ADR WIENERAMA 2023Its’ time for the Alberta Dachshund Rescue to start planning for our 2023 annual “ADR Wienerama” Dachshund Festival and we need your help!
Last year’s event was a huge success and we are hoping that we can bring the Dachshund community together again this year for another fun-filled day! Since Wienerama has grown so much over the last couple of years, we are now looking for interested people to become part of our new “ADR Wienerama 2023 - Organizing Committee”! Below are available positions: |
 If you would like to volunteer, please email us at: adrwienerama@gmail.com
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Please note: As soon as we have most positions filled, we will schedule the first organizing committee meeting so we can set the date for the event. (Probably August or September)
Time commitment for all positions: As needed: initially approximately 1 hour per week, increasing in hours per week closer to the event date.
1) EVENT COORDINATOR:
- Attends the day of the event. (Date TBA)
- Oversees all committee members.
- Schedules and attends monthly committee meetings. (Zoom or in-person)
- Communicates with and gets updates from all committee members on a regular basis.
- Oversees and updates the Event Plan document as necessary and makes sure all areas of the event are taken care of.
- Prepares all maps for the event.
- Prepares Event Schedule & Program, includes vendors and prize donors.
- Updates the official and complete event description for our website and social media as needed. Send to website editor and social media coordinator after each update to publish.
- Together with the Donations & Raffle Prizes Coordinator, prepares 150 Visitor Entrance Packages.
- Prepares and updates all sign-in forms, legal waivers, contracts, insurance, permits, etc.
- Makes sure all signage is in good order.
- Establishes an event budget with the ADR Board and ADR President. Keeps track of all expenses and receipts, including from other committee members.
- Follows and works with all applicable documents, databases, forms, checklists, etc. that are already established for this position.
2) DONATIONS & RAFFLES PRIZES COORDINATOR:
- Attends the day of the event. (Date TBA)
- Reports to the Event Coordinator.
- Logs and keeps track of all donations in the donation tracking form (prizes, money, pledges, etc.) and shares the tracking form with the Event Coordinator.
- Stores all donations at their home.
- Prepares prize raffle baskets by organizing them into bundles, photographing them, and creating the Fundraiser Raffle Prize document. (Used for advertising and pre-selling tickets)
- Prepares raffle boxes for tickets for all prize bundles.
- Organizes and handles pre-sale tickets.
- Together with the Event Coordinator, prepares 150 Visitor Entrance Packages.
- Prepares gifts bags with gifts for the Winners of the Wiener Races, Wiener Games, and Wiener Walk & Costume Contest.
- Any expenses must be approved by the Event Coordinator first and receipts must be attained and handed in to be reimbursed.
- Follows and works with all applicable documents, databases, forms, checklists, etc. that are already established for this position.
- Prepares provided storage totes with all necessary items to take along on the day of the event.
3) ADVERTISING & SOCIAL MEDIA COORDINATOR:
- Does not need to attend the event in person, but it would be appreciated.
- Reports to the Event Coordinator and gets all official event info from them to use in the advertising documents.
- Gets approval from the event Coordinator first before making any documents public.
- Creates, publishes, and sends out the official event posters, donation request posters, event info, etc.
- Works with website editor and sends them any new posters or info.
- Creates the Facebook Event and updates it as needed.
- Keeps Instagram updated.
- Any expenses must be approved by the Event Coordinator first and receipts must be attained and handed in to be reimbursed.
- Follows and works with all applicable documents, databases, forms, checklists, etc. that are already established for this position.
4) ACTIVITIES COORDINATOR: (Games, Art, Races, Kissing Booth, Photobooth)
- Attends the day of the event. (Date TBA)
- Reports to the Event Coordinator.
- Prepares all required supplies for Wiener Races, Wiener Art, Wiener Games, Kissing Booth, Photo Booth, etc.
- Follows and works with all applicable documents, databases, forms, checklists, etc. that are already established for this position.
- Any expenses must be approved by the Event Coordinator first and receipts must be attained and handed in to be reimbursed.
- Prepares provided storage totes with all necessary items to take along on the day of the event.
5) VENDORS & EXHIBITORS COORDINATOR:
- Attends the day of the event. (Date TBA)
- Reports to the Event Coordinator and gets their approval before contacting any vendors.
- Maintains main vendor tracking form and emails out vendor invites, posters and contracts as needed.
- Actively looks for new potential vendors to be added to our list.
- Makes sure all vendor contracts are signed and fees are paid.
- Send any newly accepted vendor names to the Event Coordinator.
- Communicates with all accepted vendors regularly and sends them event updates.
- Coordinates any vendor requests for special presentations, speakers, demos, educational events, etc. and communicates any updates to the event coordinator to be included in the event schedule.
- Passes any vendor donations on to the Donations Coordinator.
- Any expenses must be approved by the Event Coordinator first and receipts must be attained and handed in to be reimbursed.
- Follows and works with all applicable documents, databases, forms, checklists, etc. that are already established for this position.
6) VOLUNTEER COORDINATOR:
- Attends the day of the event. (Date TBA)
- Reports to the Event Coordinator.
- Updates Volunteer Schedule and job descriptions for all positions.
- Creates online sign-up form and share sign-up link with Event Coordinator and Social Media Coordinator to post.
- Any expenses must be approved by the Event Coordinator first and receipts must be attained and handed in to be reimbursed.
- Follows and works with all applicable documents, databases, forms, checklists, etc. that are already established for this position.
- Prepares provided storage tote with all necessary items to take along on the day of the event.
If any of these positions sound like this might be something you could help us with, please email us at:
adrwienerama@gmail.com
Time commitment for all positions: As needed: initially approximately 1 hour per week, increasing in hours per week closer to the event date.
1) EVENT COORDINATOR:
- Attends the day of the event. (Date TBA)
- Oversees all committee members.
- Schedules and attends monthly committee meetings. (Zoom or in-person)
- Communicates with and gets updates from all committee members on a regular basis.
- Oversees and updates the Event Plan document as necessary and makes sure all areas of the event are taken care of.
- Prepares all maps for the event.
- Prepares Event Schedule & Program, includes vendors and prize donors.
- Updates the official and complete event description for our website and social media as needed. Send to website editor and social media coordinator after each update to publish.
- Together with the Donations & Raffle Prizes Coordinator, prepares 150 Visitor Entrance Packages.
- Prepares and updates all sign-in forms, legal waivers, contracts, insurance, permits, etc.
- Makes sure all signage is in good order.
- Establishes an event budget with the ADR Board and ADR President. Keeps track of all expenses and receipts, including from other committee members.
- Follows and works with all applicable documents, databases, forms, checklists, etc. that are already established for this position.
2) DONATIONS & RAFFLES PRIZES COORDINATOR:
- Attends the day of the event. (Date TBA)
- Reports to the Event Coordinator.
- Logs and keeps track of all donations in the donation tracking form (prizes, money, pledges, etc.) and shares the tracking form with the Event Coordinator.
- Stores all donations at their home.
- Prepares prize raffle baskets by organizing them into bundles, photographing them, and creating the Fundraiser Raffle Prize document. (Used for advertising and pre-selling tickets)
- Prepares raffle boxes for tickets for all prize bundles.
- Organizes and handles pre-sale tickets.
- Together with the Event Coordinator, prepares 150 Visitor Entrance Packages.
- Prepares gifts bags with gifts for the Winners of the Wiener Races, Wiener Games, and Wiener Walk & Costume Contest.
- Any expenses must be approved by the Event Coordinator first and receipts must be attained and handed in to be reimbursed.
- Follows and works with all applicable documents, databases, forms, checklists, etc. that are already established for this position.
- Prepares provided storage totes with all necessary items to take along on the day of the event.
3) ADVERTISING & SOCIAL MEDIA COORDINATOR:
- Does not need to attend the event in person, but it would be appreciated.
- Reports to the Event Coordinator and gets all official event info from them to use in the advertising documents.
- Gets approval from the event Coordinator first before making any documents public.
- Creates, publishes, and sends out the official event posters, donation request posters, event info, etc.
- Works with website editor and sends them any new posters or info.
- Creates the Facebook Event and updates it as needed.
- Keeps Instagram updated.
- Any expenses must be approved by the Event Coordinator first and receipts must be attained and handed in to be reimbursed.
- Follows and works with all applicable documents, databases, forms, checklists, etc. that are already established for this position.
4) ACTIVITIES COORDINATOR: (Games, Art, Races, Kissing Booth, Photobooth)
- Attends the day of the event. (Date TBA)
- Reports to the Event Coordinator.
- Prepares all required supplies for Wiener Races, Wiener Art, Wiener Games, Kissing Booth, Photo Booth, etc.
- Follows and works with all applicable documents, databases, forms, checklists, etc. that are already established for this position.
- Any expenses must be approved by the Event Coordinator first and receipts must be attained and handed in to be reimbursed.
- Prepares provided storage totes with all necessary items to take along on the day of the event.
5) VENDORS & EXHIBITORS COORDINATOR:
- Attends the day of the event. (Date TBA)
- Reports to the Event Coordinator and gets their approval before contacting any vendors.
- Maintains main vendor tracking form and emails out vendor invites, posters and contracts as needed.
- Actively looks for new potential vendors to be added to our list.
- Makes sure all vendor contracts are signed and fees are paid.
- Send any newly accepted vendor names to the Event Coordinator.
- Communicates with all accepted vendors regularly and sends them event updates.
- Coordinates any vendor requests for special presentations, speakers, demos, educational events, etc. and communicates any updates to the event coordinator to be included in the event schedule.
- Passes any vendor donations on to the Donations Coordinator.
- Any expenses must be approved by the Event Coordinator first and receipts must be attained and handed in to be reimbursed.
- Follows and works with all applicable documents, databases, forms, checklists, etc. that are already established for this position.
6) VOLUNTEER COORDINATOR:
- Attends the day of the event. (Date TBA)
- Reports to the Event Coordinator.
- Updates Volunteer Schedule and job descriptions for all positions.
- Creates online sign-up form and share sign-up link with Event Coordinator and Social Media Coordinator to post.
- Any expenses must be approved by the Event Coordinator first and receipts must be attained and handed in to be reimbursed.
- Follows and works with all applicable documents, databases, forms, checklists, etc. that are already established for this position.
- Prepares provided storage tote with all necessary items to take along on the day of the event.
If any of these positions sound like this might be something you could help us with, please email us at:
adrwienerama@gmail.com