OCMMF ROLES AND RESPONSIBILITIES
LEAD MARKETING COORDINATOR
Pre Event Activities
 Advertising
o Print ads (designed with graphic designer)
o Social media - Twitter, Facebook, etc
o Online calendar submissions
 Writer
o Blog posting
o Press releases
 Website/I.T.
o Manage website
o Manage @OCCMF emails through website
o Google Drive
o Database and application support
 Follow Make marketing guidelines on all advertising
 Collect all OCMMF write-ups, editorials and announcements
 Cross Promotion & Outreach (work with Maker/Vendor Coordinator & Volunteer
Coordinator)
o Attend events, fairs, schools, meet-ups, club meetings, etc.
o School/museum outreach (steam, Imaginology)
 T-Shirts for volunteers (work with Graphic Designer)
o purchase t-shirts, coordinate printing
 Graphic artist
o Design t-shirt, posters, logos, program, map of event
o Contact Cards, leave behinds, brochures
 Work with Sponsorship Development Coordinator to develop a strong
“opportunities” package for potential sponsors
Day of Activities:
 Press relations
 Conduct or help set-up interviews with press
 Work with videographer and photographer on interviews and documentation
Post Event Activities:
 Follow-up with videographer/photographer (must post within 30 days)
 Collect reviews of event
 After Event Survey
LEAD MAKER/VENDOR RELATIONS COORDINATOR
Pre Event Activities
 Finding makers/Vendors
o Process Maker/Vendor applications
o Re-confirm what they need for the day of event
o Secure Vendor payments
 Create maker/vendor Excel spreadsheet for Site Coordinator
 Maker/Vendor correspondence and updates
Can breakdown areas into Villages and have volunteers work on finding
Makers/Vendors specific to Villages.
For Example:
 Young Maker coordinator: hacker scouts, boy/girl scouts, Lego creations
 Homegrown Village Coordinator: Gardeners, brewers
 Robotics and Programming Coordinator
 Wearable Hacks Coordinator: fiber arts, knitting, fabric making, fashion show, etc
 Music and Presentations coordinator & Stage Manager - This person should also
design a demo booth with camera and projections.
 Equipment Demo Coordinator: 3D Printers, CNC Mills, etc
 Roaming Makers Coordinator: ex. robots, Charlie & Pearl, mini-locomotive, etc.
Day of Activities:
 Maker Vendor check-in procedures (work with site-coordinator)

Management of Villages
 Workshop Management
Post Event Activities:
 Follow-up thank you letters
 Requests to complete Make surveys
These four coordinators should work together:
LEAD FINANCIAL & LEGAL COORDINATOR
Pre Event Activities
 Accounting, budgets, taxes
 Legal/Gaining non-profit status
 Process payments as necessary
 Manage/balance checking account
 Collect and log receipts
Post Event Activities:
 Calculates event P&L
 Works with Accountant to file State/Federal Tax returns
LEAD SPONSOR and PARTNER DEVELOPMENT COORDINATOR
Pre Event Activities
 Finding Sponsorship (corporate, private, individual, Govt, educational)
 Secure sponsor logos for graphic designer to use on programs
 Identify venue (with entire Team) and pass-on any venue requirements/requests
 Fundraising
 Research, write and submit grants
 Follow-up on leads
 Collect promised funds
Post Event Activities:
 Follow-up thank you letters
LEAD MAKE RELATIONS COORDINATOR
Pre Event Activities
 Review and sign legal contract with Make
 Review playbook
 Follow Make guidelines on corporate sponsors
Post Event Activities:
 Complete all follow-up paperwork and documentation with Make
LEAD SECRETARY & MEETINGS COORDINATOR
 Plan Meetings
 Set-up meetings for Team
 Send meeting reminders
 Set-up Google Hangouts and/or locations for meetings
 Take meeting notes
 Distribute minutes
 Document action items, distribute to Team & follow-up on completion
 Prepare and maintain event planning timeline
LEAD VOLUNTEER COORDINATOR
Pre Event Activities
 Finding and confirming volunteers for prior to the event and for day of
o Check in procedures
o Have written instructions for what they are to do for each volunteer type
i.e. Fiber Arts volunteer will do A,B,C
o Create survey monkey for post op
 Finding Volunteers to staff cross-promotional activities (OC Fair kids day, Family
Day at the Beall, TedX demo, homeschool demo etc)
o Find people for staffing the booths
 Use Volunteer program for sign-ups, communications, and organizing volunteer
schedules
 Identify organizations whose mission is to volunteer
 Volunteer Badging
 Volunteer “rewards”
 Volunteer meeting
Day of Volunteer Coordinators:
 Crew to Set-up day-before and camp at site if necessary
 Crew to Set-up day-of in early AM
 Maker check in coordinator
 Volunteer check in/out coordinator
 Village Site Volunteers
 Tear-down /clean-up crew after event
 Volunteer “rewards”
Post Event Activities:
 Follow-up thank you letters
 Volunteer Surveys
LEAD SITE COORDINATOR
 Identify Venue
 Works closely with Volunteer coordinator to fill all volunteer positions/roles
 Set-up and manage venue parking
 Set-up signage for venue
 Lost & Found set-up
 Custodial/Trash
 Food & Beverages: Depends on Venue
o Food Trucks contacted, confirmed
o Food Trucks checked-in
 Rental organization - canopies, tables, chairs (Work w/ with Maker/Vendor)
 A/V, Power, and Internet
 Venue layout (work with entire team and graphic designer for program)
 Know policies, rules & procedures of Venue and convey that info to Team
 Obtain Walkie Talkies - distribute day-of and maintain
LEAD SAFETY COORDINATOR
 Safety waivers
 On-site First Aid set-up
 safety coordinator for hands on events
 Emergency Response planning
LEAD TICKETING COORDINATOR
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Ticketing
o Confirm iPads have software loaded for Eventbrite
o Secure petty cash
o Train volunteers to run ticket booth
o Set-up ticket booth for easy flow of traffic
Acquire badges/armbands
“Comp / VIP list”
Pay per event coordination (Workshops)