Planning Committee

Members

LUG President – Committee Leader

LUG Officers – Committee Members

Responsibilities

Define other committees and their responsibilities

Recruit and/or appoint committee leaders

Host a meeting with all committee leaders once a month to discuss progress

Approval authority for all necessary committee functions (ads, entertainment, etc).

Recruit and approve guest speakers – may require lodging at hosting LUGs expense

Plan and appoint leaders for all lectures and training seminars – may involve members of other LUGs that plan on attending

Ensure that all necessary equipment is available for guest speakers and leaders of training seminars/lectures

Ensure that there are adequate power and communication lines required for all equipment

Decide the date, time and location of LUGFest

Approve and make necessary provisions for the facilities required for the LUGFest and other activities (Hardware swap, LAN Party, etc).

Outline the entire sequence of all events (work with committee leaders on this). Keep strict timing control and communicate this to all guest speakers.

Ensure lodging is available for all participants, and try to get special group deals. Communicate this information with the public relations committee leader ASAP.

Committee Leaders Responsibilities

Recruit committee members to perform the duties and responsibilities of the committee assigned to them

Communicate their progress to the planning committee representatives

Committee Members Responsibilities

Perform the duties appointed to you by the committee leader

Communicate your progress to your committee leader

Goals

Fill each committee leadership position

Provide all necessary information to committee leaders

Maintain timely and open communications with all leaders

Work diligently to provide affordable lodging for all participants

Ensure that the LUGFest will not coincide with other local area activities that will raise prices on lodging or produce no vacancies.

Provide at least 2 guest speakers and at least 2 training seminars/lectures

Finance Committee

Members

Finance officer – Committee Leader

Duties and Responsibilities

Keep track of all monies and equipment donations both incoming and outgoing

Ensure that all state and local laws are being followed

Ensure that all money coming in is recorded, allocated and spent

Maintain inventory and billing information for all equipment donated/loaned/rented/leased

Determine the budget that each committee will have to operate with

Determine how much each LUGFest participant may have to pay for entrance

Work closely with Sponsorship Committee for incoming funds

Goals

<= $10 per person entrance fee

Sponsorship Committee

Members

Responsibilities

Solicit corporate sponsors for funds and/or equipment (such as prizes)

Work closely with Finance Committee

Goals

Raise enough capital to finance the LUGFest

Solicit enough donations and door prizes for all activities

Public Relations Committee

Members

Public Relations Officer – Committee Leader

Responsibilities

Design and create the Logo for the LUGFest

Find a local company to create LUGFest badges and lanyards, as well as any other items (t-shirts, hats, etc)

Design, create, and update the LUGFest website.

Design and create all printed and electronic forms of advertising (All ads must be submitted to planning committee for approval)

Submit ads for publication in appropriate local media (TV, Radio, Newspaper, Bulletin Boards, Web Sites, campuses, etc).

Work with other LUGs to have these ads published in their local area news and publications

Assign at least 2 people to do registrations on the day of the event.

Assign a person to do a write up and take digital photos of the event and have them posted on the LUGFest web site to help promote the next LUGFest.

Assign at least one an energetic, high spirited person to greet and welcome each LUGFest participant.

Goals

Ensure that every Linux enthusiast and LUG member in the state and surrounding states knows about the upcoming LUGFest

Increase the membership of your own LUG and other state LUGs during the remainder of the year before the LUGFest

Refreshment Committee

Members

Responsibilities

Create a menu of refreshments that will be available (To be approved by planning committee)

Ensure that the menu is sufficient for all guests and within proposed budget

Ensure that all catering is taken care of

Goals

Plenty of coffee, snacks, and water available at all times

Lunch and refreshments available for all at little or no extra cost

Entertainment Committee

Members

Responsibilities

Create a list of entertainment ideas (LUGWars, contests, LAN Parties, Swap meets, etc).

Determine which prizes go with each form of entertainment

Design and implement all technical aspects of the entertainment functions (Designs must be submitted and approved by Planning Committee)

Approved designs must be fully tested at a LUG meeting at least 2 months before the LUGFest to work out any bugs

Members of this committee will make up the questions for the LUGWars game, and therefore will host the game. Because they know the answers, they will not be allowed to participate in any other way.

Goals

A successful LUG Wars game with no technical problems

Plenty of opportunities to give away prizes

Planning Committee

Tencel

2004-04-13T14:42:00