Vicki Van Gorder

On-Site Events Coordinator
2019 to 2021

Responsibilities:

  • Facilitate on-site event management to ensure successful implementation of regional education events, including contracted arrangements for function space, sleeping rooms, catering services, equipment needs and any special event needs
  • Coordinate on-site arrangements for all regional education events and meetings including regional competitions
  • Communicate with Facility Event Coordinator to review venue contract and determine the venue staff person and contact information with whom you will communicate on-site
  • Oversees registration for all regional events
  • Contact venue staff to introduce yourself as the On-Site Event Coordinator and reconfirm contracted services as outlined in the final contract.
  • Coordinate activities with other regional education and administrative staff as appropriate
  • Prepare housing and registration information and registration form for distribution to Chorus Presidents/Team Leaders and/or specialized training groups with in input from Education Coordinator and/or appropriate In-Region Faculty
  • Act as registrar for regional education events
  • Provide on-site registration check-in area and staff
  • Confirm on-site any negotiated services on arrival at event, including catering needs and all BEO’s. 
  • Appoint monitors for classrooms
  • Confirm hotel master bill in collaboration with Finance Coordinator and Facility Coordinator
  • Appoint additional staff as needed
  • Meet with other members of the Regional Management Team as requested
  • Works in coordination with the Education and Communication Coordinators on educational events

Regional Convention

  • Works in coordination with the Chair of Regional Convention (CRC) and Convention Coordinator as defined in the Guidelines for Regional Convention and as adjusted by CRC and Convention Committee
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