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uw n8iv, you sound like the dream committee member! There are people out there that are hard workers and dedicated to putting on a good event for the visitors, but I'm finding that they are kind of rare.
Okay, to continue from yesterday:
Security: This is super important. This is a big subcommittee that one person needs to coordinate and supervise. We like to get t-shirts for our security guys/girls that say "security" or "staff" so that there are no misunderstandings.
Admission Gate: If you charge admission, you need someone to supervise the gate. Supervise gate workers, pick up money from boxes at intervals, make sure you have enough handstamps or bracelets. You also need several workers. Be prepared for the dancers and singers that want free admission, or those that complain that a powwow should be free to all. Stick to your guns if you depend on gate receipts for prize money.
If you have a parade, you need a separate subcommittee to mess with that.
It's always good to have a recording secretary or have one of the chairs take meeting minutes and provide an agenda for each meeting. Keep track of all agendas and minutes for future reference in case anyone questions what goes on in meetings or how decisions/votes are made. It's a good reference point for future powwows also, if it's an annual event.
It is also a good idea to have an "active participant" requirement. This can be different for each committee. You can require that members sign in for each meeting, and that you need to attend a minimum amount of meetings in order to be a voting member. It's been my experience on several different committees that you will get alot of people show up to nominate and vote on head staff, and then all those people disappear after that. You will also get people who show up and want to work the arena after never attending meetings or participating in the preparation, set-up, and clean-up. I've even been on committees where people show up to work the arena that aren't even ON the committee or on head staff. I have some good stories to add to the "Committee Horror Story" thread.
Fundraising can be done by the committee as a whole, OR it can be a separate subcommittee. It's been my experience that most fundraisers require alot of manpower, so the whole committee usually gets involved to plan and work.
Clean-up: If you can afford it, hire a separate clean-up crew. It's worth the money because committee members are dog-tired after a powwow.
I'll add more if I think of more.
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