All positions will be required to work with their San Luis Obispo counterpart
and submit an end-of-the-year report regarding their tasks and responsibilities.
COMMITTEE DESCRIPTION OVERVIEWS
COMMITTEE CHAIR
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Responsible for providing leadership and oversight of the committee (involved in all aspects of the
program) to facilitate comprehensive progress and completion of the float
Plans, leads, and facilitates committee meetings towards positive outcomes
Assists committee in establishing, maintaining, and achieving goals and timelines, including but not
limited to:
o Working with the Treasurer on maintaining the budget
o Oversight of Deco, Design, and Construction chairs to make sure they are on schedule
o Providing support to all the departments
o Keep all areas communicating with each other and working well together
o Work with Advisors to manage administrative paper work and making sure that everything Rose
Float does is in compliance with University policy
o Serve as the “go-to person” when something goes wrong. Work with advisors and other
University Officials to problem solve when necessary. (eg: something breaks at lab, injuries, lab
security problems) The Committee Chair is often the first to get called and it is their duty to
remedy the situation.
COMMITTEE VICE CHAIR
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Support the committee chair in all areas including organizing paperwork, donation documents, liability
forms, etc.
Assists in ensuring that all deadlines are met and overall timeline is maintained
In case of committee chair stepping down for any reason, vice chair will then become the committee chair
In absence of a secretary, vice-chair will take minutes at committee meeting
Oversee Donor & Alumni Relations
Coordinate move-out permits
Other areas of support may include, but are not limited to:
o Collection of completed travel forms
o Leading committee meeting in absence of Chair
o Ideally this position would be filled by someone who intends on being part of the program for
more than one year.
DONAR RELATIONS/LEAD
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Work closely with the Director of the Rose Float Program in understanding the dynamics of fund raising,
donations, and alumni engagement
Work closely with the individual departmental Chairs on Committee to understand their needs and the
needs of their specific areas
Complete all Acceptance of Gift forms on behalf of Rose Float donations
Manage an accurate data base of all donors and contact information
Be outgoing, engaging, and a proud ambassador of the Rose Float program
COMMITTEE TREASURER
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Work closely with the Committee Chair to manage the budget
Records all expenses in a logical and clear manner
Reconciles Rose Float's budget with the ASI account statements
Organizes and presents budget request to IRA
Reports on current finances when asked
COMMITTEE SECRETARY
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Record and store detailed notes of all the meetings, including concept contest and DDC
Distribute meeting minutes after each meeting
Work with Vice Chair regarding specific or additional areas that are deemed necessary
CONSTRUCTION CHAIR
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Responsible for the successful construction of the float, including animation, engine, structure
o Animation System
o Engine
o Structural integrity of the mechanical designs & of the physical construction (i.e., welds)
o Insuring float is ready for all inspections.
o Delegate, manage, and then perform quality control over all aspects of construction
o Pass down from one construction team to potential following construction members so that
there is continuity of information from one year to the next
Responsible for the construction of the float’s substructure and moving mechanisms
Oversee Rose Float Lab including maintaining inventory, assessing safety hazards, as well as insuring lab is
kept clean and safe
Responsible for creating and enforcing a construction timeline
Responsible for the organization, maintenance, and repair of tools and machinery
Manages the construction crew
CONSTRUCTION ASSISTANT
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Assists the Construction chair in all projects, including but not limited to:
o designing, building, and documenting the structural and moving elements on the float
o fixing any problems on the float that are assigned by the construction chair
Ideally this position would be filled by someone who intends on being part of the program for more than
one year.
LAB SPECIALIST
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Responsible for the up keep and Maintenance of the Lab facility (The Lab has a lot of equipment that
needs maintenance and it is the responsibility of the Lab Specialist to provide that maintenance.)
Secures donations that pertain to welding, shop tools, etc.
Maintains a full inventory of all tools and machines at lab repairing equipment when necessary
Works with Technical Advisor to ensure all tools are properly working
Manage inventory: Running out of hardware (i.e., cut-off blades, bolts, welding rod,) & keep the lab
stocked
Keep lab organized in a logical manner
Delegate tasks to volunteers and oversee quality of all work performed by volunteers
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Work closely with the Construction Chair and Assistant Construction Chair to make sure that the lab is
organized to the appropriate standards set by the Chair and Technical Advisor
When lab specialist duties are completed, the lab specialist has the same duties as a Construction
Assistant
HYDRAULICS/ENGINE LEAD
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Maintain both the engine and the entire hydraulics system
Responsible for maintaining the hydraulic equipment
Responsible for the running and maintaining the animation engine
Responsible for maintaining and cleaning the hydraulics corner
Ensures that the hydraulics are properly installed in the float
Train construction team so that they have the hydraulic infrastructure they need to run the animation
o Work closely with them to make sure that animation designs do not supersede the abilities of the
hydraulic system
HYDRAULICS/ENGINE ASSISTANT
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Assists Hydraulics/Engine Lead to perform all duties pertaining to Hydraulics and the Engine
Develops deep enough knowledge to step in for Hydraulics/Engine Lead in case of their absence
This position does not require any experience because one of the duties of the Assistant is to learn from
the chair and to be able to pass down the information from one year to the next
ELECTRICAL/ANIMATION LEAD
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Responsible for maintaining the electronic equipment and all electronics on the float
Ensures that the electronics are properly installed in the float
Responsible for overseeing the continuing improvement of the animation system and the integration of
that system with the float
Responsible for maintaining and cleaning the electronics trailer
Responsible for programming and running the animation
If during anytime there are no Electronics/Animation duties to perform, the Lead becomes a construction
assistant
ELECTRICAL/ANIMATION ASSISTANT
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Assists Electrical/Animation Lead to perform all duties pertaining to Electronics and Animation
Develops deep enough knowledge to step in for Animation Chair in case of their absence
This position does not require previous electronics experience because one of the duties of the Assistant
is to learn from the lead and to be able to pass down the information from one year to the next
If during anytime there are no Electronics/Animation duties to perform, the chair becomes a construction
assistant
Ideally, (but not necessarily,) this position should be filled by someone who intends on being part of Rose
Float for more than a year
DESIGN CHAIR
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At the beginning of the year the Chair must work with the Design team to come up with various detailed
designs for the rest of committee to vote on during DDC
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Responsible for creating and supervising the overall design of the float
During construction, Design is responsible for the final look of the elements, including shaping and carving
Responsible for maintaining and cleaning the design trailer
Works with a third party artist to create the float rendering
Creates scale drawings of the float showing size and position of the elements
Ensures that pencil-steel shaping, foam carving, and screening are done properly
Plan and lead all aspects of “Design Week” in December including but not limited to:
o Delegating tasks to dozens of volunteers
o Coordinating with Deco and Construction
o Keeping the entire team motivated during a tight schedule
DESIGN ASSISTANT
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Assists Design Chair in all aspects of the department
Help solicit donations for Department
Assists in achieving all deadlines and timeline as pertains to Design department
This position does not require any experience because one of the duties of the Assistant is to learn from
the chair and to be able to pass down the information from one year to the next
Ideally, (but not necessarily,) this position should be filled by someone who intends on being part of Rose
Float for more than a year
DECORATIONS CHAIR
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Responsible for choosing all the Deco material that goes on the float and insuring the float is decorated
Decides what materials will be used on each specific section of the float in a creative and unique way to
use natural materials to give off the desired visual effect
Create a color scheme for the float that looks aesthetically pleasing but also is doable with Deco material.
Responsible for maintaining and cleaning the decoration trailers and decoration’s corner
Coordinate and managing the processing of all deco material.
Works with vendors to order the materials needed
Oversee all aspects of Decorations (Deco) Week including but not limited to:
o Selecting and training section leads
o Preparing all materials for transport
o Delegation of tasks to hundreds of volunteers
o Maintaining a tight schedule in order to be prepared for judging and the parade
DECORATIONS ASSISTANT
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Assists the Deco Chair with in all aspects of the department
Help solicit donations for Department
Assists in achieving all deadlines and timeline as it pertains to Decorations department
This position does not require any experience; the role of the Deco Assistant is to learn from the chair and
to be able to pass down the information
Ideally, (but not necessarily,) this position should be filled by someone who intends on being part of Rose
Float for more than a year
FLOWER FIELD LEAD
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Work closely with the Deco Chair and the Plant and Soil Science department to grow flowers for the float
Experience in horticulture is a big advantage
CLUB DESCRIPTION OVERVIEWS
CLUB PRESIDENT
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Responsible for providing leadership and oversight of the club (involved in all aspects of the program) to
facilitate comprehensive progress and support for the committee to complete the float
Plans, leads, and facilitates club meetings towards positive outcomes
Assists club in establishing, maintaining, and achieving goals and timelines as it relates to committee
priorities
Serve as a member of the Rose Float Chair Meeting, offering support and communication to meet Rose
Float needs
Assists club in establishing, maintaining, and achieving goals and timelines, including but not limited to:
o Working with the Treasurer on maintaining the budget
o Working with and oversight of Merchandise to make sure they are on schedule
o Providing support to all the departments
o Keep all areas communicating with each other and working well together
o Work with Advisors to manage administrative paper work and making sure that everything Rose
Float does is in compliance with University policy
o Serve as the “go-to person” when something goes wrong. Work with advisors and other
University Officials to problem solve when necessary. (e.g.,: club officers are not performing to
standards, something breaks at the office, injuries during social events, etc.) The Club President
is often the first to get called and it is their duty to remedy the situation.
CLUB VICE-PRESIDENT
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Support the club president in all areas including organizing paperwork, donation documents, liability
forms, travel forms, disbursement requests, etc.
Assists in ensuring that all deadlines are met and overall timeline is maintained
In case of club president stepping down for any reason, vice president will then become the president
In absence of a secretary, vice-president will take minutes at club meetings
Other areas of support may include, but are not limited to:
o Collection of completed travel forms
o Leading club meetings in absence of president
SECRETARY
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Records meeting minutes
Sends out periodic email newsletters
Updates the Rose Float calendars
Maintain a roster of the Committee, Alumni, and Club Members
CLUB TREASURER
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Organizes and maintains a club budget
Tracks and records all finances and donations
Reports on current finances at each meeting
Collect membership dues
MARKETING
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Publicizes Rose Float events and activities
Writes press releases in collaboration with public affairs
Communicates with the press
Increase awareness of the Rose Float Program
MARKETING ASSISTANT
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Write articles that will be included in the published newsletter
Attend interviews on behalf of the program when the proper representatives cannot be present
Coordinate all marketing endeavors that are within the campus
SPECIAL EVENTS COORDINATOR
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Plans all Rose Float events
o Major events
o Social events
o Community Service events
MERCHANDISE
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Designs and orders all merchandise and apparel
Maintains inventory of merchandise in the merchandise room
Organizes and oversees the merchandise booth at all relevant events (Deco Week, Post Parade, etc.)
MERCHANDISE ASSISTANT
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Maintain online orders
Oversee the making of buttons
Make deliveries around campus
Oversee sales when the Merchandise Chair not available, along with
Assists the Merchandise Chair with all duties as needed
CUISINE COORDINATOR
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Organizes the meal schedule for all work days and special events
Obtains food donations
Responsible for keeping the Lab kitchen clean, organized, and inventoried
WEBMASTER
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Maintains and update the Cal Poly Rose Float website
Maintains and updates the Cal Poly Rose Float Facebook fan page
Works with the photographer to update the photo gallery
Maintains the committee mailing list
Maintains the newsletter mailing list
Maintains the Rose Float calendars
PHOTOGRAPHER
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Captures the year of Rose Float in photographs and video
Obtains photos from other people and organizes them
Updates the website and Facebook with photos
Creates a slideshow for the Queen and Court Luncheon as well as the Banquet
Works with the University archives to document the year in Rose Float
Creates a CD or DVD compilation of photos for all committee members