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Events Committee — Charter

Status: Draft, pre-formation. Adopted by board motion at or shortly after incorporation.

Purpose

To plan and deliver the Guild's events: the annual founding convening, regional gatherings, member-only sessions, and Guild presence at industry events. The committee owns event quality, member experience, sponsor deliverables, and event-related risk.

Authority

  • Recommends to the board: the annual events calendar, event budgets above the Administrator's signing limit, and any event with material reputational or financial risk
  • Approves directly (within budget and policy): venue selection, run-of-show, speaker bookings within board-approved policies, and routine vendor selection
  • Coordinates with the Communications committee on promotion, the Education & Certification committee on speaker pipeline, the Audit & Finance committee on budgets and sponsorship, and the Membership & Ethics committee on member-experience standards

Composition

  • 3 to 7 members
  • Chair is a director, or a senior member with significant event-management experience reporting to a director liaison
  • At least one member with operational event experience (production, hospitality, conference logistics)
  • At least one member who is a credentialed Ganjier to anchor member perspective
  • Term: members 2 years, staggered, renewable once
  • Administrator and Volunteer Program Lead attend as non-voting staff support
  • Event-specific working groups (e.g., founding convening committee) may include non-members in advisory capacity

Cadence

  • Monthly routine; weekly in the 90 days preceding any major event
  • Always meets in January (annual calendar adoption), April (mid-year refresh), July (Q4 event readiness), post-event debrief within 30 days

Specific responsibilities

Annual events calendar

  • Build the calendar with the Board Chair, the Education & Certification committee, and the Communications committee
  • Recommend it to the board with budget alignment from the Audit & Finance committee
  • Maintain the calendar as a living document

Founding convening (Year 1) and annual member meeting (every year)

  • Lead the design, budgeting, and delivery of the Guild's flagship annual event
  • Coordinate the legally required annual member meeting per the bylaws (often co-located with the convening)
  • Use template-library/events/run-of-show-webinar.md and the eventual in-person run-of-show template

Regional and partner events

  • Identify and recommend regional gatherings and partnerships with peer organizations
  • Maintain Guild presence at industry events (MJBizCon, NECANN, etc.) per the downloads page and the existing community pattern

Speaker and program design

  • Operate a transparent speaker pipeline with the Education & Certification committee
  • Apply the speaker agreement template to every speaker engagement
  • Manage diversity and access on every program

Sponsorship deliverables

  • Coordinate with the Audit & Finance committee and Communications committee to deliver sponsor benefits per the sponsorship tiers and the sponsorship agreement template
  • Maintain a sponsor-deliverable tracker so commitments are met on time
  • Maintain insurance certificates for venues and high-risk activities
  • Coordinate with the IT lead/sysadmin on virtual-event security (Zoom controls, registration list privacy)
  • Maintain an incident-response plan for in-person events (medical, code-of-conduct, evacuation)
  • Apply the Code of Conduct at every Guild event; coordinate code-of-conduct intake with the Membership & Ethics committee

Volunteer event roles

  • Recruit event volunteers in coordination with the Volunteer Program Lead per the volunteer program
  • Confirm clear role descriptions, supervisors, and shifts before posting

Post-event review

  • Hold a post-event debrief within 30 days; document attendance, financials, NPS or member feedback, and lessons learned
  • File the debrief with the Secretary; share key findings with the board

Decision rights

Decision Authority
Adopt the annual events calendar Recommend; board approves
Approve an event budget within the calendar's range Committee approves under delegated authority
Approve an event budget above the Administrator's signing limit Recommend; board approves
Select a venue or major vendor Committee approves within budget; contract goes through Administrator/Treasurer signing ladder
Cancel or postpone an event Committee + Board Chair for emergency; full board for non-emergency
Discipline a participant for code-of-conduct breach at an event Event lead handles immediate response; matter escalates to Membership & Ethics for adjudication

Reporting

  • Written report at every regular board meeting, including upcoming events with status (green/yellow/red)
  • Post-event debrief within 30 days; financial reconciliation within 60 days
  • Annual report covering: events delivered, attendance, sponsor deliverables, financials, member-feedback themes

Deliverables in the first 12 months

  1. Adopted annual events calendar
  2. Founding convening (or equivalent flagship) delivered with documented run-of-show, financials, and debrief
  3. Sponsor-deliverable tracker live and used for every sponsored event
  4. Adopted in-person event run-of-show template
  5. Event-incident response plan adopted

Cross-references