Team Member Responsibilities

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Chairperson

• Ensure Summit’s mission is accomplished
• Ensure Summit is held annually in cities around the world
• Prepare agenda for executive committee meeting and assign action items
• Provide direction to Webmasters

Executive Committee

• Executive Committee is made up of the Chairperson and Executive Director of each area.
• The Executive Committee must approve the final schedule, booklet, workshop topics, keynote speaker, participation requirements including the fee for the event before it becomes official

Treasurer

• Collect fees from event participants and provide tax-deductible receipt
• Authorize and distribute reimbursements to volunteers
• Work with Executive Committee to establish the fee for the event

Secretary

• Give all volunteers an overview and orientation of the Summit and its mission
• Review list of responsibilities with each volunteer
• Distribute the updated contact list to volunteers in each area
• Coordinate meeting with Invitation Coordinators to ensure there are no gaps or overlap in the invitation being sent

Fundraising Team Leader

• Prepare list of fundraising ideas by brainstorming with volunteers in each Summit location
• Hold regular meetings with volunteers to review implementation and status of fundraising ideas

Executive Director

• Find volunteers for open positions in organizing team
• Ensure the event is focused on accomplishing the Summit’s mission
• Organize meetings with local team to ensure team members know what to do and are working together
• Participate in Executive Committee meetings to approve keynote speaker, workshop topics, and event booklet
• Submit budget estimate to Chairperson and Treasurer
• Follow up with all members of the invitation team to get an update on who has and has not been invited
• Prepare booklet with schedule, and participant applications and ensure all event attendees receive a copy
• Prepare script for emcee
• Ensure each workshop will help expand the projects of the organizations and businesses so that they can help improve the lives of more people in Afghanistan
• Assign moderators and make sure each workshop has a list of action items published in the event booklet prior to the event

Webmaster & Document Manager

• Update website per team's request
• Coordinate updates to the website with webmasters of each area
• Chairperson makes the final decision if consensus can't be reached between the webmasters of each region
• Post meeting-minutes/action-items, contact information of organizing team, and organizing team’s check lists to YahooGroups
• Take meeting minutes and send out action items
• Collect photos and videos on the event day and post them to website and save them in the YahooGroups system

Facility Manager

• Prepare a list of venue location and review cost, parking, food permit, and capacity for each location with team
• Work with Event Day Coordinator to ensure all audio/visual needs are fulfilled
• Complete any necessary paperwork for food permits or any other paperwork that is needed to make sure the venue will be reserved
• Work with the event-day volunteer coordinator for setting up chairs, tables, registration table, refreshment area, and event signage

Invitation Coordinator

• Prepare list (in collaboration with all the team members) of potential organizations, businesses, donors, investors, and political leaders to be invited to event
• Send invitation to the people on the list, follow with phone calls, and update GoogleDocs log
• Complete the application for donors, investors, and political leaders and make sure they get a booth and are included in the event booklet

Strategic Communications Leader

• Maximize the number of media groups ( television, radio, newspapers) come to the event to cover it
• Maximize the number of attendees from the local community by publicizing the event to list prepared by brainstorming with team
• Hold press conference one hour prior to event
• Prepare event survey for all attendees and publish results to organizing team after the event.
• Prepare survey for each workshop so there is an apple-to-apples comparison between workshop topics

Event Day Coordinator

• Delegate responsibilities to volunteer team to ensure the facility is setup for the event.
• Ensure volunteers man registration table at all times and that all event participants sign-in and get a booklet and name tag
• Make sure sign-in sheet is given to Document Manager after event to be uploaded to YahooGroups
• Place signs from the major freeway exits to the event location
• Ensure main seating area and all workshop rooms are clearly labeled and that they are all setup with projectors and microphones as required
• Setup tables, chairs, and rooms as required by the organizing team
• Setup and clean up entire facility including food and refreshments
• Setup a designated area for the Muslims that want to pray