Volunteer Role Description
Awards Banquet Coordinator
Purpose: The Awards Banquet Coordinator will be responsible for putting together the
annual 4-H Awards Banquet. This includes: promoting the event, creating decorations,
designing the program booklet, ordering food, coordinating entertainment, greeting
attendees, putting together awards packet, door prizes, and working with Extension staff
to develop a budget. The Awards Banquet Coordinator is encouraged to delegate
responsibilities as they deem appropriate.
Success Criteria: A successful event will be welcoming; family oriented; promoted
timely; well attended; organized; and will involve other teens and adults from throughout
the county.
Time Required: Preplanning for this event will take a minimum of fifteen hours.
Responsibilities: The Awards Banquet coordinate will work with Extension staff and
volunteer committee to plan an event that come within the budget that is established,
and ensure that all elements of the timeline are met. Responsibilities along with a
timeline have been established as follows:
 Work with Extension staff to establish a budget-prior to any planning
o Update Extension staff on budget periodically
 Recruit volunteers for committees-6 months prior to event
 Secure location-4 to 6 months prior to event
 Work with Extension staff to develop a risk management plan-4 months prior
 Arrange for caterer-3 to 4 months prior to event – follow fiscal policies
 Inventory awards-3 months prior
 Solicit donations for door prizes-2 to 3 months prior
 Promote the event to 4-H families-2 months prior
 Plan decorations for the event -1 month prior
 Design and print program books-1 month to 2 weeks prior
 Put together awards packet-1 month to 2 weeks prior
 Recruit greeters-1 month prior
 Recruit presenters and older youth - 1 month prior
 Put together agenda-2 weeks prior
Target Dates: This event will be held each fall, possibly during National 4-H Week, no
later than November 30th.
Resources Available: Awards Banquet Coordinator will have access to Extension staff,
files from previous events, will have the ability to attend other county’s events, and could
be co-coordinator with previous organizer.
Training Opportunities: On-the-Job
Report to: Extension 4-H staff
From Questions, Contact:
___________________________ (Name)
___________________________ (Address)
___________________________ (Phone)
________________________________
Volunteer Signature
______________________
Date
________________________________
Extension Staff Signature
______________________
Date
Volunteer Screening of all volunteers will be required.
University of Illinois Extension provides equal opportunities in programs and employment.
University of Illinois • U.S. Department of Agriculture • Local Extension Councils Cooperating
University of Illinois Extension provides equal opportunities in programs and employment.
The 4-H Name and Emblem are Protected Under 18 U.S.C. 707.