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 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)