Committee Position Descriptions

Chairperson

Before the event:

  • Chair all meetings prior to the event
  • Maintain contact with all committee members between meetings
  • Proof read any correspondence (e.g. minutes, promotion flyers/advertisements) prior to distribution
  • Organise the site of the activity
  • Attend meetings with local organisations/stake holders prior to the event
  • Licenses (such as liquor, temporary food, temporary campsite, etc)
  • Organise insurance for the weekend
  • Oversee tenders (canteen, bar/ice, stubby holders, etc) and respond to any enquiries
  • Ensure site contract is met on weekend (including safety/ noise requirements)
  • Prepare the budget for the year/event with Treasurer, Vice-Chairman and Advisors (if necessary)
  • Attend branch meetings (BRC and Chairman's meetings)
  • Miscellaneous/other jobs as required

During the event:

  • Overseeing and Co-ordinating all committee members to ensure the smooth running of the weekend.

After the event:

  • Follow up any concerns with site managers
  • Send out Sponsorship letters for following event
  • Collate all Year-in Review Reports

Vice Chairperson

Before the event:

  • Assisting the Chairman with above tasks as requested/required.
  • Organise Logo competition
  • Organising Merchandise (for event promotion at Mudbash and for the event)
  • Prepare committee roster for the weekend with the Chairman
  • Prepare security roster for evening entertainment at the event

During the event:

  • Assist the chairman

After the event:

  • Follow up any requests from the Chairman
  • Year-in-Review Report

Secretary

Before the event

  • Take clear & accurate minutes at each meeting & send out to committee members in a timely fashion.
  • Post/email out any other important correspondence to the committee throughout the year (including committee contact list).

During the event:

  • Manage Head Quarters
  • Co-ordinate PA Announcements
  • Maintain Ticket Database
  • Rover queries.

After the event:

  • Year-in-Review Report

Treasurer

Before the event:

  • Prepare the budget for the year/event with Chairman, Vice-Chairman & Advisors (if necessary).
  • Keep a record of bank account, outstanding cheques.
  • Keep the committee aware of monthly account totals.
  • Liaise with departments and set financial goals.
  • Collect quotes from all departments as required.
  • Organise overnight safe.
  • Organise procedures for bank runs.
  • Assist Ticketing & Front Gate Co-ordinator with Front Gate & Ticket procedure.

During the event:

  • Works on the front gate, with rover crews, to ensure the Front Gate & Ticket procedure is adhered to appropriately.
  • Oversee all money movements.

After the event:

  • Finalisation of Surfmoot books.
  • Works out Surfmoot profit/loss.

Assistant Treasurer

Before the event:

  • Assist the treasurer with above tasks

During the event:

  • Works on the front gate, with rover crews, to ensure the Front Gate & Ticket procedure is adhered to appropriately

After the event:

  • Assist the treasurer with finalisation of books

Emergency Services

Before the event:

  • Work closely with relevant groups & stakeholders to ensure Surfmoot meets expectations
  • Maintain/Update Risk Management Plan.
  • Debrief the Committee on the contents of the Risk Management Plan prior to the event.
  • Organise for the presence of emergency service organisations- Police Scouters (and local police), First Aid, etc.

During the event:

  • First point of contact for First Aid & Police Scouters
  • As per Risk Management Plan.

After the event:

  • Follow up First Aid regarding payment/donation for service provided.
  • Year-in-Review Report.

Power And Communications

Before the event:

  • Organise Quotes for all required equipment for the power and communications on the weekend of Surfmoot (This includes all lighting to the campsite, toilet/shower and stage areas, PA System, etc).
  • Plan location of power & communications equipment for the event.

During the event:

  • Responsible for the maintenance of power and communications on the weekend of Surfmoot.
  • Radio-communications system for the committee, HQ and emergency services at Surfmoot.

After the event:

  • Ensure all hired equipment is returned to hirer's within the specified time.
  • Year-in-Review Report

Power And Communications Assistant

Assists the Power and Communications person during the event with the above.

Works And Services

Before the event:

  • Organise the hire & delivery of the stage (e.g. safe and certified scaffolding, tarping, carpeting, etc).
  • Organise the hire of amenities (e.g. Toilets, Showers, Bins, etc)
  • Organise bunting, etc for the set up of the event

During the event:

  • Ensure that all amenities & facilities are maintained to a high standard

After the event:

  • Ensure all hired equipment is returned to hirer's within the specified time.
  • Year-in-Review Report

Assistant Works and Services

Assists the Works and Services person during the event with the above.

Minor Works Officer

Before the event:

  • Organise working bees in conjunction with the Chairman & the Camp Board.
  • Organise 'The Shed' and maintain an inventory of equipment

During the event:

  • Assist the Works & Services Team, when & where required.

After the event:

  • Ensure all equipment from the shed is returned at the end of the event.
  • Year-in-Review Report

Assistant Minor Works

Assists the Minor Works person during the event with the above.

Activities

Before the event:

  • Inline with general theme of weekend, this member is responsible for the organisation of all Surfmoot activities occurring on-site.
  • Co-ordinate Rover Crews to individually run events (such as jelly wrestling, water slide, Iron Gut, etc)
  • Promote such activities to Rovers beforehand
  • Organise for the hire & dedicated drivers of Shuttle Buses to run to Torquay & Anglesea

During the event:

  • Oversee the running of activities at the event.

After the event:

  • Year-in-Review Report

Assistant Activities

Assist the activities co-ordinator during the event on the above.

Entertainment

Before the event:

  • Organise the Band/s & any other Entertainment (e.g. DJ, Comedian, etc)
  • Organise staging (lights, audio, etc)
  • Co-ordinate stage with Works & Services
  • Source a compere for all night events
  • With Chairman (and advisors), draw up contract/MOU for entertainment services
  • Liaise with Chairman regarding accommodation for band/s & entertainment services

During the event:

  • Oversee all Stage Use
  • Meet and Greet Band & Entertainment Group
  • Finalise payments with Treasurer
  • Assist other committee members when required

After the event:

  • Ensure all hired equipment is returned to hirer's within the specified time.
  • Year-in-Review Report

Marketing & Sponsorship

Before the event:

  • Vital role is finding sponsors for the weekend to provide prizes for activities, money for advertising in program, beer for beer garden, etc
  • Advertising in Scout magazine, Interchange, Mudbash, send out fliers to individual crews, promote at different rover events (especially Mudbash)
  • Work with region reps to source the above.

During the event:

  • Assist as required

After the event:

  • Pass on current information to the Chairman, so sponsorship letter can be sent out ASAP.

Marketing & Sponsorship Assistant

Assisting the Marketing person both before and during the event on the above..

Programming

Before the event:

  • Organise the printed program for the weekend, working closely with the Activities & Entertainment team & other committee members that require space in the program (e.g. Emergency Services, Chairman, etc).
  • Source sponsorship & advertisements for the Surfmoot program.

During the event:

  • Assist the Secretary with any enquiries in HQ, especially those relating to activities.

After the event:

  • Year-in Review Report.

Ticketing & Front Gate Co-ordinator

Before the event:

  • Work out procedure for selling tickets and how they are distributed
  • Work with Programming Officer to organise design & printing of tickets.

During the event:

  • Helping out with front gate, list of tickets to be picked up at gate.

After the event:

  • Ensure all monies are finalised from Region Reps, etc for Pre-Sold tickets

Past Chairman

Before the event:

  • Assist the current chairman when & where required
  • Interstate/international liaison

During the event:

  • Assist the current chairman when & where required

After the event:

  • Assist the current chairman when & where required

Region Reps

Before the event:

  • Reports back to the regions to keep them informed about the event
  • Provide feedback to committee regarding ideas for the event
  • If their region is doing Gate Duty, also act as a liaison between the region & the committee, in particular the Ticketing & Front Gate Co-ordinator

During the event:

  • Assist where required, e.g. Gate duty, Security, Activity Staff.

After the event:

  • Provide feedback to committee regarding the event.

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