! specialevents!committee!package special(events( committee( · 2017-04-17 ·...

Special Events Committee Package

Special Events Committee

!!!!!!!!!

Purpose The purpose of the OSCA Special Events Committee is to foster community and culture between the bridges. !Mandate The Special Events Committee will, consistent with the purpose outlined above, undertake the following: !

• Identify and organize events to foster community and culture in the Old Ottawa South Community which maximize the involvement of all members of that community;

• Assist community groups in Old Ottawa South with the organization and implementation of events in keeping with the purpose of the Events Committee if a member of the commu-nity group is also an OSCA Board Member;

• Foster liaisons, linkages and networks to assist community activities and clubs; and • Foster public awareness, recognition and support for local talent.

Reviewed May 2014 �1


!-


Our past events has been a huge success, thanks to our incredible volunteers and the

fabulous, indefatigable leadership of the OSCA team!


!Table of Contents !

!!!!!

Special Events Committee 1 Table of Contents 3 Monthly Meetings 4 Agenda Format 4 Members 4 Agenda 5 Committee Report 6 Special Events Committee Policies 7 Info Document 10 So You Want to Plan a Special Event? 11 Cardboard Challenge 14 Community Contacts 16 Deadlines for OSCAR ads 17 2013 Events 18 2014 Events 19



Monthly Meetings We meet Thursdays from 7-‐9pm, usually at the Firehall, but we’ve been known to branch out and meet at the pub or at a member’s home.!January 16 February 6 March 6 April 3

May 1 !

!June 14 (Strategic Planning) September 4 October 2 November 6 December 4 !

Agenda Format We’ll try to follow the format. If you have something to add, please email the co-‐chair 2 weeks prior to our meeting so that we can update the Agenda. !Welcome Review of Last Event(s) Planning Next Event Committee Business Other Business Next Meeting !Members We welcome any and all volunteers who would like to be on the committee or help us with upcoming events. Our current members are:!Volunteers:

Brenda Lee (co-‐Chair)

Rebekka Roy (co-‐Chair)

Daphne Dumbrille

Jeannine Beauregard

Julia Morency

Rosalind Bialowas

Mona Nandy !

Heather Martin

Monica Chaves Paz

Vanessa Gallant

Ilona Peltz !Staff:

Christy Savage (Executive Director)

Baalqis (Executive Assistant)

Darcy Middaugh



Special Events Committee Meeting DATE

Firehall 7-‐9pm

Agenda !Welcome !!Review of Last Event(s) !!Planning Next Event !!Committee Business !!Other Business !!Next Meeting !!!!!!!!



!Special Events Committee Meeting

DATE Firehall 7-‐9pm

Committee Report !Present !!Review of Last Event(s) !!Planning Next Event !!Committee Business !!Action Items !!Next Meeting !!!!!!!Reviewed May 2014 �6


!Special Events Committee Policies Reviewed May 2014 !Purpose The purpose of the OSCA Special Events Committee is to foster community and culture be-‐tween the bridges. !Mandate The Special Events Committee will, consistent with the purpose outlined above, undertake the following: !

-‐ Identify and organize events to foster community and culture in the Old Ottawa South Community which maximize the involvement of all members of that com-‐munity

-‐ Assist community groups in Old Ottawa South with the organization and imple-‐mentation of events in keeping with the purpose of the Events Committee;

-‐ Foster liaisons, linkages and networks to assist community activities and clubs; -‐ Foster public awareness, recognition and support for local talent.

Membership The Committee is made up of a minimum of 5 volunteer members. The Chair of the Commit-‐tee must be an OSCA Board member. !Terms Members of the committee are asked to attend a minimum of 5 meetings per calendar year. !Meetings The Committee will meet monthly or as required to organize special events within the com-‐munity. Quorum for decisions made by the committee is [50% +1]. Events for the year will be determined at January/February meetings. Meetings will focus on planning subsequent two events only. !OSCA Special Events Definition OSCA events must be either initiated and organized by the OSCA Special Events Committee or, the organizing committee for the event must include an OSCA board member. All other events held at the Firehall are organized through the City of Ottawa [Contact Centre Direc-‐tor at 613-‐247-‐4946].!!Reviewed May 2014 �7


Budgetary Approval Any events organized by or with the assistance of the OSCA Special Events Committee will require budgetary approval by the Special Events Committee as long as they meet the annu-‐al budget presented to the Board each year in January. Additional events will be presented to the Board for approval in advance of any confirmations. The Executive Director must have access to and oversight of the budget. All cash advances for the event must be approved by the Executive Director. All receipts to be handed into the OSCA office. !Support The OSCA Executive Director will assist committee members where possible. However, members must be prepared to run independently and not require support and back up by the Executive Director.!Surplus Revenue All revenues generated by the event must go through e-‐registration. Any surplus revenue from events organized by the OSCA Special Events Committee will revert to the OSCA central bud-‐get.

Fees & Registration OSCA will collect 20% of all event revenues to cover costs such as HST, E-‐Registration, insur-‐ance and staff time. This cost must to be included in the expenses for the event. !Insurance & Liability (Refer to specific insurance policy and any special requirements therein). !Health & Safety (Refer to existing policy on Health & Safety and/or emergency plans). !Liquor Licenses Applications for liquor licenses must be made by either the OSCA Executive Director or a member of the OSCA Board and must be displayed at the event. Please visit http://www.ag-‐co.on.ca/en/whatwedo/permit_special.aspx for information outlining the rules concerning liquor on OSCA premises. !There must be a minimum of 4 staff monitoring safety and alcohol consumption (in addition to servers), one door person, one person selling tickets, the Executive Director (or person responsible for the liquor license and overall event) and one City CSR. !INITIAL: _______ !!


http://www.agco.on.ca/en/whatwedo/permit_special.aspx


!Volunteers for the Events Volunteers, who volunteer a minimum of 2 hours per event, do not have to purchase their tickets. However each event cannot have more than 10% of its attendees working as volun-‐teers. !Hiring Staff for Events The group tasked with managing specific events will be responsible for staffing events ap-‐propriately. !INITIAL: _______ !Cleaning up after Events A clean-‐up crew with a minimum of 10 is required. Deliveries and pickup times of other equipment must be negotiated with the Firehall. The group is responsible for setting up be-‐fore the event and taking down afterwards; thus ensuring that all items are put back in their place. Please refer to the OSCA room maps in attached document. All decorations must be removed by the committee organizing the event at the end of the event. As well, in accor-‐dance with City policy: All equipment and supplies must be removed from the facility by the next morning. !INITIAL: _______ !External Events All other events are City of Ottawa bookings, please contact the Centre Director at 613-‐247-‐4946.

Info Document Attached is an information document created to simplify the process of using the Firehall for community events.



Info Document OSCA Special Events Rules & Regulations !Are you an Old Ottawa South community group? Would you like to hold an event at the Fire-hall? Do you need some help getting your event off the ground? !Event Pre-‐requisites Community events can be held at the Firehall if one of your committee is also an OSCA Board Member. For non-OSCA sponsored events, you can call the City of Ottawa Centre Director to book the Firehall (613 247-4946). !OSCA Sponsorship You can ask the OSCA Board to sponsor your event if it is in keeping with the mandate of the OSCA Special Events Committee. Contact the OSCA Executive Director at 613-247-4872 for more information. If your event qualifies for OSCA sponsorship the Special Events Committee is also available to assist you. !What’s Available? The Main Hall in the Firehall has capacity of 160 or 120 for a sit down dinner. 160 chairs are available and plenty of tables. The main hall has a sound system and a screen. !Prices & Fees The OSCA Board requires 20% of event revenues to cover costs such as HST, E-‐Registration costs, and insurance. !Rules & Regulations Only certain rooms of the Firehall can be licensed for alcohol. All drinks must be kept within those rooms that have obtained a licence at all times. Please refer to the website: http://www.agco.on.ca/en/whatwedo/permit_special.aspx for details. !The liquor licence must be signed by either the OSCA Executive Director or a member of the OSCA Board. The licence and receipts for alcohol must be displayed at the event. !All Events must end by 11 PM. The space must be cleaned up and left as it was found by midnight. All liquor must be removed at the end of the event. !Delivery, decorating, and pick-‐up times for equipment or decorating items for events must be negotiated in advance with the Firehall. !Approved: Last Reviewed:


http://www.agco.on.ca/en/whatwedo/permit_special.aspx


So You Want to Plan a Special Event?!Name Event and pick date!!Find a Venue If necessary, make sure park/firehall/venue is open.

Check out the venue beforehand to decide on placement of different areas. If you leave this to the day of the event you will be overwhelmed. A basic map of where things go will save you much time and frustration. If possible, it is good to have one member of your committee in charge of each area. For example, at Fall Fest, one member was in charge of the food area, one in charge of raffle area and pumpkin sales, and one in charge of set up and take down. They then they can take their volunteers and help them with their assigned tasks in the area.

Get together a committee to organize event. Delegate duties listed below and brainstorm other ideas.

Make a budget and have it approved by Board. Budget will include revenue (for example, are you charging for event, will there be dona-‐tions, will there be items sold, don’t forget HST). Expenditures may include food/ drink, ad-‐vertising, staff, rental of venue, entertainment, 20% to OSCA.

Market the Event Write an article for OSCAR and website. Advertise in OSCAR and website. Look into free ad-‐vertising sites such as Ottawa Citizen online, kijiji, apt. 613 , Our Town section in Citizen if it is a non-‐profit event.

Our facebook page should be up soon -‐ make a facebook site for the event.

Have posters made for event (Glebe UPS is the best deal for OSCA right now). Generally 50 small ones and two to three larger ones. Put one large one in main poster space outside of firehall. Put other large ones in sandwich boards and display appropriately. Take smaller ones and put on posts or in stores. The posts on Bank St. are cleared on the 1st and 15th of the month (unless a weekend and then the day after); plan accordingly.

Contact any potential sponsors via letter (on OSCA letterhead paper) with specifics on what you are asking for, the details of event, the date you can pick up items from them and your contact info. In general we have found that we get more sponsors if we leave a letter for them to peruse at their leisure than if we go in and ask on the spot. There is a sample letter in the office.

!



!Make bookings Book bands, sleigh rides, bar staff, caterers, photographers -‐ whoever needs to be booked far in advance. Arrange for a liquor license if required.

If paying anyone or buying anything, arrange for check requisition at least two weeks before you need it. Don’t forget to arrange for a float if necessary at the same time.

Organize volunteers Decide on how many volunteers you need and what times you need them for. Put out a call for volunteers (don’t forget the high school students, they are desperate for hours and are great workers because they will work the whole event and not just a one hour time slot). Remember to contact volunteers a week before event to confirm their commitment. Assign tasks and times to each volunteer with clear instructions on what they need to do and make sure you have all the tools they need (pens, paper etc. ).

Make sure to allow for set up and clean up time in your bookings. Generally one hour before and after.

Make sure to meet often with your committee to make sure everyone is on task (even via e-‐mail).

Purchase Supplies Buy food, plates, glasses, napkins, decorations etc. for event

If doing an event such as Fall Fest make sure a complete list of items that are needed from the Firehall is made and given to the appropriate person to gather up before event. Items such as banners, cooking tools, etc. will all be found there. There is a list in the office from past events.

If possible have all food, items etc. set aside the night before (especially at outdoor events at Windsor Park, all equipment can be stored in field house over night and saves much time).

If having an event in the Firehall see if you can arrange to have mats and chairs moved be-‐fore the event, and floor cleaned. If at Windsor Park, make sure to arrange with city to have bathrooms cleaned and stocked for event.

Make sure that you have liquor monitors if serving alcohol and find out regulations for the Firehall.

Final Notes Get to event early to help with organization of volunteers. Having a list on hand and copies is a good idea so that people can refer to it to see what goes where and what needs to be done. Always have at least one member of your committee as a floater , without a specific



job, they will be running to fix all those last minute things that come up and need to be ad-‐dressed.

Make list of sponsors and thank you boards for event. Use sandwich boards to announce where activities are or prices of activities. Make announcements if appropriate.

Write thank you letters, and follow up articles for OSCAR and website.

Have a follow up meeting with your team and make a list of what worked and what could be changed for the next year.

Pat yourself on the back for a job well done and treat yourself to a nice bottle of red wine and know that you are contributing to your community and helping to make the world a happier place.

!



!Sample EVENT notes !

Cardboard Challenge Lead Committee Member: Rebekka Roy !Date •October 6, 2014 from 10-‐1pm !Location Firehall -‐ Main Hall

Kitchen not required but would be nice !Budget •$75 Supplies (scissors, pens, tape, glue, decorations)

• $75 Food (veggies, crackers, hummus, water, coffee, tea)

•Donation Jar to help cover costs !Resources Needed •Staff Resources

•Staff to open/shut main hall

• Access to aprons

• Staff to put Challenge on Special Events Registration

•Volunteer Resources

•Maggie (resources) , Daphne (food, photos), Jen (support). We’ve requested that all participants bring

food/cardboard/some supplies

• Rebekka (pick up supplies, prep for day)

•Community Resources

•Starbucks donating coffee

• Community Potluck (nut free) for snacks

• Some food purchased from Budget

• IT Resources

•Projector for playing Caine’s Arcade movie/music !



Marketing •Created poster for posting and website (Rebekka)

• Christy contacted UPS to create large format.

• Asked friends to post on Facebook, post on signs around neighbourhood and in local shops.

• Call out to media (Carleton)

•Matt House wrote article and it was placed, front page, in the following edition of the OSCAR! !Notes •Registration was challenging and needs to be simplified.

• Put out donation jar with food and we received almost enough money to cover expenses

• Positive response to having the movie play with Caine’s Arcade Video

•We had just the right amount of people, supplies and cardboard this year (60-‐70 participants)

•Would have like to have the time between 9-‐noon as the lunch hour was challenging for little people. At the

same time it worked out the the children participating in classes were able to attend after and it was great

advertising for us!

• Thank You card created for Starbucks for donating the coffee

•Registered online for Global Day for Play. Part of 85’000 participants around the world! !!!!



!

Community Contacts These companies have historically been very supportive of our events, be it donating prizes or posting posters.!Life of Pie -‐ gift certificates, posting posters

Starbucks -‐ coffee, gifts, posting posters

Quinn’s Pub -‐ providing drinks, posting posters

Boomerang -‐ prizes, posting posters

birdy&bug -‐ gifts, gift certificates

Bridghead Coffee -‐ gifts, posting posters

Cedars -‐ gifts, posting posters

Framed -‐ gifts, posting posters

Mud Oven -‐ gifts, posting posters

Three Little Monkeys -‐ posting posters

Taylors -‐ gift certificates, posting posters

Southminster United Church -‐ donating coffee, gifts, posting posters

Sunnyside Public Library -‐ posting posters

Yummy Cookies -‐ donations, gifts, treats


Special Events Committee Package 2014

Deadlines for OSCAR ads We have a 1/4 page (colour) ad space in each OSCAR. !Content and advertising deadlines for 2013-‐14 are as follows: • January 17 (February issue)

• February 14 (March issue)

• March 14 (April issue)

• April 11 (May issue)

• May 16 (June issue)

• June 13 (July/August issue)

• August 8 (September issue)

!

�17


2013 Events April 80s Night June Windsor Park Art in the Park September 35th Anniversary & Porch SALE October Cardboard Challenge Fall Fest November “Shop Your Local Talent” Christmas Craft Sale James Bond Event December Holiday at the Mayfair Breakfast with Santa !!

�18


!

2014 Events April Grad Your Never Had LEADS: Rebekka, Daphne, Heather & Jeannine

June Windsor Park Art in the Park LEADS: Brenda and Julia

September Porch SALE LEADS: Daphne & Heather

October Cardboard Challenge LEADS: Rebekka and Daphne

Fall Fest LEADS: Brenda and Julia

November “Shop Your Local Talent” Christmas Craft Sale

LEADS: Brenda and Julia

December Holiday at the Mayfair LEADS: Brenda and Julia

Breakfast with Santa LEADS:

�19

! specialevents!committee!package special(events( committee( · 2017-04-17 ·...

Documents