the committee or working group

Minimum Time Commitment: 1-2 hours per month. (Possible additional hours in October and November)

EVENT CHAIRS/CO-CHAIRS

• Lend your name and stature to the event in an effort to raise revenue.
• Make a personal/business donation to the event’s fundraising effort.
• Chair Hall of Fame Committee Meetings.
• Assist with the identification and recruitment of committee members.
• Provide personal/business contact information for invitation mailing.
• Assist with the identification and solicitation of financial support; including attendees, sponsors and auction prizes for the event.
• Work with the Director of Development to plan the event and help to ensure its success.
• Attend and volunteer at the HOF event

HOF STEERING COMMITTEE

The steering committee will oversee the coordination of work conducted by its three subcommittees. The chairs of each subcommittee will meet periodically to review the work of the subcommittees to assure that all their efforts are coordinated and their members of fully aware of each others progress.

SPONSORSHIP SUB-COMMITTEE

The Sponsorship Committee will develop plans for soliciting individual, corporate and in-kind sponsors for the Hall of Fame. In addition, this committee will ensure that all sponsors of the event are recognized properly during the planning and the actual event plus a thank you letter and that their gift is acknowledged.

Specific Job Duties

• Develops a comprehensive list of potential sponsorship opportunities and in-kind needs
• Coordinates this effort with Development Staff and Committee Chair.
• Develops a comprehensive list of potential sponsors and/or event underwriters and in-kind needs.
• Solicits individuals and businesses to establish sponsorship relationships based on the goals and criteria of the plan.
• Ensures that all donors, underwriters and sponsors receive proper recognition before, during and after the event (including signage, event promotion, programs, etc.).
• Writes thank you letters to all sponsors - cash and in-kind.

AUCTION SUB-COMMITTEE

The Auction Committee will secure donated items that will be sold via an online/silent auction. It is the responsibility of this team to secure the best and most sought after auction items.

Specific Job Duties

• Establish fundraising goals for the auction.
• Develop a list of potential auction items and donors that fit with the theme of the event.
• Create solicitation letters, forms, and materials for donations with help from the Development Staff.
• Solicit donations.
• Work with Development Staff for night of support (set up, spotters and help with check out).
• Arrange for pick-up and delivery of all auction items.
• Send out thank you notes to all auction item donors.

ENTERTAINMENT & DÉCOR SUB-COMMITTEE

Part of helping our guests feel special is to create a beautiful and entertaining environment.

Specific Job Duties

• Coordinates balloons for live auction.
• Coordinates table settings, place cards, centerpieces, etc.
• Works with the photographer, photo booth and musical entertainment (DJ).

VOLUNTEER RECRUITMENT & COORDINATION

The Hall of Fame could not be successful without a contingent of volunteers. In coordination with the Development Staff we need someone (or a team) who is great at working with and motivating people, solving problems and generally helps people feel they are part of the team.

Specific Job Duties

• Recruits and energizes volunteers.
• Works with all event committees.
• Identifies volunteer needs and figures out how to meet them.
• Communicates with volunteers.
• Can help with the organizing and delegating event night tasks.

Spectrum360 is a 501(3)c nonprofit organization s erving over 400 individuals with autism spectrum disorder and related disabilities from over 90 communities in Northern and Central New Jersey. Our three campuses are located in Verona, serving children ages 3-15; Livingston, serving young adults age 15-21 and our adult center, in Whippany serving ages 21+. Our mission is to provide the highest quality educational and therapeutic programs for individuals to achieve their maximum potential as responsible adults in society.