Vsnat10 Committees Agm 1024

Toronto Chapter 2010 VSNA Convention Convention Dates: Friday, July 2, 2010 – First Day Saturday, July 3, 2010 – Main Day Sunday, July 4, 2010 – Last Day

2010 Convention Committees 1. Advisory Committee

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2. Communications / PR Committee

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3. Competitions Committee

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4. Decoration Committee

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5. Entertainment / Cultural Committee

9. External Coordinators / Publicity Committee 10.

Hospitality Committee

11. Photography & Video Committee

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Program Committee

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Registration Committee

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6. Finance Committee

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Souvenir Committee

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7. Fund raising Committee

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Stage & A/V Committee

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8. Food Committee

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16. Yoga & Shiva Pooja Committee

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Youth Committee

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Workshops −

Business Workshop

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Medical / Health Workshop

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Religious - Anubhava Goshti

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Youth workshop

Additional committees may be required based on needs

Convention Chairperson












Roles and Responsibilities

Chairperson is the person in charge for the overall convention and will handle all convention correspondence Conducts all meetings related to convention, keeps and collects meeting minutes and sends it out to the members. Chairperson is the main communicator with Central VSNA and works closely with the Advisory committee and consults with the chapter members to make all major decisions. Works in conjunction with the local chapter president and its office bearers. Chairperson will also work closely with the facility and hotel manager to ensure smooth execution of the entire convention.

Convention co-chair








Roles and Responsibilities

Works closely with the chairperson and the advisory committee members. Conducts meetings in the absence of the chairperson and issue meeting minutes. Will maintain a current database of all VSNA members to be invited to the conference.

Advisory Committee






Roles and Responsibilities

At least one or two members of the committee will be involved with each and every committee to communicate the best practices and best execution of all activities. Work with any committee that requires extra hand.

Communications / PR Committee








Roles and Responsibilities

Responsible for all website updates, prepares communication/PR piece, get approval of Chair, and mail to all VSNA member list. Prepares and develops video or presentation piece for 2010 convention attraction. Works closely with Registration committee to ensure all mailing is coordinated efficiently.

Competitions Committee




Roles and Responsibilities

Responsible for coordinating all the competitions for Vachana, Essay, Dance and coloring for all age children and including any adult competition.



Recruit judges.



Coming up with awards and participant certificates and awarding them.

Decoration Committee




Roles and Responsibilities

Responsible for all decorations in all convention rooms and the main convention area, Dining hall/dinner table, main entrance etc.



Stage decoration



Preparation of sign boards.

Entertainment / Cultural Committee










Roles and Responsibilities

Plan entertainment for both days preferably with relevant Veerashaiva philosophy. Plan, negotiate & present budget. Responsible for bringing in professional performers and coordinating all chapter presentations. Work closely with Program Committee / External Relations / Stage & A/V committees to ensure efficient scheduling.

Finance Committee






Roles and Responsibilities

Responsible for opening bank accounts for the convention, in charge of all deposits and all accounts payable through the convention account. Work with Registration committee on any on-line payment development.



Prepares convention budget & keep account.



Report on the current balance and other expenses at meetings



Prepare the final expense report and balance sheet.

Fund Raising Committee


Roles and Responsibilities



Plan for fund-raising activities.



Classification of sponsors.



Souvenir advertisements.



Web advertisements.



Funds are promised over period of time- to keep tab.



Arrange receipts for payment received.

Food Committee




Roles and Responsibilities

Responsible for planning breakfast, lunch and dinner and other food related items for the convention.



Negotiate with hotel/caterers/get licensed vendors.



Organise special dietery requirements kids/elders.





Work with venue coordinator to ensure the facility is well maintained. Decorations for the dining hall can be coordinated with the Decoration committee.

External coordinators/Publicity


Roles and Responsibilities



Appeals to sister chapters



Appeals to government grants



Supplement efforts for fund raising



Publicity & Media coverage



Co-ordinate with speakers, if needed

Hospitality Committee










Roles and Responsibilities

Responsible for setting up the reception desk and welcome all guests and assist in registration. Works closely with Registration committee. Works with Youth and Program committee for coordinating city tours and retreats. Responsible for arranging baby-sitting facility, special needs, health & safety. Hear complaints, empathise, sympathise & then resolve issues.

Photography & Video






Roles and Responsibilities

Responsible for all photography and video throughout the convention. Work closely with Souvenir Committee to submit needed photography. Make CDs/ Albums for raising funds postconvention.

Program Committee






Roles and Responsibilities

Plan and schedule overall convention program for all three days. Responsible for main day’s invocation, chief guests and invited VIPs, and general session meeting. Liason closely with all committees to ensure efficiency and good execution.

Registration Committee








Roles and Responsibilities

Responsible for developing registration package and mailing to members. Responsible for all registrations coming in and reporting the updates on registration. Work closely with a lot of committees to ensure right information is mailed out to all members. Answer questions w r t registration.

Souvenir Committee


Roles and Responsibilities

Responsible for publishing the convention souvenir with all related speeches, articles, and necessary photos, including finding patrons for ads and a good printer.



Souvenir within 3-4 months of convention.



Find way to deliver Souvenir.

Stage and A/V Committee






Roles and Responsibilities

Responsible for all stage A/V coordination, including lighting and stage set up. Work closely with Program and Entertainment committee for smooth operation. Work on budget & stick to it.

Yoga & Shiva Pooja






Roles and Responsibilities

Responsible for arranging yoga workshops and shiva pooja events with or without swamiji’s presence. Selecting speakers & moderators.

Youth Committee (All kids 13 & above)






Roles and Responsibilities

Responsible for planning youth related events and for the youth workshop. Work closely with the Entertainment committee for youth participation. Work for Convention Youth retreat, and a get-together in Dec 2008.

Workshops 

Business Workshop



Medical/Health Workshop



All medical doctors should be involved



Religious Workshop / Anubhava Ghosti



Young Adults Meet (21 – 30)



Youth Workshop (13-21)

Business Workshop


Roles and Responsibilities

Responsible for coordinating the workshops with entrepreneurial outlook



Choose format



Choose speakers/ moderators

Medical / Health Workshop






Roles and Responsibilities

Responsible for coordinating a health workshop with required speakers. Providing platform for alternate therapies/ medicine like Homeopathy/ Ayurveda. Also responsible for arranging emergency care and security.

Religious Workshop / Anubhava Ghosti


 

Roles and Responsibilities

Responsible for coordinating religious workshop and invite guest speakers for the event. Choose moderators, presenters. Get required items such as Vibhuti, Kumkuma, etc...

Young Adults Meet (21 – 30)




Roles and Responsibilities

Help set up an event for young men and women event for meet and greet or other entertainment ideas. Responsible for coordinating youth retreat and a discussion forum for youths.

Youth Workshop (13-21)






Roles and Responsibilities

Responsible for coordinating youth retreat and a discussion forum for youths. Responsible for picking topics for workshop along with inviting speakers or panel members.

Thank you…