2023 Girls Inc of Jacksonville Women of Vision Planning Committee

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The Girls Inc of Jacksonville Women of Vision Celebration Luncheon event will take place this year on Wednesday, March 1, 2023, 12pm in the WJCT Soundstage building located at 100 Festival Park Ave, 32202. The event highlights the needs of the girls served and the impact of Girls, Inc. of Jacksonville over the past year. The event also celebrates a woman community member and an organization within the community making strides for women and girls.

We are looking for enthusiastic individuals to spearhead or participate on the following committees:

Planning and Logistics Committee

The planning committee is responsible for the overall planning of the event. This includes everything from budget to venue, guest list to guest RSVPs (responses).

• Creating a timeline/run of show schedule / Checklist
• Making sure each committee has their responsibilities and assignments
• Coordinating vendor set up and tear down
• Creating backup plans for weather, health, and safety.

Sponsorship Committee This committee will assist in sponsor solicitation and relationship management.

1. Generating sponsor leads from businesses
2. Creating sponsor levels with giving thresholds (or associated in-kind donations). Include the number of tables or other benefits included with that sponsorship level.
3. Soliciting sponsors over the phone by email or in person
4. Tracking sponsorships throughout the solicitation process, from lead to completion.
5. Collecting sponsor guest names and contact information and entering them in the
6. Creating table and seating arrangements for sponsors and their guests.
7. Handling sponsors at registration and managing relationships throughout the event.

Registration and Guest Experience Committee

Coordinating and organizing logistics for registration and check at the event

1. Collecting all guest names and contact information.
2. Generating guest lists
3. Assigning guests to tables and creating a seating chart.
4. Training volunteers to work check-in and registration.
5. Hiring a photographer/videographer to document the event. ( Use to promote the event next year! )
6. curate the list of those who will receive invitations, and mail them out to potential guests.

Entertainment & Program Committee

This event committee is primarily responsible for making sure our event is enjoyable and memorable.

1. Working with Staff to solicit an emcee
2. Coordinating a dress rehearsal day with girls that will be performing
3. Deciding the order of events
4. Working with marketing to creating and print programs.
5. Working in tandem with sound and lighting crews.
6. Timing event from start to finish

Media and Public Relations Committee

The media and public relations committee is in charge of making sure word gets out about our event, and managing how the event is covered by the media.

1. Deciding how to promote the event (TV, radio, news, email, social media, etc.)
2. Creating media packages-which typically include video, pictures, a press release, and more to provide to news and radio outlets.
3. Working with sponsors or other local businesses specializing in media to reach as many potential attendees as possible.
4. Keeping all information about the event on the website updated, including details about speakers, ticketing options, sponsorships and sponsorship recognitions, and photos to get people interested in learning more about your event.

This is a high-priority committee that will need some savvy individuals who know media channels, have connections within the industry, and have an understanding of the publicity pipeline.

Decor Committee

This committee is responsible for making our event look gorgeous!

• Deciding on a theme and corresponding decor in advance.
• Placing orders for tablecloths, chair covers, centerpieces, and any other decor that the event will require in bulk.
• Creating table placards and place settings.
• Designing centerpieces.
• Arriving on the day prior to the event to begin decorating!

Volunteer coordinator day of coordinator can help recruit, motivate, communicate and solve problems on the day of the event

• Assess Volunteer Needs
• Train volunteers based on their assignments
• Sends out communications to all volunteers
• Makes sure volunteers have needed supplies