Committees

February 19, 2007

 

A. COMMITTEE ON ADVISORY/STEERING COMMITTEE

1.      It shall manage and supervise the whole conduct of the event

2.      It shall see to it that the events adhere to prescribed norms of the various tribes/ethnolinguistic groups

 

B. COMMITTEE ON VENUE AND PHYSICAL ARRANGEMENT

1.      It shall form a working group that will see the implementation of all functions and assign a chairman who shall be responsible for the supervision of the committee’s functions.

2.      It shall identify appropriate venue for the congress.

3.      It shall be responsible for the lay out and space allocation for all component activities.

4.      Coordinates for the use of all facilities relative to conduct of the activity.

5.      It shall coordinate with other committees relative to the set-up of the venue and all required facility.

6.      It shall make a draft budgetary requirement for all its expenses and coordinate with the proper committee relative to budgetary needed.

7.      It shall be responsible for the procurement of all materials needed by the committee in coordination with the concerned committee and shall be responsible in liquidating all cash advances relative to the implementation of its functions.

8.      It shall maintain cleanliness and orderliness of the venue.

 

 

C. COMMITTEE ON FINANCE, WAYS AND MEANS

1.      It shall be responsible in sourcing out funds relative to the activity.

2.      It shall form a working group that shall see the implementation of its functions.

3.      It shall have the authority to disapprove and approve cash advances made and shall supervise the proper disbursement of cash advances.

4.      It shall prepare project proposal for cooperating and co-sponsoring agencies.

5.      It shall be responsible in consolidating commitments and finances given by the sponsors of the project.

6.      It shall prepare the financial report of the project relative to the funds / commitment received and disbursed.

 

D. COMMITTEE ON PROGRAM AND INVITATION

1.      It shall make the draft program for the activity for the approval of the chairman.

2.      Identifies guests and participants to the activity and coordinate for the attendance of the identified participants.

3.      Prepares a concept lay out for the program and coordinate with the Physical Arrangement Committee for needed space and facility.

4.      Prepares a budget plan for the committee’s needs and requirements.

5.      Prepares all the needed materials like program invitation, letters, corsage, etc needed in the activity.

6.      Makes all the necessary arrangements relative to the conduct of the festival

7.      Coordinates with the appropriate committee relative to the requirements and assistance needed.

 

E. COMMITTEE ON SECRETARIAT

1.      Prepares the needed documents / materials for the implementation of work.

2.      Take charge in the registration.

3.      Acts as receptionist.

4.      Coordinates with the appropriate committee relative to the needs and requirements in the effective implementation of its tasks.

5.      Prepare budget plan needed for the committee’s conduct of functions.

6.      Responsible for the ushering of guests and participants during the opening program and exhibit days.

 

F. COMMITTEE ON EXHIBIT AND SPECIAL SETTING

1.      Identifies participants to the exhibits.

2.      Makes the needed invitations / communications relative to the invitation of participants to the activity

3.      Prepares a consolidated profile of participants for the directory of exhibitors.

4.      Prepares the exhibit lay out for physical arrangement committee to implement.

5.      Prepares the concept / lay out of the special setting and special event.

6.      Procures materials needed for the committee’s work.

7.      Conducts meetings if necessary for the implementation work.

 

G. COMMITTEE ON THE CONDUCT OF LECTURES / FORUM

1.      Identifies appropriate topics or issue to be tackled.

2.      Invites resource speakers / panelists.

3.      Facilitate the conduct of the activity.

4.      Coordinates with the appropriate committee for any assistance and requirements of the committee.

5.      Make acknowledgement for the resource persons and guests.

6.      Prepares terminal report for the activity.

 

H. COMMITTEE ON ACCOMMODATION

1.      Identifies appropriate place (inns, lodging, dorms, hotels) where the participants and guests are to be housed.

2.      Coordinate with other committees relative to the implementation of the assigned works.

3.      Guides or assists the participants to the accommodation places.

4.      Responsible in orienting the participants relative to the rules and regulations of the places for accommodation.

 

I. COMMITTEE ON PEACE AND ORDER

1.      Responsible in the maintenance of peace and order.

2.      Responsible in coordinating with other agencies / groups (e.g. PNP) who are capable of maintaining peace and order.

3.      Assists in the maintenance of traffic flow.

4.      Coordinates with other committees relative to the execution of the assigned functions.

 

J. COMMITTEE ON SHUTTLE / TRANSPORTATION

1.      Identifies appropriate transportation vehicle in the hauling participants to farms and other identified places for the eco-tour.

2.      Responsible in coordinating with concern agencies / offices who could provide transportation vehicles.

3.      Coordinates with the committee on peace and order for the maintenance of smooth traffic flow.

4.      Coordinates with other committees relative to the performance of assigned works.

 

K. COMMITTEE ON VISITOR’S PACKAGE

1.      Prepares visitor’s package options and the different circuits to visit which will include food, accommodations, farm visits

2.      Coordinates with the committee on accommodations

3.      Identifies appropriate farms and other places where the participants will visit.

4.      Coordinates with the committee on transportation and other concerned committees relative to the performance of the assigned functions.

5.      Coordinates with program coordinator for arrangement of entertainment and performance of visitors

 

L. COMMITTEE ON FOOD

1.      Responsible in the preparation of meals and snacks on the duration of the congress.

2.      Coordinate with the venue of accommodation for possible built-in preparation of foods and snacks.

3.      Coordinate with other committees relative to the performance of assigned functions.

 

M. COMMITTEE ON AWARDS AND RECOGNITION

1.      Identifies awards / prizes to be given after the activity.

2.      Identifies recipients of the awards or recognition.

3.      Source out logistics for the awards / recognition to be given.

4.      Prepares documents / materials needed in the conduct of the activity.

5.      Coordinates with appropriate committee relative to the needs and requirements of the committee.

6.      Prepares criteria in the selection / identification of awardees.

 

N. COMMITTEE ON PROMOTIONS

1. Provide information support through print and broadcast.

2. Coordinates with media launching activities and other related activities

3. Facilitate press conferences and coverages

 

 

O. COMMITTEE ON DOCUMENTATION

1.      Takes charge of the photo, video and manuscript documentation of the various activities

2.      Compiles photo, video and manuscript documents