Entertainment Committee Chairman
Term Length: 2 Years
Purpose
The Entertainment Committee Chairman is responsible for planning, coordinating, and executing social and recreational events that promote camaraderie, community, and fun throughout The Relics. This role enhances the league experience by organizing gatherings, celebrations, recognition events, and social activities that bring players together beyond the playing field. The Chairman leads the Entertainment Committee and works closely with the Board to ensure all events are well-organized, budget-conscious, inclusive, and aligned with the league’s mission and values.
Key Responsibilities
Event Planning & Coordination
- Plan and oversee all league-sponsored social events, such as Jamborees, Opening Day ceremonies, mid-season cookouts, year-end banquets, award presentations, and special gatherings.
- Create an annual event plan or calendar for Board review and approval.
- Secure locations, permits, supplies, and vendors (food, tents, tables, entertainment, awards, raffle prizes etc.) needed for each event.
- Coordinate with volunteer helpers to ensure events run smoothly and efficiently.
Team & Committee Leadership
- Recruit and lead members of the Entertainment Committee, ensuring roles and responsibilities are clear.
- Hold planning meetings as needed to assign tasks, brainstorm ideas, and confirm event timelines.
- Encourage a fun, collaborative atmosphere within the committee and promote volunteer engagement across the league.
Budgeting & Financial Responsibility
- Work with the Treasurer to set event budgets and ensure all expenditures remain within approved limits.
- Track event-related expenses and communicate financial needs or adjustments to the Board.
- Seek cost-effective options and potential sponsorship tie-ins to support events when appropriate.
Communication & Promotion
- Coordinate with the Secretary, Public Relations Chairman, and Webmaster to promote upcoming events to the league membership.
- Provide event details, schedules, and reminders through email, social media, and other communication channels as approved by the Board.
- Ensure that events are clearly described, accessible, and welcoming to all players.
Logistics & On-Site Event Management
- Oversee setup and breakdown for all events, including coordinating volunteers for equipment transport, decorations, cooking, or serving tasks.
- Ensure safety, accessibility, and smooth flow of activities during the event.
- Troubleshoot any issues that arise on event day to ensure a positive experience for all attendees.
Recognition & Awards
- Plan award presentations, player recognition moments, and other ceremonial elements that celebrate the league’s achievements and history.
- Coordinate with team managers and Board members to gather necessary information for awards and acknowledgments.
- Support the positive, community-focused culture of The Relics by highlighting contributions from players, volunteers, and sponsors.
Collaboration Across the League
- Work closely with the Commissioner, Assistant Commissioner, and other Board members to ensure events support league goals and scheduling.
- Coordinate with Division Chairs to align events with game schedules or playoff calendars.
- Collaborate with the Sponsorship and Public Relations roles to incorporate sponsor visibility when appropriate.
Desired Skills & Qualifications
- Strong organizational and project management abilities.
- Creative thinker with an eye for event themes, celebrations, and player engagement ideas.
- Comfortable coordinating volunteers and managing multiple moving parts.
- Good communication skills and a welcoming, positive demeanor.
- Ability to manage budgets and seek cost-effective solutions.
- Experience in event planning, hospitality, or community organizing is helpful but not required.
Time Commitment
- Increased responsibilities during the preseason (planning for the Jamboree and Opening Day) and at season close (picnic, awards handouts and/or other celebrations).
- Moderate involvement throughout the season for smaller events or recognition activities.
- Attendance at Board meetings when event planning requires discussion, approval, or coordination.
- Occasional weekend or weeknight involvement depending on event schedules.
Reporting & Accountability
- Reports directly to the Board.
- Responsible for the planning, execution, and fiscal management of league-sponsored events.
- Coordinates with the Treasurer for budgets and reimbursements.
- Provides an annual summary of events held, participation levels, feedback received, and recommendations for future seasons.
Why This Role Matters
A strong Entertainment Committee Chairman brings players together, strengthens friendships, and reinforces the spirit of The Relics. By creating memorable events and fostering community connection, this role enriches the entire league experience and helps ensure that The Relics remains not only a place to play softball, but a place to build lasting relationships.