Event Management
Each proposed event is assigned to an event coordinator who is supported by an administrative coordinator and a publicity coordinator. The coordinators may be either paid staff or volunteers and may, in fact, be the same person in two or more roles.
The event coordinator designs the program. He or she makes arrangements with the speaker, including the date, time, and location. He or she determines the audiovisual needs of the presenter and whether the venue has the proper equipment. The planner/coordinator determines whether there is a charge for the venue and/or presenter and sets the cost for registrants.
The event coordinator prepares bullet points as the basis for the program announcement.
The publicity coordinator and or the administrative coordinator uses the bullet points to prepare the email announcement
email , and where appropriate, an article for the Village newsletter and a custom page
custom page on the website with a link from the Home Page.
The administrative coordinator determines whether a unique paper mailing is required or whether there is enough time to include the event in the newsletter (which could be mailed to members without email). If required, a print out of the custom page is mailed to members without email addresses.
The initial email program announcement is mailed to members and non-member volunteers. A second announcement is sent to others in the database excluding press. Subsequent announcements are sent to the entire database only if the program has not reached capacity. A reminder email is sent to registrants requesting that they notify us if they are unable to attend. Waiting lists are maintained if programs reach capacity.