HOST CITY COMMITTEES
EXECUTIVE COMMITTEE
Overall “local” management of processes and “local” committees. Prepared to address issues and pick-up slack as needed. Should include all host Ministers and committee chairs/co-chairs for reporting progress and requesting assistance.
GREETERS | HOSTESS COMMITTEE
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Work onsite as a team of greeters.
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Ensure the speakers and presenters know of the hospitality room
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Ensure snacks are in the room for speakers and presenters
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Speakers and presenters will pick up badges and promo items in the hospitality room
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Communicate needs and budget to the executive team
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Put team or schedule together to ensure shifts are covered for the lectureship
DECORATIONS COMMITTEE
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Assist in gathering decorating materials and the necessary equipment.
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Work in conjunction with other committee members
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Put team together to prepare the decoration materials
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Put a team or schedule together to ensure designated areas are decorated for the lectureship, i.e. stages, foyer, entrance, etc.
AUDIO/VIDEO/MEDIA (TECHNOLOGY) COMMITTEE
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Do a walk-through of hotel to access needs for the lectureship
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Provide a list of equipment needs and pricing to give to executive team
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Work before and during the event with other committee members on all AV needs
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Gather all equipment needed for audio, video, and media throughout the lectureship
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Communicate with the Photography Committee on how to store event footage
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Put a team or schedule together to ensure shifts are covered for the lectureship
USHER COMMITTEE
● Work onsite as a team of ushers
● Put team or schedule together to ensure shifts are covered for the lectureship during the general sessions
VENDOR COMMITTEE
● Identify the vendors for the event
● Put together chart of vendors and placement
● Responsible for all correspondence to vendors.
o Load in date, time, and location to unload
o Load out date, time, and location to load up
LADIES SESSIONS COMMITTEE
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Determine the number of sessions, speakers, and subjects.
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Determine specific decorations, equipment, and gifts needed and communicate needs to the Decorating, Vendor, and Marketing Committee.
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Create program and suggest speakers for the sessions
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Communicate with speakers and obtain necessary information for marketing needs
REGISTRATION COMMITTEE
● Serve as congregational liaison responsible for galvanizing local registrants.
● Create/compile attendee promotion packages: bags, maps, schedule-at-a-glance, lanyard, and anything
else that goes into the bag. Communicate all promotional needs to Marketing – Destiny PMC
● Schedule assembly time with team to put together the bags
● Make sure a team member(s) is present at the rally’s, kick-offs, etc., to get people registered
● Work on-site registration and event information tables during Lectureship. Ensure registration has the
supplies needed i.e. paper, staplers, staples, pens, printer, badges, registration lists, ink for printer, labels
for badges, tickets – Banquet, ability to accept money and give change.
● Put team or schedule together to ensure shifts are covered for the lectureship
FIRST AID COMMITTEE
● Secure relationship with local hospital or contacts to receive donated materials and act as care spot
● Set-Up and organize a first aid station to be run throughout the entirety of the conference (back of the
room of general session or where registration will be located, so it can be announced where they will be
located.)
● Organize health professional to volunteer to be on call throughout the conference
● Make sure hotel has a wheelchair, defibrillator, and proper protocols in case of emergency
● Put a team or schedule together to ensure shifts are covered for the lectureship
HOSPITALITY COMMITTEE
● Work onsite as a team of greeters.
● Ensure the speakers and presenters know of the hospitality room
o Ensure snacks are in the room for speakers and presenters
o Speakers and presenters will pick up badges and promo items in the hospitality room
● Communicate needs and budget to the executive team
● Put team or schedule together to ensure shifts are covered for the lectureship
DIGITAL COMMEMORATIVE PROGRAM BOOK/ADS COMMITTEE
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Identify and contact churches/businesses/organizations/individuals interested in purchasing ads.
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Collect the necessary items needed to complete the program book (i.e. all text information, photos, etc.) and ensure ads are complete and in the correct format
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Maintain a spreadsheet of ads, i.e. - paid, completed ads with correct format, ads sent, etc.
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Work with Destiny PMC Marketing Team to ensure they receive all ads for completion of digital book
TRANSPORTATION COMMITTEE
● Work along with a team of safe drivers.
● Work in shifts to provide transportation on Sunday for attendees from the hotel to the local congregation
and back to the hotel.
● Secure the church van in order to pick up attendees
● Solidify parking accommodations at the church building