Calling all volunteers

With the IABC Ottawa Excel Awards upon us, IABC Ottawa needs volunteers to join the Awards team.

Why should you volunteer

INVEST IN YOUR CAREER

Gain experience and develop new skills that will give
you a competitive edge in your career.

BUILD YOUR NETWORK

Get recognized, gain exposure and raise your profile in Ottawa.

GIVE BACK TO YOUR PROFESSION

Share your knowledge, influence the direction of your professional
association and be a mentor.

To join theAwards team, contact Catherine Bisson, VP Awards at awards@ottawa.iabc.com.

Details of positions available with the Awards team

Awards Team

  • Coordinate the call for nominations process in partnership with Communications team
  • Establish and manage judging process
  • Order awards and ensure names/titles are accurate
  • Work with the Cocktail Team to organize “gallery” of work to be displayed during reception (i.e. place nominated work on black boards, etc)
  • Judges gifts and thank you’s

 Volunteer Recognition Coordinator

  •  Coordinate with IABC President and Board members to nominate volunteer of the year and Student volunteer of the year
  • Coordinate with IABC President for presentation of Rick Green Award
  • Work with VP Awards to determine type of recognition given for these awards and coordinate supplying the recognition (could be trophy or certificate)

 Trophy & Award Coordinator

  •  Manage trophy ordering process (familiarize self with last year’s trophies)
  • Order appropriate number of trophies. Note: it’s very important to have enough lead time to order so as not to incur “rush” charges on trophy engraving.
  • Liaise with Communications Coordinator and winners to ensure correct spelling,, names, title of entry, etc
  • Develop engraving list
  • Arrange for delivery of trophy to Gala venue
  • Organize awards on stage at Gala
  • Arrange delivery of awards to people who could not attend Gala
  • Coordinate orders for additional trophies for winners
  • Awards of Merit – coordinate printing of certificates
  • Plan and coordinate the display of award winning entries at the Gala
  • Determine who will produce the Awards showcase (work with creative services agency or graphic design students)
  • Coordinate transporting display boards to Gala 

Production Team – 5 PEOPLE NEEDED

  • Coordinate all facets of the Awards presentation
  • Find an MC
  • Develop a detailed schedule for day of event – listing all contact info for every team member, key event times, duties to be performed (time and by whom)
  • Establish timeline of events on stage
  • Coordinate all required AV
  • Arrange for presenters
  • Stage set-up
  • Work with Marketing Communications Team Leader to develop script for MC

Event Coordinator(s) 

  • Source video production company to produce show including opening video, video & audio for introducing each winner (name, entry name). Note: be sure to coordinator with Sponsorship Team Leader (for sponsorship of services) and Marketing Communications Team Leader (to have same company produce Awards program and Gala promo video)
  • Oversee the production of all graphic materials for day of event – banners, backdrops, event signage
  • Manage suppliers leading up to and during event – photographer, videographer, podcast recorders, production company
  • Coordinate with photographer, event coordinator on day of event and Communications Coordinator to ensure photo of award recipient is included in Awards winner’s package being developed by Communications team
  • Coordinate with award recipients to have their photos taken in front of designated backdrop immediately after receiving award
  • Coordinate “hosts” to welcome and host sponsors, award recipients, MC and special guests throughout the evening 

Registration and Sales Team – 4 PEOPLE NEEDED

Registration Coordinator 

  • Set-up & Manage all Online registrations
  • Print name tags, receipts, etc
  • Manage Registration Table
  • Manage table seating plans 

Sales/Telemarketing Coordinator 

  • Coordinator a group of volunteers to phone prospective individuals who might be interested in submitting an entry to make them aware of the awards deadline, Gala date, etc (call last year’s award recipients, entrants, Gala attendees)
  • Coordinate a group of volunteers to phone about Gala ticket sales, including corporate ticket sales. Phone last year attendees, tables sales, sponsors, entrants, as well as prospect list (from CC). 

Cocktail Team – 3 PEOPLE NEEDED

  • Responsible for all components of opening and closing cocktail receptions
  • Work with Registration Team to confirm final numbers with Catering Company
  • Work with sponsorship on décor and loot bags
  • Work with Awards Team on nominations exhibit
  • Work with Comms to ensure media interviews/photo/video of nominees/winners
  • Onsite coordination with Catherine

Marketing & Communications Team

  • Develop updated strategic marketing communications plan
  • Lead team of volunteers to execute plan
  • Work closely with all teams to ensure any and all aspects that impact Marketing Communications are consistent and scheduled appropriately

Marketing Coordinator(s)

  • Coordinate production and distribution of all promotional material for Awards Call for Entries and Gala event
  • Coordinate all aspects of Email Marketing campaign for Awards in conjunction with Email Marketing Director including:
    • Confirm that the main mailing list is up to date
    • Write content for all email messages, have messages proofed
    • Schedule messages in coordination with all IABC emails being distributed from now until June 8th
    • Obtain new Awards header design and upload to CC
  • Work with Creative services supplier to finalize overall creative concept and to produce
    • Call for Entries pdf and web design
    • Email marketing header
    • Twitter page design
    • Pop up banners to be displayed at Gala
    • Program design and layout including sponsor ads
    • Award of Merit certificate for winning entries
  • Website
    • Update content for Awards website launch and as needed
    • Post content on main IABC Ottawa website as featured post to drive traffic to Awards micro-site
  • Coordinate design and printing of customized certificates for Awards of Merit
    • Confirm Award Certificate details such as name, winning entry title, etc with Submissions Coordinator
  • Organize and promote a “How to win an Excel Award” free event (could be just promoting listening to the free Gold Quill webinar).
  • Coordinate production of an Awards program and Gala promo video (Jimm Fox of One Market Media produced this in 2010)
  • Work with Sponsorship team to execute sponsor recognition as outlined in sponsor agreement
  • Work with Gala Production teams to ensure all materials required at event are designed and printed according to brand guidelines
  • Work with “The Voice” podcast production team to produce a 15 to 30 second advertisement for the Awards program. Ad would be included in every bi-weekly episode launched.

Communications Coordinator(s) 

  • Write and distribute press releases announcing launch of Call for Entries and promoting the Gala
  • Pitch creative story ideas to media, handle incoming media requests, coordinate interviews, etc
  • Develop a winner’s package for Excel Award winners that could include a sample press release, photo taken during award presentation at the Gala (contact Toronto to find out what they include)
  • Develop profiles of award winners from last year – either written or preferably video (promoted on website, email marketing, social media channels) 

Web Development Team Lead 

  • Manage technical aspects of online submissions software
  • Mange development/technical requirements to update Awards website with new creative produced by Cinnamon Toast. Must be completely in a timely manner
  • Manage updates to content as required
  • Assist with updates to IABC site as required, related to Awards
  • Work with Marketing Communications Team Lead regularly

 

Comments

  1. Just a reminder that there’s lots of info about volunteering posted at http://www.volunteer.ca and don’t forget your local volunteer centre is always replete with info, tools, and resources to help you connect with a great opportunity. Check out http://www.volunteerottawa.ca. Also, http://www.getinvolved.ca.

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