Entertainment Duties

This committee is responsible for deciding on obtaining entertainment possibilities for the conference. This includes all functions except for golf, the banquet and IJJA luncheon. All monies spent MUST be voted on and approved by the Board of Directors. Also, all contracts entered into MUST be signed by an E-Board member, preferably beginning with the President. If the President is not physically available to sign the contract, then the contract can be signed by the Past President, President Elect or Vice President (in that order). If the barbecue is held at the conference site, then the Hotel Committee Lead can choose to help handle the function. If off site, the entertainment person(s) are responsible for obtaining quotes and approvals.

ENTERTAINMENT COMMITTEE DUTIES TIMELINE

(Timelines are only suggested tools to use for those new to the Committees. However, if experienced individuals know of more efficient ways to complete the needed tasks, we are fully supportive of those ideas)

November IJJA Meeting:
Before Meeting: N/A
At Meeting: Choose Entertainment Committee

January Joint Meeting:
Before Meeting: Gather suggestions and ideas from general members, past Committee members. etc.
At Meeting: Decide on lead (ICA/IJJA). Gather information from other members on your Committee to be able to exchange information. Decide which events or nights you are to find out information about.

March IJJA Meeting:
Before Meeting: Gather quotes and prices of the various functions you need to research. Report and speak with Entertainment lead.

At Meeting: Report on ALL aspects of Entertainment (this means you will have to know what other individuals not on the IJJA Board are doing), quotes, estimates, suggestions. Have a vote on any needed monitorial items.

May Joint Meeting:
Before Meeting: Continue to gather quotes and prices of the various functions you need to research. Report and speak with Entertainment lead. Obtain contracts to have ready for signing at meeting, if needed.

At Meeting: Report on ALL aspects of Entertainment, quotes, estimates, suggestions. Have a vote on any needed monitorial items. Have President(s) sign necessary contracts.

June IJJA Meeting:
Before Meeting: Continue to gather quotes and prices of the various functions you need to research. Report and speak with Entertainment lead. Obtain contracts to have ready for signing at meeting, if needed.

At Meeting: Report on ALL aspects of Entertainment, quotes, estimates, suggestions. Have a vote on any needed monitorial items. Have President(s) sign necessary contracts. At this point, there should be definite functions in place.

August Joint Meeting:
Before Meeting: Continue to gather quotes and prices of the various functions you need to research. Report and speak with Entertainment lead. Obtain contracts to have ready for signing at meeting, if needed.

At Meeting: Report on ALL aspects of Entertainment, quotes, estimates, suggestions. Have a vote on any needed monitorial items. Have President(s) sign necessary contracts. Virtually all functions should be in place. For those items that are not directly billed, have a price sheet for the Treasurer so he knows how much to pay the various companies/persons. Work with Treasure so s/he knows when IJJA must pay the companies/persons.

Conference:
Prior to Conference: Enlist members (either general or Board) to sign up for any help that might be needed (i.e.. handing out tickets, organizing members, etc). at the various functions.
At Conference: Meet with Lead to make sure everything is in place and planned. Be available to the various entertainers or agencies conducting entertainment.

After Conference:
Update these timelines by submitting change of information to Board. President will then hand it in to Web Master.
Work with Treasure if s/he has any questions about billing to entertainment persons/companies.