81

Home / Convention / The Team / Task Description
The Team

Convention Team : Task Description

Chaircouple

  • Provides overall management and supervision of the different programs, plans and activities for the convention.

Asst. Chaircouple

  • Assists the CC in the overall management and supervision of the different programs, plans and activities of the convention.

Executive Committee (CC, ACC, Finance, Program, Promotions, Advisers)

  • Oversee the formulation, preparation and implementation of the over-all plan for the convention;
  • Propose the overall program and activities of the convention for approval by the NAPPS Board.
  • Approve the details of plans, programs and activities, including the budgets of the different committees;
  • Coordinate various plans and activities to ensure that there are no overlaps; and
  • Monitor the plan implementation.

Working Committees

  • Each Committee shall be headed by a couple assisted by such members as necessary. The Committee head shall oversee and manage the formulation and implementation of the plan, program and activities relating to his particular assignment.

Invitation/Registration

  • Design registration system
  • Provide incentives for early registration and group registration
  • Prepare invitation letters
  • Disseminate invitations by mail, delivery, e-mail, website
  • Monitor the prospective attendees to the convention
  • Distribute convention kit
  • Usher delegates to convention hall

Accommodation & Transportation

  • Survey lodging facilities (number of rooms, price, amenities) within the vicinity of the convention site
  • Provide information to prospective participants
  • Survey transportation facilities from Metro Manila to venue; from convention site to lodging sites
  • Coordinate with transport service providers for the provision of transportation to and from the venue
  • Get special rates for hotel and transpo from tourism office

Food & Concession

  • Identify places to eat, food providers, space for food concessionaires
  • Provide food for guests, and speakers

Medical

  • provide first aid to participants in need
  • Coordinate with nearby medical facilities for referral of those needing additional medical attention & care

Security

  • Secure the convention venue, parking areas in coordination with venue security
  • Coordinate with the local police force and barangay tanods

Speakers' Coordinator

  • Confirm attendance of invited speakers
  • Follow up speakers
  • Get profile and pictures of speakers
  • Provide speakers with details of convention, logistics (transpo, food, lodging, subject of assigned talk)
  • Receive and entertain speakers during the convention
  • Coordinate arrival and needs of speakers

Physical Arrangement

  • Prepare venue for the convention
  • Negotiate with the venue owner details of the use of the site
  • Provide the following:

    • tables and chairs
    • stage
    • backdrop
    • lights and sounds
    • decoration
    • billboard, posters, arches, banderitas
    • altar table
    • lecterns
    • visual aids for speakers, i.e. projector, laptop,
    • cleaning after event
  • Prepare sketch and directional signs to venue site

Finance

  • Undertake fund raising activities to finance the projects, programs and activities of the convention;
  • Prepare and consolidate budgets of the different committees;
  • Supervise fund management during the convention;

Program

  • Prepare the program for the convention
  • Manage and direct the convention program
  • Provide masters of ceremonies for the convention, script, stage assistants, etc.

    Promotions & Tours

  • Develop key messages, and disseminate them through newsletter, press release, brochure, billboard, handouts, banners, poster, streamers, tarpaulin, etc.
  • Develop website
  • Promote attendance at the convention, mobilize local PREX participation in convention events and activities.
  • Package in coordination with DOT and local counterparts tours of interesting places before or after the convention.

Collaterals

  • Prepare promotion materials (T-shirts, caps, etc.) for the convention in coordination with Com. on Finance.

Documentation

  • Conduct research on the past conventions and the significance of the 11th convention;
  • Document the convention from preparation, planning, execution, events, via photography & video.

Souvenir Program

  • Plan and manage the content, layout, printing and marketing of a souvenir program.
  • Cause the distribution of the souvenir program in coordination with Registration Committee
  • Coordinate with Finance Committee on costing and revenue projection

Liturgy

  • Organize the mass and vigil at the convention
  • Prepare the readings for the mass and other activities
  • Designate the choir for the mass
  • Prepare the vestments and other requirements for the mass and vigil
  • Plan and manage a recollection for the Convention Team.
  • Develop esprit d corps of convention team

Music & Praise

  • Provide joyful songs during the convention
  • Choose appropriate convention song/s
  • Teach in advance the convention song

Special Events

  • Conceptualize a side activity that is related to the Convention, e.g. photo exhibit, poster contest, music ministry contest, etc.
  • Manage the special event

Prizes

  • Solicit prizes for the special event and other beneficiaries of prizes
  • Determine recipients of commendation and special awards, e.g. most number of delegages, early registrants, etc.

Secretary

  • Notify Convention Team of date, time & place of meetings
  • Take down notes of and prepare minutes of meetings

Convention Secretariat

  • Prepare IDs for Convention Team, Speakers, Guests