HAA 2022 Convention Volunteers Invitation
HAA Requests you to join hands to make our convention successful.
Team Responsibilities
HAA Convention
Art and Science Exhibition
- Plan the exhibition with your team
- Budget planning and manage the timeline
- Assign the tasks in between the team members
- Coordinate with Facility team and prepare the venu set
- Send out the communication for the submission
- Progress update to the steering committee biweekly
- Provide the content to the Newsletter/Promotion team
- Plan creatively the exhibition and execute it during convention
Creative Stage and Facility Decoration
- Create the designs according to the Convention Theme with the team.
- Budget planning and manage timeline.
- Divide the tasks for Main Stage and front lobby and assign them to the team members.
- Collaborate with Facility team and Cultural team.
- Progress update to the steering committee biweekly
Cultural(Program Management)
- Coordinate with Program Directors
- Find Emcees for the entire event
- Create the Emcee Script
- Review the Submitted Program Content and the quality of the event
Facility
- Book the rooms for individual activities including general body meeting, competitions, forums etc..
- Make sure all the required items are available in the convention facility hall and the rooms booked.
- Help Food Team to setup the fully working kitchen.
- Find the nearby hotels and negotiate the price for the out of state guests.
- Arrange the park facility for the picnic/Sports
- Arrange the transportation for the Artists if the Entertainment team requests
Food
- Create the Budget for food and beverages for 3 days Convention.
- Collaborate with Facility team for the working kitchen and the logistics.
- Plan three days menu.
- Coordinate with Food Vendors for catering service.
- If needed order the food from India, workout all the logistics with steering committee.
- Request and coordinate for help from the community(Nor cal Area) members if needed .
- Update the progress to the steering committee biweekly.
- Provide the content to the Newsletter/Promotion team
ಹವ್ಯಸಿರಿ (Souvenir)
- Create contents for requesting the articles, poems, Story or artwork submission and the competitions.
- Create the Results sheets for the competitions.
- Edit the content before sending it to the design.
- Proofread at least 3 times after the layout
HAA Website & Mobile App
- Plan All the requirements for the HAA website and the Convention Page.
- Create a task tracker.
- Decide the contents what goes in the Website and App.
- Assign the tasks in between the team members with ETA.
- Follow up with the content writers to maintain the timeline.
- Work with the webmaster/ app creator for layout and constant update regarding convention.
- Update the progress to the steering committee biweekly.
- Provide the content to the Newsletter/Promotion team
Marketing and Publicity
- Plan Marketing and Publicity strategies before Convention and During Convention
- Plan the Budget for the Marketing and Publicity
- Create a task tracker
- Collaborate with the Various teams(Cultural, Havyasiri, Fundraising, Registration, Food and Facility) to collect the marketing materials
- Work with the designers and video content providers for the flyers
- Create marketing materials( Flyers and Videos) with teams
- Update the progress to the steering committee biweekly
- Schedule and send the newsletters contents as needed
Outreach and Fundraising
- Plan fundraising activities before Convention and During Convention.
- Create a task tracker.
- Create the list of Donors with the categories.
- Create the list of people with the contact email and number to outreach for the team.
- Provide the sponsors or donors details to Havyasiri team for printing.
- Update the progress to the steering committee biweekly
Photo & Videography
- Plan to cover entire Convention including Picnic and individual activities.
- Create a Schedule.
- Assign the tasks to the team members.
- Collaborate with the Marketing and Publicity team if they asked for help.
- Update the progress to the steering committee once the entire plan is set
Picnic / Sports
- Plan the Convention Picnic and the sports activities
- Plan the budget for the Picnic and the sports activities
- Create a Schedule
- Assign the tasks to the team members
- Collaborate with the Marketing and Publicity team for the event publicity
- Plan and Schedule any pre convention sports if the team decides to host
- Update the progress to the steering committee once the entire plan is set
Registration and Hospitality
- Collaborate with the Webmaster/ Website Project manager for the list of registered attendees
- Create a Schedule for three days
- Plan for two sections to check in the attendees during convention
- Sort out the data as convenient to find out the attendees
- Assign the tasks to the team members
- Collaborate with the Marketing and Publicity team for the publicity
- Update the progress to the steering committee once the entire plan is set
Youth Activities
- Plan the Youth activities for the convention
- Inspire and motivate youths to participate in various activities like group hiking, games, music symphony etc..
- Create a Schedule to execute with team members
- Assign the tasks to the team members
- Announce the competitions
- Collaborate with the Marketing and Publicity team for the publicity
- Update the progress to the steering committee once the entire plan is set