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2014 Regatta Steering Committee Position Descriptions

SOAR

Executive Director

  • Serves as the head official and public face of the Regatta for both IUPUI and the Indianapolis communities
  • Responsible for leading weekly board meetings, overseeing progress, and reporting to IUPUI constituent groups
  • Work closely with IUPUI Alumni Relations, the IU Alumni Association, Graduate Advisor, and Advisor on the progress of the Steering Committee as a whole
  • Must be knowledgeable on all aspects of Regatta and willing to devote a large amount of time during the summer and early fall semester

Assistant Executive Director

  • Responsible for overseeing the Directors and ensuring successful Regatta committee operation
  • Works directly with Executive Director, Graduate Advisor and Advisor to keep everyone up to date on the progress of each committee
  • Addresses any committee problems that cannot be handled by directors
  • Organizes and facilitates weekly updates and progress of committees
  • Represents the Regatta and conducts business meetings when the Executive Director is not available
  • Must be knowledgeable on all aspects of Regatta and willing to devote a large amount of time during the summer and early fall semester

Director of Finance

  • Directs the Finance Committee
  • Manages the budget
  • Identifies and secures approximately $30,000-$40,000 in cash sponsorships for the IUPUI Regatta in conjunction with the Coordinator of Sponsorships, IUPUI Alumni Office, the Graduate Advisor and Advisor
  • Determines the Regatta budget for all the committees with the Executive Director, Graduate Advisor, and Advisor
  • Tracks income/expenses for the entire event with the Graduate Advisor
  • Must be knowledgeable on all aspects of Regatta and willing to devote a large amount of time during the summer and early fall semester
  • Coordinator of Internal Sponsorships

    • With the Director of Finance, identifies and secures financial sponsorships from campus partners including on-campus offices and IU and Purdue Schools at IUPUI
    • Coordinates the placement of the sponsors for the day of the Regatta
    • Acts as the main point of contact for internal sponsors throughout the entire planning process

    Coordinator of External Sponsorships

    • With the Director of Finance, identifies and secures financial sponsorships from off-campus organizations
    • Coordinates the placement of the sponsors for the day of the Regatta
    • Acts as the main point of contact for external sponsors throughout the entire planning process

    Coordinator of Donations

    • With the Director of Finance, identifies and secures non-monetary donations from on- and off-campus partners and organizations
    • Works with the Contests Committee to secure prize donations

Director of Rules and Teams

  • Directs Rules and Teams Committee
  • Oversees all competition-related activities during the event
  • Recruit judges and lead them in training for the specific duties the day of the Regatta
  • Must be knowledgeable on all aspects of Regatta and willing to devote a large amount of time during the summer and early fall semester
  • Coordinator of Rules and Teams

    • Create or update the online team registration form
    • Coordinates team registration during the event
    • Work with advisors to select dates for practice sessions
    • Organize sign ups and scheduling with registered teams
    • Liaison with IU Outdoor Adventures for training during practice sessions

Director of Regatta Week

  • Directs Regatta Week Committee
  • Creates exciting Regatta week activities
  • Communicates effectively and efficiently to ensure successful events
  • Plans events well in advance to ensure that the Coordinator of Regatta Week marketing has sufficient time to market the events well
  • Must be knowledgeable on all aspects of Regatta and willing to devote a large amount of time during the summer and early fall semester
  • Coordinator of Campus Partnerships

    • With the Director of Regatta Week, works with campus partners (other organizations and schools) in order to plan exciting Regatta Week events
    • Reaches out to the school councils to recruit involvement for the weeks’ festivities
    • Communicates regularly campus partners to ensure effective planning of events

Director of Volunteers

  • Directs the Volunteer Committee
  • Manages the online volunteer registration process with assistance from the IU Alumni Association
  • Creates volunteer schedule based on volunteers’ chosen shifts
  • Develops most efficient communication methods as well as incentives for volunteers
  • Updates and leads the volunteer orientation
  • Identifies and recruits sponsors to assist with volunteer appreciation with the Director of Finance and the Coordinator of Sponsorships
  • Must be knowledgeable on all aspects of Regatta and willing to devote a large amount of time during the summer and early fall semester

Director of the Festival

  • Directs Festival Committee
  • Oversees the festival components of the committee
  • Must be knowledgeable on all aspects of Regatta and willing to devote a large amount of time during the summer and early fall semester
  • Coordinator of Family and Community Area

    • Develops a vision, with feedback from the Steering Committee, of what the Family and Community Area should look like
    • Secures community entertainment options for the Family and Community Area
    • Develops a timeline for the day involving set up and tear down for all activities occurring in that area

    Coordinator of Marketplace Vendors

    • Responsible for identifying non-food vendors for the Regatta.
    • Responsible for coordinating placement for non-food vendors (working with the Director of the Festival and the Festival Committee) for Regatta map

    Coordinator of Food Vendors

    • Secures food vendors for the event
    • Ensures that vendors are contracted and pay their fee to participate in the event
    • Acts as the liaison with the Marion County Health Department
    • Coordinates all food vendors for the event from pre-event communication to tear-down

    Coordinator of Student Organizations

    • Communicates with the Student Organizations regarding events, activities, and competitions during Regatta Week
    • Acts as the main point of communication for student organizations throughout the entire planning process
    • Also communicates with any other offices on campus who have events in conjunction with the Regatta (i.e. Office of Student Involvement, Athletics Office, or the Office of Student Life)
    • Working with the Director of the Festival, coordinates student organization fair for the day of the Regatta
    • Coordinates all student organizations for the event from pre-event communication to tear-down

Director of Marketing

  • Directs the Marketing Committee
  • Serves as liaison with IUPUI External Relations and IU Public Affairs and Government Relations staff
  • Coordinates signage present and visible during the event
  • Must be knowledgeable on all aspects of Regatta and willing to devote a large amount of time during the summer and early fall semester
  • Coordinator of Internal Marketing

    • Develops and implements a comprehensive campus marketing plan for promoting the Regatta
    • Manages the Call for Posters process

    Coordinator of External Marketing

    • Communicates closely with the IUPUI Office of External Affairs with the Director of Marketing
    • Works with outside companies and news media (including media sponsors) to further promote the Regatta around the Indianapolis community

    Coordinator of Social Media

    • Uses all forms of social media to promote the Regatta to students, faculty, staff, alumni, and the Indianapolis community
    • Manages the official IUPUI Regatta Twitter and Facebook accounts
    • Works closely with the SOAR VP for Marketing to ensure consistent messaging across all social media sites
    • Serves as liaison with the IU Alumni Association and IUPUI social media managers
    • Recognizes the event sponsors on the social media outlets as well as specific events that will be incorporated with the day
    • Responsible for regular and frequent postings on social media outlets and works to develop new electronic methods to market the event

    Coordinator of Regatta Week Marketing

    • Responsible for marketing all Regatta Week events
    • Coordinates with both the Director of Marketing and the Director of Regatta Week to ensure successful marketing of all events
    • Coordinates marketing for campus-wide programming planned by other offices

Director of Contests

  • Directs the Contests Committee
  • Oversees and creates rules and registration for all Regatta contests as well as assign prizes for each contest winner
  • Manages all contests throughout the entire process, from pre-event to the day of
  • Must be knowledgeable on all aspects of Regatta and willing to devote a large amount of time during the summer and early fall semester
  • Coordinator of Contests

    • Manages individual contests
    • Works with the Director of Contests to create the rules and manage the registration for all Regatta contests as well as assigning prizes for each contest winner

Director of Logistics

  • Contacts companies and finalizes contracts to secure all service-related items
  • Creates clean-up plan for the event, which includes trash and recycling services during the event
  • Coordinates all service-related companies for the event from pre-event communication to tear-down

Director of Entertainment

  • Directs the Entertainment Committee
  • Secures entertainment for the event
  • Develops a timeline for the day of the Regatta based on the availability and length of play time for each entertainer signed
  • Coordinates all entertainment for the event from pre-event communication to tear-down
  • Must be knowledgeable on all aspects of Regatta and willing to devote a large amount of time during the summer and early fall semester
  • Coordinator of Entertainment

    • Assists the Director of Entertainment with the securing of entertainment for all Regatta events
    • Coordinates entertainment on the day of the Regatta, including set up and tear down for each entertainer

    Coordinator of Ceremonies

    • Creates script for opening and closing ceremonies
    • Compiles a list of all sponsors, vendors, and entertainment options to be announced throughout the day
    • Develops a plan for presenting all trophies and medallions



This page last modified on September 16 2013
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